Emails remain the main tool of professional communication, but there are at least 4 common errors that can be identified.
In the context of instant messaging that governs all our interaction, emails remain the main tool of professional communication and continue to be widely used in the workplace.
by Emanuele Zaccone
This #ARUBAIT, the column created in collaboration with Aruba.itsui the most interesting trends in the world of technology and the web. Here the tips to use emails in a professional manner avoiding risks
The long history of this instrument – which finds its definitive form at the end of the 70s – is however not accompanied by a necessary improvement in habits.
Email: 4 errors to avoid
So even today there are at least 4 errors that can be identified at work level when we talk about emails:
- Reply to all: if not really necessary, especially when you are the recipient of a communication that is addressed to everyone, but that requires individual answers, avoid using the answer to everyone. In doing so you will only bother those who are not interested in your response, generating a significant amount of noise.
- Add people in copy: there are cases in which you want to insert someone else in the conversation but, as for the point above, ask yourself: really necessary? correct towards other recipients?
- Send emails with all recipients in the clear: applies especially in the case of collective messages and lists. In this case you are making all the email addresses of your contacts visible to all: a rather naive and decidedly annoying way to keep their privacy.
- Send heavy attachments: beyond the limits imposed by email providers on the weight of attachments, it is generally not a good idea to send files by attaching them to the emails themselves. For at least two reasons: the first, to avoid filling the recipients' mailbox, the second to avoid circulating obsolete versions of a file. Imagine this situation: your colleague A sends a presentation by email, another colleague B changes it and relates, but in the meantime, colleague C did the same. Which makes it practically impossible to understand which is the last corrected version. The solution: for example sharing the link from a file storage and sharing system such as Dropbox, Google Drive or OneDrive, which allows files to be sent quickly (via link) but also allows more people to work on the same document by tracing the changes made by each and allowing versioning (restoration of previous versions).
The risks to be careful when using emails
Without going into the merits of the contents and the way in which these should be managed at the formal level within the emails, it should still be remembered that some risks were not eliminated:
- phishing: the attempt to steal the user's personal data by betraying their trust. Such as? For example by making them believe that they are a company or service provider they trust. If you have ever received an email from your bank telling you to immediately click on a link to reset your password because it was compromised by a mysterious event, then you have a clear idea of what I mean. The point that is often put at risk not for ingenuity, but because some emails of this type are really accurate and could be misleading. However, there are always some details that make us turn on the light of doubt: a misplaced font, a small misprint, an incorrect address, a suspicious link. Besides the anomaly of the request in s, which is usually not done in these terms.
- Attachments: they are one of the oldest means of transmitting viruses and malware, which can seriously undermine your computers. How to prevent them? Avoid opening attachments from people you don't know and even when the known recipient is alert to email in s: does the text seem suspicious to you? Ask that person directly if they have a trustworthy email. And if you have installed an antivirus with scan of email attachments, pay attention to any warnings and if necessary start the manual scan.
Finally, one last piece of advice, which is often thought of too little: choose a signature that you value. After all, every time you send an email, you speak on your behalf and often you do it with someone you barely know, with potential customers or with working partners. The signature should therefore have at least three elements: your name / surname and title, your contact details (telephone and online, as names used for instant messaging), any links (eg personal website).
Then, ready to press enter? Are you sure?