REGISTER / LOGIN

EMAIL AND THE CC OF DEATH- Any Time is the Right Time

By Stephen R. Clark

E-mail is great! It can speed decision making, support collaboration, and allow access to a broader range of contacts. E-mail is a powerful business tool, but one that also has a dark side. If abused, it can be deadly -- to your career!

Have you ever been involved in what you thought was a discreet and private exchange of e-mail messages on a delicate topic when the other party, without warning, cc-ed your boss or others in a response?

Or, have you discovered that one of your private e-mails has been forwarded to a broader group without your permission?

Ouch! Instantly, a simple issue is made "public" and extremely complex. Or, worse, you are put at odds with your boss or coworkers.

Says Amy Johns, assistant managing editor at Ecompany magazine, "In general, it's pretty obnoxious to bring someone new into an e-mail discussion without first asking the other parties if they mind. It can be a bit like showing up at a dinner party … with an uninvited guest in tow. If the e-mail exchange has been going on for a while, there may be information in previous messages that someone may not want the newly cc-Ed person to read."

States Letitia Baldrige, etiquette expert, "Knowing when to copy someone with your e-mail is an art, not just a procedure."

Before you forward or copy someone, ask yourself these questions:

"Would I want this e-mail to be cc-Ed to so-and-so if I were receiving it rather than sending it?"
"Will this person or group understand why they are suddenly being included?"
"What are my motives for sharing this with others?"
"Will it help or hurt by copying this e-mail to others?"

If your motives are shaky or someone could be hurt if the message were shared broadly, then don't share it. Johns states, "If the e-mail is private or intended just for you--as it is most of the time--don't forward it."

When forwarding is a good thing to do, always add a note at the top of the message explaining why it's being forwarded and what action you want the recipients to take or if this is just FYI. If cc-ing, add the same kind of note to the end of the message if it's not obvious why others are receiving the e-mail. Don't do either without getting the permission of the other party or parties involved in the e-mail exchange.

If someone's trying to put you in a sticky situation by cc-ing your boss, go talk to your boss face-to-face and explain the issue fully. Then have a face-to-face with the sender and settle the issue. When it's closed, follow up with an e-mail to the sender confirming your discussions and cc your boss. And from then on avoid e-mail exchanges with the offending party by responding to their messages in person or over the phone.

If you receive a shared message, act on it carefully. Be professional and sensitive. The best course may be to just delete and ignore the message. If you feel you must become involved, talk with the sender in person or over the phone and avoid getting caught up in the e-mail exchange.

Whether writing or responding to an e-mail, consider what you're writing carefully! Try to think of the effect on others in the event it were to be shared. Don't write or send an e-mail to anyone you wouldn't want others to see!

The harsh reality is that once you send a message electronically there's a very good chance it will end up somewhere you didn't want it to. So, always, be e-nice!

=============================================================
Stephen R. Clark is a writer and communications professional with more than 20 years experience. He provides a variety of services including writing, editing, ghostwriting, web site development, and more through his business, "Stephen R. Clark, Epiphany Lane Productions." His clients and his experience cover a diverse array of markets and industries, from aerospace to religion and education to publishing, and more. He is a member of the International Association of Business Communicators and the Evangelical Press Association. You can learn more about his services and see several work examples at his web site www.StephenRClark.com.

NETWORK PARTNERS -- Adobe Photoshop Tutorials -- Photoshop Tutorial Man -- Design Contests -- Tutorial Guide -- Free Webmaster Tutorials

Contact Us FIND ONLINE CREATIVE PORTFOLIOS BY BROWSING THE PORTFOLIOS CATEGORIES BELOW:

Stephen R. Clark is a writer and communications professional with more than 20 years experience. He provides a variety of services including writing, editing, ghostwriting, web site development, and more through his business, "Stephen R. Clark, Epiphany Lane Productions." His clients and his experience cover a diverse array of markets and industries, from aerospace to religion and education to publishing, and more. He is a member of the International Association of Business Communicators and the Evangelical Press Association. You can learn more about his services and see several work examples at his web site www.StephenRClark.com.

LINKS: