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Surviving in Corporate Amercia: Part 1 - Email
There is a saying that goes, "The best offense is a great defense". Nowhere is that applied better in the corporate world than in the intelligent use of email. In this age of technology, E-mail is a multi-purpose tool that can be adapted into each user's organizational patterns. Firstly, we will get the basic do's and don'ts out of the way. Do not use your work address when filling out forms on external sites. This can bring large amounts of SPAM that may alert your IT department into watching your activities more closely. Free Internet based mail, such as Hotmail, are your best options. Do not transmit any questionable material to co-workers. Especially in large companies where you may have more than one John Smith working, sending of any sexually explicit, or offensive materials to the wrong person can get you fired. And do not forget, Big Brother is always watching. Software development have reach the point where IT developments can scan your emails for keywords, and view the message themselves. Never send out an email in anger. The written word is a powerful thing. Angry mail can set off a flurry of responses, with expanding distribution lists. If you were wrong, even one point on your multiple point attack, the entire content will be subject to criticism. If you were right, everyone on that list, and all who have heard about it, will be apprehensive about you at some point in the future. Those basic examples are known to most, but followed by few. Do not give your company an advantage over you, especially one that could have been avoided so easily. Companies undergo constant evolution, via acquisitions, downsizing, shifting focus. You never know who you are going to report to, or which company you may end of working for. The rules described here, both basic and advanced, should be applied at all times, including relationships with your Vendors. Either through a mutual project, or merger, you may find yourself working with someone you used to sit on opposites sides against. Working on how best to protect yourself is aided with email, so take the time to learn how to use your email system to its fullest extent. Here are some for advanced tips to follow: Step 1 Organize your local folders into detailed categories. How you choose to do so, it dependant on both the individual, on the position they have. If you manage staff, you will want it broken down into names, and years. If you work primarily on projects, then you will want different project names and products. Just try not to have more than 1 sub-folder. Files get lost if you have to try and look too deep. Step 2 Sectionalize all your email into those folders. If a particular email needs to be followed up, then set a flag to remind you. Best to set your flags at least one - two days prior, so it doesn't take you by surprise. Step 3 If your local inbox is clogging up your computer, save all your files to CD, portable devices, or some other storage facility. You may have to contact your IT department for more details. Make sure you properly identify each stored containment unit for easy information retrieval. With this on-going 3-step system, you will be able to better protect yourself against the day-to-day issues that happen in the corporate world. Here are some examples of how you can use email to your advantage: Confirm everything in writing. Some managers refuse to send you details of their requests in writing. They will speak to you about it and expect you to take notes or remember. However, if something goes wrong as a direct result of implementing their order, most managers will not accept responsibility. I have been witness to this more times than I care to remember. To combat this, I developed the perfect defense mechanism. I would document the request, the deliverables, and the actions to be taken as directed by my boss, and send it back to them in writing. I would NOT ask for a reply, nor would I copy others unless they were involved at the same level with me (team directive). It was enough that we both knew I could protect myself. This non-verbal action also allowed the work relationship to continue amicably. Keep everything. Sent folders, company mail, attachments, presentations, even your deleted mail. In doing so, you will be able to confront any mis-information directed towards you. All email applications have a search filter that you can use to easily find what you are looking for. You may have to parse through hundreds of emails by the same person, but it would be worth it. Some aggressive emails must first be responded to in person. There are individuals who like to pretend they are Napoleon in emails, but when you meet them, they are just short. Napoleonic characters are themselves intimidated when forced to verbalize their issues. Once the issue is settled, only then do a reply all that starts with the words, "As we discussed?" Never engage in written volleys. If people start to be added to the distribution list, cut the next response short. Emails should never be a substitute for discussion. The moment you say this beginning to happen, you should send out your next email with " In order to find a resolution, can we set up a bridge to discuss further". You can also just call the person directly, although it should be done in the same tone. In the event that you must respond, to what can only be considered an attack, via email, then take the time to find an objective 3rd party to read through it. It is important that you do not leave any holes or gaps in your arguments. You must remove all emotion from your text, and concentrate on basic facts. More importantly, the tone should always focus on resolution of the problem, and on the solution for what is being attacked. Executives are always looking for people that can remain objective, and who do not point fingers. The written word can serve as your best example of maintaining those qualities. In the event that an issue gets escalated to the execute level, you do not want them looking at you as a hothead, or a bulldog. About The Author Gary Whittaker is the managing editor at TEN Magazine. You can check out more stories on a variety of subjects over at http://www.tenwebzine.com.
MORE RESOURCES: Careers at CMS CMS Careers at Prairie View A&M University - HR Prairie View A&M University Report: community college students need more career guidance Inside Higher Ed Will Artificial Intelligence Steal My Job? | On Careers | U.S. News U.S News & World Report Money The energy transition’s effects on jobs MIT Technology Review Workers eager to fill 3,000 Las Vegas jobs to build Brightline Fox 5 Las Vegas Careers - Human Resources Kennesaw State University Tesla mass layoffs impact Bay Area, with over 2,750 jobs lost San Francisco Chronicle Careers Oaktree Capital Curry College launches job guarantee program Inside Higher Ed Jobs and Training at FDA FDA.gov Careers Boys & Girls Clubs of America Careers at TWU | The Office of Human Resources | TWU Texas Woman's University Careers Fred Hutchinson Cancer Center Data indicates a strong job market but some employment seekers — even those with a Ph.D. — say they struggle Yahoo Finance Careers Micron Industry sells workers on ag jobs The Western Producer Careers at FEMA FEMA Find a Job Samaritan Health Services Careers | Job Opportunities MaineHealth Careers at Bucknell Bucknell University Green careers report: Understanding green jobs and their increasing demand The Economic Times Job Search Results - Careers at UnitedHealth Group UnitedHealth Group Career Paths FEMA 20 Careers With the Most Job Security Right Now U.S News & World Report Money My career race is in the home stretch, here's what I know Financial Times Employment USC Upstate Veterans and transitioning military | VA Careers VA.gov Home | Veterans Affairs What Researchers Discovered When They Sent 80000 Fake Résumés to U.S. Jobs The New York Times Careers Smith College Grécourt Gate Permanent Full Time FEMA Careers at NATO NATO HQ Clemson Careers Clemson University Apply for a Job The City of Vancouver, WA Despite lagging performance, California expected to avoid recession Los Angeles Times The Best Jobs in America in 2024 | Careers | U.S. News U.S News & World Report Money Jobs And Careers Veterans Affairs Chesapeake Public Schools Employment Opportunities Chesapeake Public Schools Amazon HQ2 was supposed to add jobs last year. It shed them instead. The Washington Post Careers at USI University of Southern Indiana Careers Medline Newsroom Join our team FHI 360 Work for Us (U.S National Park Service Careers Gwinnett County Public Schools Careers The Ocean Cleanup Another month of robust US job growth points to continued economic strength The Associated Press Careers | US Forest Service USDA Forest Service Careers Technip Energies Careers in mental health services : Career Outlook: U.S Bureau of Labor Statistics How motherhood hurts careers The Economist US Department of Labor announces $20M in available funding to deliver information technology skills, training, job ... US Department of Labor 6 Best Job Search Sites Money Extension Careers Clemson University Early careers UBS By the Numbers: U.S. Economy Adds Over 350000 Jobs in January Exceeding Expectations US Department of Commerce AI Will Transform the Global Economy. Let's Make Sure It Benefits Humanity. International Monetary Fund Careers CPKC Work Here UnitedHealth Group Careers with Impact IFC Press Releases CoinGecko Careers: Careers at CoinGecko CoinGecko Early Careers | Mondelēz International, Inc. Mondelez International Why Career Transition Is So Hard HBR.org Daily In-Demand Jobs for Seniors | Retirement | U.S. News U.S News & World Report Money Opinion | The A.I. Economy Will Make Jobs More Human The New York Times Jumping into the workplace for the first time TotalEnergies.com Can I buy a house without a 2-year job history? (Podcast) The Mortgage Reports John Lewis publishes job interview questions to aid preparation Personnel Today Jobs vacancies at the EMCDDA European Monitoring Centre for Drugs and Drug Addiction (EMCDDA) Upgraded National Career Service portal to give job market a fillip Business Standard Career Services Wake Tech Newsroom Careers with the Group Volkswagen Group Find a Role Bain & Company Careers at UNHCR UNHCR Jobs Energy.gov Careers City of Somerville Employment Opportunities Unity Health Toronto |
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