3 critical things to avoid in your professional emails

[WORLD] Email has become the backbone of workplace communication. However, the convenience and speed of this digital medium can sometimes lead to oversights that may have serious consequences for your career and personal security. As an experienced Editor-in-Chief, I've had the opportunity to delve into the intricacies of professional communication, and today, we're exploring crucial advice from Jackie Cuevas, a seasoned HR professional, on what you should never include in your work emails.

The Expert Behind the Advice

Jackie Cuevas, a 33-year-old HR administrator based in Orange County, California, brings a wealth of experience to the table. With a background in recruiting since 2015 and a transition to HR in 2020, Cuevas has developed a keen understanding of the nuances of workplace communication. Her current role supporting a nonprofit organization encompasses a wide range of responsibilities, from onboarding and benefits to compliance and payroll.

Cuevas's expertise extends beyond her day job. During the pandemic, she began sharing career-related content on TikTok, leveraging the platform to empower individuals in their professional journeys. Her insights on email etiquette have garnered significant attention, highlighting the importance of this often-overlooked aspect of workplace interaction.

The Three Email Taboos

According to Cuevas, there are three critical elements that should never find their way into your work emails. Let's explore each of these in detail, understanding the rationale behind these recommendations and the potential risks associated with disregarding them.

1. Personal Information: Safeguarding Your Digital Identity

In an era where data breaches and identity theft are increasingly common, protecting your personal information is paramount. Cuevas strongly advises against sharing sensitive data through work emails, emphasizing the potential dangers of such practices.

What Not to Share:

• Social Security numbers
• Credit card details
• Bank account and routing numbers

Cuevas explains, "The internet is dangerous; people can save your information, download it, and use it in ways you didn't intend." This cautionary statement underscores the importance of being vigilant about the information we share digitally, even in seemingly secure work environments.

While it might seem convenient to email your credit card number to a colleague for a shared lunch order, such practices expose you to unnecessary risk. The same applies to other forms of sensitive financial or personal data. However, Cuevas notes that sharing your address with a coworker for purposes like sending a thank you card is generally acceptable.

Cybersecurity Awareness

The risks extend beyond intentional misuse of information by colleagues. Cuevas highlights the need to be wary of phishing attempts and potential hacking:

• Avoid opening or clicking on unfamiliar links or attachments
• Be cautious when using weak WiFi networks, as they can make you more vulnerable to hackers
• Secure Alternatives
• For situations where sharing sensitive information is necessary, Cuevas recommends alternative methods:
• Use company-approved secure platforms (e.g., Adobe PDF)
• Enable two-factor authentication for added security
• Share information directly, such as over the phone, when possible

By adopting these practices, you can significantly reduce the risk of your personal information falling into the wrong hands.

2. Targeted Words: Navigating the Language Minefield

The words we choose in our professional communications can have far-reaching implications, sometimes beyond our initial intentions. Cuevas emphasizes the importance of being mindful of the language used in work emails, particularly when it comes to certain "targeted" words that may trigger HR investigations.

Words to Use with Caution:

• Bullying
• Harassment
• Name-calling

Cuevas warns, "Words like 'bullying,' 'I'm being harassed,' or even 'name-calling' are targeted words, and when you use them, HR will investigate further." The use of such terms, even in what might seem like a minor complaint, can escalate situations quickly, potentially leading to serious consequences such as terminations or formal reprimands.

Resolving Issues Appropriately

Before resorting to using such charged language in emails, Cuevas advises employees to consider alternative approaches:

• Can the issue be resolved through direct communication with the colleague involved?
• Is it appropriate to discuss the matter with your supervisor first?
• Does the situation truly warrant escalation to HR?

By carefully considering these questions, employees can often find more constructive ways to address workplace conflicts without immediately resorting to formal complaints or potentially inflammatory language.

3. Information You Don't Want Your Company to See: The Illusion of Privacy

In the digital age, the line between personal and professional communication can often blur, especially when using company-provided communication tools. Cuevas emphasizes the importance of recognizing that workplace emails, chat platforms, and even calendars are not private spaces.

