Unbelievably, a director of a window and conservatory manufacturer in Devon sent the following in an email to 48 year old former service man who had applied for a job with the company.

The director described him as ‘an old, aesthetically challenged guy with no teeth’ and went on to say: “You are not only the most inappropriate person for this job, but probably for any job you will spend the next few years applying for, only to get rejected as soon as they meet you.”

When asked, the director said that her so-called ‘rant’ had been sent out in error. She explained that she had read an article suggesting that anger and upset could be released by writing down how one felt, but not sharing what was written. She said that she had written an appropriate email turning down James Allen for the job, but the two had become muddled and she had sent the wrong one.

This is a pretty extreme example of what not to say to either a potential or existing employee and not a mistake any of you are likely to make! However, it is a helpful reminder of the need to always keep to the facts and don’t resort to any personal attacks or commentary. It is also a reminder of the way in which emails, which are often viewed as a more informal means of communication, can contain inappropriate content.

In any discussion with a member of staff, whether a performance review or simply a general discussion about their role and responsibilities, it’s very important to document what is said. It’s also worth looking at how anyone in the business with responsibility for staff management and interaction is properly trained in the right procedures. Your IT policies should make clear that emails should be viewed in the same way as letters, with a formal and professional tone at all times.

If you have any queries, or similar stories to share (?) then do give me a call on 01484 821309 or at katebooth@eatonsmith.co.uk
Posted Friday 27th of March 2015