The technology of today has made it a lot easier for people to communicate with each other. In the past, people sent letters through what is now called “snail mail,” and expected them to arrive in a couple of days or even weeks. Nowadays, most people prefer communicating by email – it’s quick, it’s easy, and you even get confirmation that it’s been sent (unlike snail mail, where you worry about your letter getting lost, stolen, etc).
Communicating by email is incredibly convenient for people. With just one click, your message can arrive to its destination, and you can even have a copy in your sent folder for reference. Need a document signed? You can simply scan it and send the document through email. And best of all is the fact that email is free, and you can do it right in the comfort of your home.
Due to the ease and convenience of email, however, issues have cropped up in people’s usage of it. Spam emails, for example, are very rampant – there are times when a person signs up for a newsletter or something similar, only to have their emails flooded with advertisements. You don’t even have to sign up for anything actually – many people get a deluge of spam everyday, which is why the ‘spam folder’ has become a necessity.
If there’s one common email faux pas that many people have already committed, it’s the ‘reply all’ button. Though most incidents are simply annoying, such as a personal conversation by two people being sent to everyone and cluttering emails, some incidents can prove detrimental to your job and business. Due to this button, people have accidentally sent emails to their boss, colleagues or clients that they really shouldn’t have, resulting in loss of jobs, businesses and even friends.
As a personal brand, you may experience this dreaded mistake. So what do you do? How do you bounce back?
1. Apologize immediately
Most of the time, the best thing to do is to immediately and sincerely apologize. Yes, the damage is done, but if you express true regret in doing it, then you may get off lightly.
Cases when an apology should immediately be done include accidentally sending private information to many people, making rude remarks about a person, and getting caught on a lie. Though someone may still take you up to task about what you’ve done, a sincere and heartfelt apology may help you keep your job.
2. Let the message run its course
If the message you sent to everyone through ‘reply all’ isn’t that serious, it’s best to just let the message run its course. You may get a few rude comments, people asking to be taken of your list or people making fun of you, but in the end, there’s really no (or not too much) harm done, so you simply get a slap on the wrist for your mistake.
3. Lighten the message with humor
With some email ‘reply all’ mistakes, you may get away lightly if you lighten the message with humor. It won’t work for all, however, and don’t do this if you made a serious faux pas, such as insulting your boss. If you accidentally revealed something embarrassing about yourself, it may actually turn out well for you. You may have to put down your head in shame for a while, but people may accidentally see you as more human afterwards (because really, no one’s perfect).
4. Lay low for a while
After a ‘reply all’ mistake, it would be best if you lay low for a while. You might have become an overnight sensation due to it, so it’s good to be on your best behavior so as not to create more reasons for you to get reprimanded, suspended or even fired. Put your best foot forward and avoid sending out any more errant emails.
Sadly though, there are incidents when it’s hard to bounce back from a serious ‘reply all’ faux pas. Jobs are lost, friendships are ruined, and relationships are broken all because of a simple email mistake that could be avoided.
So lesson learned. Though the ‘reply all’ feature of emails can be very helpful to people, it can also be the cause of your downfall. So use it sparingly, and always take note of the people you’re replying to.
And never assume that an email you sent is private. Did you know your emails could even be subpoenaed if you’re involved in a lawsuit? So always think twice before writing an email, and avoid the ‘reply all’ button like the plague.
Maria Elena Duron, CEO (chief engagement officer), buzz2bucks | a word of mouth marketing firm, is skilled at making networks “work” and harnessing powerful online and offline buzz, she facilitates online visibility services and word of mouth coaching and workshops – taking companies and professionals from buzz-worthy to bucks-worthy.
I launched this Blog with one objective - to provide unique insights and practical advice for using the power of personal branding to achieve your goals. It’s dedicated to those who want to be wildly successful by maximizing what makes them unique, relevant and compelling.