Common Pitfalls:

• Accidentally hitting "reply all" instead of responding to a single recipient
• Forgetting that Zoom chats can be visible to all participants
• Assuming deleted emails are permanently gone

Cuevas cautions, "Watch out for these things, but also remember that your company can access your email, chat, and Slack messages." While companies typically don't monitor communications to catch employees out, they may access these platforms for legitimate business reasons, such as retrieving important documents.

The Persistence of Digital Communication

It's crucial to understand that even deleted messages may not be truly gone. Cuevas explains, "In some cases, such as part of an internal investigation, HR can work with the IT department to retrieve deleted emails if the organization's policies allow this. Many companies can retain deleted emails for a certain period in their server archives or backups."

This reality underscores the importance of maintaining professionalism in all workplace communications, regardless of the perceived privacy or temporality of the medium.

Calendar Considerations

Cuevas extends this advice to work calendars as well. "You should be mindful that people look at your calendar, and if you want something private, like a massage appointment or pickleball, you shouldn't put it on your work calendar," she advises. Instead, she recommends simply marking time as "busy" without providing specific details for personal appointments.

Best Practices for Professional Email Communication

Given the potential pitfalls highlighted by Cuevas, it's essential to develop good habits for professional email communication. Here are some additional best practices to consider:

Think Before You Send: Always take a moment to review your email before hitting send. Consider the content, tone, and potential implications of your message.

Use Professional Language: Maintain a formal and respectful tone in all work-related emails, even when communicating with close colleagues.

Be Concise and Clear: Get to the point quickly and organize your thoughts logically. Use bullet points or numbered lists for clarity when appropriate.

Double-Check Recipients: Always verify that you're sending the email to the intended recipients, especially when dealing with sensitive information.

Use Proper Formatting: Ensure your emails are well-formatted with appropriate greetings, signatures, and paragraph breaks for readability.

Respond Promptly: Aim to respond to work emails within 24 hours, even if it's just to acknowledge receipt and provide a timeline for a more detailed response.

Use Appropriate Subject Lines: Create clear, relevant subject lines to help recipients understand the email's purpose at a glance.

Be Cautious with Humor: Humor can easily be misinterpreted in written communication. Use it sparingly and appropriately in professional contexts.

Proofread: Always check for spelling and grammatical errors before sending. These mistakes can undermine your professionalism.

Consider the Timing: Be mindful of when you're sending emails, especially if you're working outside of standard hours. Use the "schedule send" feature when appropriate.

The Broader Implications for Workplace Communication

The advice provided by Jackie Cuevas extends beyond just email etiquette. It speaks to larger issues of digital literacy, professional boundaries, and the evolving nature of workplace communication in the 21st century.

As our professional lives become increasingly intertwined with digital platforms, it's crucial for employees at all levels to develop a nuanced understanding of how to navigate these spaces effectively and safely. This includes not only knowing what to avoid in emails but also how to leverage digital tools to enhance productivity, foster positive working relationships, and maintain a professional image.

Moreover, the insights shared by Cuevas highlight the important role that HR professionals play in shaping and enforcing communication policies within organizations. As guardians of workplace culture and compliance, HR teams must stay ahead of the curve when it comes to digital communication trends and potential pitfalls.

In today's digital-first work environment, mastering the art of professional email communication is more important than ever. By following the expert advice of HR professional Jackie Cuevas and avoiding the three critical mistakes she outlines – sharing personal information, using targeted language carelessly, and forgetting the lack of true privacy in work communications – employees can protect themselves, maintain professionalism, and contribute to a more positive and productive workplace.

Remember, every email you send in a professional context is a reflection of your personal brand and work ethic. By approaching email communication with thoughtfulness, respect, and awareness, you can enhance your professional relationships, avoid potential conflicts, and safeguard your career prospects.

As we continue to navigate the complexities of digital workplace communication, let these insights serve as a guide to more effective, secure, and professional interactions in your work life.