What's between the lines:
With that same one click, you can make a HUGE mistake. E-mails know no limits. They are reliable, because they do their job every time. E-mails have no emotions or give second chances. They don't say to you: "What you are about to send could potentially damage someone" or "Woah! Do you really mean to send that to your boss?" or "AHH! Wrong document attached!" It is up to us, as e-mail users and abusers, to exercise major caution when composing and sending messages. We are so comfortable with e-mail we could practically do it with our eyes closed, when really our eyes should be WIDE open so we can realize just what we are doing.
In the past week I have made two e-mail uh-ohs. Fortunately, there was no harm done—only a small wave of worry and a 'this is gonna be a pain in the ass to explain to my entire address book.'
The first that occurred was a classic reply-all mistake. I ended up writing back two co-workers and the client saying "I'm so excited! This will be so cool." (not a big deal, right, but only because I didn't say anything negative... and would never through e-mail!) Nevertheless, lesson learned: I will probably never use the reply-all button again, at least for a little while.
The second uh-oh ocurred when I was testing the 'automated reply' for the purpose of setting it up for another a co-worker. First, it didn't work on her computer, so I tried it on mine. I wrote a simple 'Out to lunch. Be back at 1:30' and was sure I had it right. NOPE! What ended up happening is that hundreds, I mean HUNDREDS of e-mails were sent out to every single person that had ever e-mailed my work e-mail. Just to show you how ridiculous the situation was, I ended up replying to 90 of my boss' e-mails saying that damn 'Out to lunch... be back at 1:30' reply. FML.
Of course it was an honest mistake, but an unfortunate one. No harm done, just a huge pain in the ass to my poor co-workers and a few clients. I will say that a few of the responses I got back were somewhat humorous.
"Um, is there a reason you are telling me you're going to lunch?"- A photographer.
"I'm guessing that was supposed to be to someone else, but have fun!"- The bartender we used at our party.
"Do you realize you just sent me a dozen e-mails??"- A dentist client.
"Was that supposed to go to me? I hope so!"- Some PR dude. Sorry, buddy.
The fiasco is all said and done... thank God. And I do apologize to everyone who got my trial auto-reply. I know you all are thinking I am truly "out to lunch" in more ways than one.
Back to e-mails in general. I share these stories, because they were lessons learned for me and I can only hope they will serve as warning to other folks to BE CAREFUL! Watch your words and watch who you're e-mailing.
A few tips that have been said and can't be said enough:
1. Keep your work e-mail separate from your personal e-mail.
2. Whatever you compose in the e-mail body, write as if your boss is looking over your shoulder. Not that you have to wear a bracelet inscribed with "What Would Bossman Do?" but just think... would you want him to see this?
3. Scan over the e-mail before you send it--- who is it going to? This is especially important with forwards.
4. Know how to do an 'automated reply' (and let me know once you've figured it out.)
5. Limit how many internal e-mails are not work related--- As in, don't bombard your co-workers with stupid You Tube videos.
6. Expect the worse--- How bad would it be if a virus came through and started forwarding all your internal e-mails?? AHHHHHH!!
7. NEVER EVER say anything negative about a client or co-worker. Be professional people.
Happy e-mailing.
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