Avoid embarrassing email blunders with these 5 tips

Have you ever received an email that was obviously not meant for you?

Did it include sensitive or embarrassing information that ended up being a dinner conversation highlight, after extracting oaths of silence from your fellow diners?

Even worse – were you ever on the offending end of the equation, with the embarrassment of knowing that it was you who very likely ended up being a topic of conversation among your colleagues?

Shame is its own punishment, but being inattentive while sending emails can lead to far worse consequences, from potential security breaches to legal consequences, not to mention reputational damage for you and your company.

That goes double for high-level managers and C-suite executives, who are typically seen as stand-ins for the firm they represent.

After all, if a junior employee makes a mistake, it just reflects badly on them.

But if a CEO or COO does it? Well, then the company is also in the firing line.

There are a few hard and fast rules you should follow to avoid such situations, most of which only require an additional second or two of thought – or perhaps a minute or two to calm down:

1. Make sure your email is addressed to the right recipient

Always double-check the recipient’s email address. This is all the more important as auto-complete can be a nefarious assistant.

Are you sure the Tom you are addressing is the Tom the sales manager, or is it the Tom who works at a client firm?

2. Don’t use ambiguous, inflammatory, or emotionally charged language

Ambiguity or aggressive tone can cause miscommunication, lead to misunderstandings, or escalate conflicts. CEOs need to be clear, concise, and diplomatic in their messaging.

Therefore, you should reread emails for clarity and tone, and consider how the recipient might interpret your message. Avoid sarcasm or language that could be misinterpreted.

3. Proofread and double check for factual errors

Do you remember your teachers, back in secondary school, extolling the importance of checking your work before handing it in?

For many of us, an exam ritual – when time permitted – was to carefully go over every word you’ve written to make sure it was as you intended it to be.

A genuine mistake is one thing, but one born of carelessness is much harder to forgive yourself for – and it is no different with email communication.

4. Use BCC when sending to large groups

Failing to use BCC (Blind Carbon Copy) can expose all recipients’ email addresses to each other, leading to privacy concerns, spam, and potential security risks.

That is why you should use BCC when emailing large groups, especially when recipients don’t know each other. Consider using a mailing list or communication platform designed for group messages.

5. Do use proper security measures:

CEOs are prime targets for phishing attacks and email hacks. Failing to use strong security protocols can result in breaches that compromise company data.

Where possible, implement two-factor authentication, and always avoid clicking on suspicious links.

In fact, the top tip from the Malta Police Force Cyber Crime Unit’s Inspector Timothy Zammit?

“Before clicking on something, question it. Don’t click and think about it later. Think before you click. It’s just a question of applying the same precautions we are taking in everyday life, when we are walking down the road, when we are communicating with someone face to face, and applying those to our communications through technology,”

You should also regularly update passwords, and ensure all company emails are sent from secure, official accounts.