Small Business Management: Minding Your Business Etiquette

Okay, how many of us have written an e-mail while we’re angry or frustrated at a colleague or customer, sent it off, and then immediately experienced remorse for being so hasty? Or what about the e-mails you write with a sarcastic tone in hopes of being funny, but then are misunderstood by the reader? E-mails are terrific when it comes to quickly and conveniently communicating, but they can leave room for misinterpretation and hard feelings.

Unfortunately, e-mail mistakes are all a part of living in a digital age. The best you can do is to avoid these mistakes in the first place, and be aware of how you approach your e-mail messages. Here are some tips to keep in mind when composing your professional e-mails:

• Stay away from comments regarding race, gender, religion, sexuality, or legal actions  regarding current issues or problems.
• Make sure that whatever you put in writing could be comfortably read by the public, since e-mails can surface, reappear and be distributed easily.
• Stay away from using e-mails to inform colleagues, staff members or employees of sensitive or personal information, like health updates or relationship issues. Save this information for sit-down meetings or face-to-face communication.
• Avoid checking your personal e-mail while at work.  As tempting as it is, remember that your employer has a right to track communication that takes place during work hours on company-owned computers or electronic devices.
• Avoid slang, spelling shortcuts and other writing styles that appear unprofessional.
• Don’t compose messages while you’re angry, or atleast don’t send them if you do. Wail until you’ve had a chance to cool off and think of the situation. A good rule of thumb is to wait a good 24 hours before sending an emotional message or response.
• Avoid forwarding chain messages or mass e-mails to coworkers. They can be annoying and leave a negative impression.
• Refrain from forwarding on attachments from unknown sources to avoid contaminating files and spreading viruses.

Every company has its own atmosphere and unwritten rules of acceptable behavior, both in person and on the computer. If in doubt, double check with your supervisor or boss in order to make sure you understand what is or is not appropriate in your office.