It seems that every week there is a story in the media about an employee, or even a politician, who sent a highly inappropriate message using their employer's information system. It's almost as if these individuals were unaware of even the most basic realities of the workplace or devoid of any understanding regarding the proper usage of their employer's information systems.

Why Employers Care

Most workplace information systems identify the organization's name in the senders email address in some way or another. For example, my office email address is This e-mail address is being protected from spambots. You need JavaScript enabled to view it . Because of this, the use of foul or profane language, potentially offensive or derogatory terms, threats of violence or other improper choices will be linked to an employer by the sender's email address. Most employers will not tolerate being linked to such improprieties.

How Messaging Relates to Workplace Policies

Respectful workplace policies apply to all forms of employee conduct in the workplace including the use of messaging. Employees need to consider that an inappropriate email or other type of message can be considered harassing, bullying, intimidating or threatening in violation of their employer's respectful workplace or violence prevention policies. Leading employers are intolerant of workplace harassment, bullying or violence regardless of the manner or medium in which they occur.

The Secret Principle you need to Know

There is a simple universal principle that all users of workplace information systems need to know: I call it the Principle of Uncontrollable Consequences. Simply stated, the principle is that e-message users can only control the content of their messages, including the words and terms used or not used. However, once sent, they cannot control the consequences of their message. To put it another way, once you hit 'send' you lose all control of your message. Be it friend, foe or competitor, you have no way to control who in the world sees it. My advice is to think about how you will be portrayed if the world sees and judges the content of your e-messages and to act accordingly.

Five Tips for Appropriate Workplace Messaging

  1. Never use profanity or potentially offensive or derogatory language in your messages. Never!
  2. Don't use words or expressions that you wouldn't want directed to your family or loved ones.
  3. When preparing a sensitive or difficult e-message, remember the principle of Uncontrollable Consequences! Once your message is prepared, set it aside for an hour before you send it. After the hour, return to the message you prepared and review it. My experience suggests that you will amend the message you originally prepared. Once amended it is ready to be sent.
  4. Never respond to an e-message when you're angry, stressed or upset. If you do, you will regret it later.
  5. Remember the personal touch. When practical, respond to a message by calling the sender or by replying in person. I am often amazed when coworkers who work in very close proximity send an email rather than speaking to each other in person.

The Appropriate Response to an Inappropriate Message

In keeping with the principle of Uncontrollable Consequences, you might receive a message that is offensive or that potentially violates your organization's respectful workplace policy. If you do, immediately notify the sender that their message is unwelcome and inappropriate, advising them to cease and desist. Advise your employer of the offending message as soon as possible and cooperate with any investigation into the matter.

A Parting Thought

The appropriate use of messaging is an indispensible aid to our productivity and effectiveness in the workplace. Keep in mind that all e-messages you send are an instant and direct reflection of you and the organization you represent. As with other aspects of life, remember that you never get a second chance to make a good first impression!