Worst Email Mistakes

The Creative Group published a list of some of the mistakes that managers admitted to making. Note that these are just the ones they admit to; we have a feeling that there are many more that never see the light of day. Nonetheless, in the bullet list of 13 descriptions of gaffes 9 of them (at least by our count) could have been prevented with one of our add-ins:

“Someone sent out confidential salary information to the whole firm.”

Safeguard Send has a keyword filter and warns you when you send out an email with words like “salary information”, or “salary figures”.

“Someone made a nasty comment about a supervisor and it was sent to the supervisor by mistake. It eventually led to dismissal.”

Although the author didn’t say how this happened, it easily could have been from clicking a “Reply To All” – this could ahve been prevented with the Reply To All Monitor which simply puts a prompt like “Are you sure you want to reply to everyone?”

“A person called another employee an idiot in an e-mail to everyone in the company.”

This definitely could have been prevented with the Reply To All Monitor.

“One of our vendors accidentally e-mailed me information about their sales performance, so I gained some inside knowledge about that vendor.”

“We sent an e-mail to a client that was meant for a vendor. It made it difficult when the client had seen our costs.”

“Confidential information about one client was sent to a different client. It was certainly embarrassing.” Safeguard Send will optionally prompt you when you are sending an email outside the company, or to certain people. In all these cases above, it could have helped by alerting the sender that they were sending the email to a client – giving the sender a chance to think before sending.

“Someone crafted a scathing, sarcastic e-mail about a customer and did not mean to hit ‘send.’ It caused problems.”

Here we have case where an add-in might not be as helpful as simply adding a delay to your Send/Receive time. Doing this causes your emails to sit for a few minutes in your Outbox so that if you think of anything else before the email goes out (like what being professional means to you) you can catch it and edit it. (Note: to implement the delay, go into Outlook, then to Tools…Options…Mail Setup. Uncheck the box that says “Send immediately when connected”. )

“I once sent an internal memo about restroom etiquette to a prospective client by accident.”

As soon as the words “accident” and “internal memo” show up in the same sentence, our ears perk up because it’s usually a case that our aforementioned Reply To All Monitor can help.

“Someone sent me a copy of an employee’s bank records by mistake.”

Safeguard Send, with it’s ability to warn when you are sending an email outside the company (in this case the bank) would have helped here.

Over and over again, each day many email mistakes are made – let us help you to not make one of them!

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