When LOL Means Career Suicide: The Truth about Social Media and Email Etiquette in the Workplace

Posted on Feb 14, 2012 in Public Relations | 1 comment

By Roshini Rajkumar, Author, “Communicate That!”

As you know, social media has become a mainstay in our work and personal lives—and in the work we do to build and protect our clients’ reputations. Many of us are on Facebook or LinkedIn several times a day, and we send so many emails we don’t even bother to count anymore. Beyond our marketing and communications work, the instant access and communication is a blessing, but used the wrong way and it will become a black flag that follows you to every job and lingers in all facets of your life.

Much has been said about how to handle social media and faux pas to avoid, but it seems that it all needs to be reiterated over and over again. Here are some helpful hints and a simple checklist to follow before you hit send on all social media outlets (blogs, FB posts, Twitter, LI status updates, and, yes, even email):

  • Proof your post or email—two or three times. Grammatical errors and typos are so easy to fix, and when you post content with typos, you’re sending a message about yourself, the wrong message.
  • Have a purpose for the message you’re sending or posting. Make sure your post is to the point and clear. If you can’t follow it, how do you expect your followers to? Be short, be precise and be smart.
  • Auto addressing. Your computer will happily fill in the email address when you start typing, but just the same way you don’t want anyone finishing your sentences for you, be sure to double check who your computer wants to send the email to. The same thing can happen in social media platforms like Google+ when you + someone’s name in an update.
  • Look at your distribution list for emails. Sorry, you know this already, but it happens all the time—especially in email blasts to the media. DO NOT “reply all” if your question or response is only for one person or worse, it contains confidential information or negative information that should not be shared. On that note, you can not control what someone else may or may not do with your email so if you don’t want the information shared, be sure to indicate that when you send it out.
  • Respect the privacy of others and the confidentiality of their communication to you. Do not forward emails you receive from others without getting the author’s permission.
  • Review tone before sending. Ask yourself: Would you say it this exact way if you were looking the person in the eye? This is especially true with email communication. Taken out of context many emails and posts can be misconstrued. For example, sarcasm is often very hard to interpret over the Internet.
  • Think twice. For blogs and comments to any social media remember just because you “can” post, doesn’t mean you should; think about that and then proceed.
  • Don’t forget the long tail of the Internet. Remember, once your post is online, it is fair game for anyone to see (even if you have made it “private”). It may not go viral immediately, but the Internet is vast and it is eternal so someday, someone may scroll across your post. And it will most likely occur at the most inconvenient time.
  • Emoticons are fun but overused, and are never professional. Avoid using emoticons and try to keep emotions out of online correspondence.
  • Avoid using “text talk” online and in social media, and for that matter in texts. Speak in complete words and sentences. It avoids miscommunication and commands more respect.
  • Be careful with blog comments. Many falsely assume they’re anonymous when posting on blogs; NOTHING on the Internet is completely anonymous.

Facebook, Linked In and Twitter are effective outlets to build your personal and professional brand, but only if you do it right. Due to the fact that your personal and professional worlds may merge in those arenas, it’s best to always keep your professional goals and desired image in mind when posting.

The general message here is to think about your reputation and the reputation of your business. Would you want your boss to see your post or email? Would customers still consider working with you if they saw those pictures? There is a reason for the cliché, “It takes a lifetime to build a good reputation, but you can lose it in a minute.”

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Roshini Rajkumar, communication and image expert, licensed attorney, and author of “Communicate That!” is also founder of The Roshini Performance Group. As a top communication coach and speaker, Roshini has become the go-to person for business executives, authors, athletes and politicos who want to make an impression. Clients include the Minnesota Vikings, Wells Fargo, Great Clips, Boston Scientific, and the Community Reinvestment Fund. To learn more about Roshini, visit http://www.Communicatethatbook.com.