IN THE HEAT OF THE MOMENT
free mail.” Executive assistant to a CEO, Nomvuyo, 28, learnt this the hard way. Once, she sent confidential financial spead sheets from the board of directors. “These were supposed to have gone to directly to the CEO and no one else,” she adds. “I got a final written warning as I gave general managers privy information not meant for the general staff.”
Mistakes like these can get you fired. “When I realised my error, it was too late. I had to resend them, with an apology. I was lucky to get a warning,” says Nomvuyo.
There are other unnecessary acts like those that leave you perplexed: being included on an email when there has been ongoing commmunication, on or when you can clearly see that they are covering their backs. Others are just plain rude and derogatory tone. Sibahle, 35, an accountant in Joburg, had to confront a colleague who made awkward comments about another co-worker. “It was really uncomfortable, and I still don’t understand why I was CC’d on the email. So I went to the sender and asked him to stop making mean comments or else I’ll approach HR.” In this instant, Mofokeng says Sibahle did the right thing. She says the perpetrator should be reprimanded. How many of us get worked up by either a demanding client or boss? That too can also present a potentially dangerous situation as you might say things that you’ll regret. “Don’t forget when it’s on mail, you can’t take back,” warns Mweli. “If you’re angry with a client, be extra careful when writing to them. Do not use rude or inappropriate language; there must be no name calling, or referring to people as “b*tch’ or an ‘a**hole’, no matter how upset you are.” She adds: “Do not write the email in capital letters as it implies you’re shouting or yelling. First, calm down. Leave your desk for a few minutes. During that time, think hard about what you really want to say, and how best to express your thoughts.”
Durban-based private banker Vuyi,
Business Email Etiquette: The Manual Judith Kallos explains why in her book. “Sarcasm comes very close to being rude and can harm a business relationship. It can also hurt feelings. As for apologising, here’s the problem: Someone sent me [too many] attachments while saying, ‘Apologies if this fills up your inbox’. They knew it would and sent it anyway, so why apologise? Their apology came across as insincere.Don’t apologise and then proceed to do what you’re apologising for,” she says.
If Thando’s boss was not copied 2. 3.
There are some things that are better done faceto-face; asking for a raise is one of them. Your boss has a higher chance of rejecting your proposal if you send an email than when you set up a formal meeting. Mokefeng says, “Email your boss or supervisor requesting a meeting and then address her directly on why you’d like a raise. She’ll take you more seriously.” Discuss taboo matters: Sexism, xenophobia or racism on email is a no-go. You don’t want to be sued for defamation. Private details of colleagues: If a colleague has confided in you with sensitive information, it is not your place to share it with the staff via email.