Have you ever been typing away at a draft, multitasking or replying in a rush and sent an email accidently, before you were ready or to unintended recipients?
I know at times I have simply hit the ‘Enter’ button and felt like my email went off unintended. You rush to see if you can unsend or retrieve the email. One time (In my HR Executive Job) I accidently hit reply all accidently because I was multitasking. It was so sensitive that I urgently asked IT to retrieve the email and delete it from each recipient’s inbox.
Here are some helpful tips to avoid the Oops next time.
Slow down and only compose emails when you have dedicated time and are not distracted.
In the business setting, always assume your email will be forwarded, screenshot, or appear on front page of the newspaper.
When drafting your email leave the ‘To’, ‘CC’ and ‘BCC’ blank until your email is in the ultimate final form.
Draft your email in Word first and transfer to email later.
In your email settings, make sure your default option allows you to select each time if you will reply to the sender only or reply to all.
Always review each recipient that is visible to determine if you need to delete anyone.
Always assume someone is Bcc’d.
Reduce the use of ‘Reply to All’. It is not the best way to reach the masses.
Always ask yourself if your reply is helpful in email form or if another medium should be used.
Keep in mind the THINK Acronym for all communications.
