In last week’s blog, we discussed how to use e-mail etiquette to write professional communication that gets results. This week, we’ll discuss how to address some of the privacy issues that can come along with e-mail use.
The “To” Field
Double check who you’re sending your e-mail to before pressing “send”. One drawback of e-mail is how easy it can be to send a message to an unintended recipient. Many e-mail services automatically fill in the “To” field on an e-mail with suggestions from your contact list after only a few letters have been typed. This may be convenient, but makes sending an e-mail to the wrong recipient very easy. Another dangerous situation is group e-mails. When replying to a group e-mail, only choose the “reply all” option if you are positive the e-mail is relevant and appropriate for everyone on the list.
Even if you’re careful about who you’re sending your e-mail too, it is still not as secure as you might think. Unless you take additional steps, e-mail is not encrypted, which means that it is possible for someone to intercept and read it as it’s sent to its intended recipient. Because of this possibility, you should never send sensitive information over e-mail, especially credit card numbers or other financial information or usernames and passwords.
Finally, avoid sending information that could be potentially damaging to your or someone else’s career or personal reputation. Even if the e-mail is sent in a completely secure manner, once the e-mail is in the recipient’s hands, it is out of your control. Which means then could then transmit the information to someone else, either accidentally or on purpose.
For more great tips on clear speech and great communication, check out our website at www.corporatespeechsolutions.com!