Instant, easy-to-use and ubiquitous, email gives one a sense of unparalleled freedom in communication. However, despite this sense of freedom, there are a few things everyone should know about when they use email at work.
Work Email is Not Private
One of the most important things to know about email at work is that, unlike outside personal email services, one’s privacy is not assured. Not infrequently, companies will monitor the emails that are sent by their employees using the company email system.
Companies do this to prevent the improper use and abuse of the work email system, such as harassment or off-color humor, sending chain letters, and so on. By protecting against the abuse of the email system, a company attempts to provide a safe space for electronic communication and ensure productive use of email at work.
Notably, however, companies may not always inform their employees that their emails are being monitored. Thus, regardless of whether one is told that one’s email is being monitored, it should always be assumed that work email is, for all intents and purposes, not private. Although it may feel like an invasion of privacy, companies generally contend that they have the right to monitor emails since the system such emails are sent on are owned by the company.
Regardless of how one may feel about work email privacy policies, it is a fact that the company is capable of seeing the emails sent on its system. As such, it is smart to treat work email as public and write emails that one would not be embarrassed with if it ever came under the eyes of someone other than its intended recipient.
Work Email Etiquette
Because email is so quick and easy to write, users often settle into casualness and comfort when writing emails. However, it is important not let that comfort slip into a lack of manners and etiquette.
Email at work is operated using the company’s servers, meaning that all work emails sent take up space somewhere on that server. Thus, it is best to be careful about sending attachments—sending emails with too many attachments or sending attachments to too many people can slow down the server. Of course, sending attachments at work is inevitable, but it is polite to be frugal about attachments, and avoid sending non-work-related attachments.
Another important part of responsible email use is to try to avoid exposing one’s email account to viruses and other malware. Most people will accumulate a very large number of contacts on their email account throughout their time at work. Accidentally opening a virus-laden attachment or clicking a dangerous link can not only endanger a person’s own computer, but can also expose all of that person’s copious contacts to that very same malware.
As such, it is especially crucial to be careful and sensible when using one’s work email. It is unwise to open attachments or click on links in emails from unknown email addresses. In cases where the email seems to be from a known business partner or client, a quick mail can reveal exactly who the actual sender is in a matter of seconds.
Finally, it is necessary to remember that sending work email with the company’s domain name in one’s email address is equivalent to sending physical letters stamped with the company’s letterhead. Regardless of the intent, any email received from such an email address can be seen as an “official” word from the company itself. Each email to outside clients should be written with care and professionalism.
Separate Work and Personal Email Services
The easiest solution to all of the above is to separate one’s work and personal email. Although it may seem obvious—work email is work email, after all—it is not unusual for employees to send a quick personal email or even use their work email for online shopping or receiving newsletters. By having separate and clearly delineated email accounts for work and private use, however, and making sure to follow this division thoroughly, maintaining the professionalism necessary for work email use becomes effortless.
Separating work and personal email could also help increase productivity and efficiency while working. Without that RSS feed of a favorite blog or the confirmation email for an online shopping order arriving in one’s work inbox, it becomes infinitely easier to concentrate on the work at hand.
These are just a few simple things to keep in mind while using email at work, but it can be the difference between becoming the star employee and facing a lawsuit for a silly joke sent to a colleague.
