Email issues...best way to handle them? 15

[wahnula]

Howdy folks,

I am Admin for our small office SBS2003 domain (10 users). I have one user that is presenting what I feel might be a problem, but I would like other opinions before I take any action.

I am not the boss, I am the Senior Designer and the person in question is a Junior Designer, so there's kind of a competition between us, but I am clearly the lead revenue producer and a much more experienced worker (as well as the network builder and SysAdmin).

There are two issues I'd like some feedback on:

1. His email signature, on every piece of electronic correspondence, is usually religious and/or political in nature. His current sig is "Only 2 defining forces have ever offered to die for you.....Jesus Christ and the American Soldier. One died for your soul, the other for your freedom"

I'm not sure if this is proper on business correspondence, but I don't want to encroach on his "freedom of speech" either. I realize this is a private network and the business has the right to represent itself any way that they choose, but this is an individual that may appear to be speaking for the business.

2. Forwarding, forwarding, forwarding. And not just to office workers, but others, maybe friends, hopefully not customers. The last one was a caricature of Barack Obama entitled "Worth a thousand words". In the caricature, Barack was standing in front of a sign saying "White House" and thinking "Well first off, that sign's gonna have to go" and then a blurb at the bottom saying "THEN THE BIBLE-REMEMBER WHEN I WAS SWORN AS A SENATOR-I USED THE KURAN. THEN THE FLAG-REMEMBER I WON'T SALUTE IT. THEN THE PLEDGE OF ALLEGIANCE-REMEMBER I WON'T SAY IT. READY FOR A CHANGE? VOTE DEOMOCRATIC[sic]"

Then there was a logo at the bottom, ACLU, with the "C" represented as a crescent and star, and it says Anti-Christian Lawyers Union and underneath Jihad with a Law Degree.

I found this personally offensive, maybe racist and possibly illegal, and forwarded it to the boss for review. The boss is very non-confrontational, and it's easier (and typical) for him to do nothing.

Am I making a big deal out of nothing? Are there any guidelines for business networks that I could cite as reference?

Thanks as always.


Tony

Users helping Users...

 

[franklin97355]

You did the right thing in bringing it to the bosses attention. If the boss does not do anything and you personally find it offensive take it another level up. If nothing happens by the time you get to the top deceide if it is worth quitting over... or just forget it.

The answer is "42"

 

[wahnula]

franklin97355

Thanks for the reply. The boss is the top. He's the owner and, like I said, it's a small shop, even though our revenues top $3M/year. It's not a corporate business, the one shop is it.

It is DEFINITELY not worth quitting over, I'm not that vested in the situation. I just wondered if it was my competitive side rearing its head and not a true ethical issue. I just did a sales report, the salesman in question has a very low closing percentage (18%) compared to my 39%. I'm trying to learn why. Since we send our quotes out via email, I'm wondering if his sig might be alienating customers and costing us sales.

To the boss (whom I hope to show this discussion), I meant non-confrontational in a GOOD way...

Tony

Users helping Users...

 

[kmcferrin]

Meh.

Bringing it to the boss' attention is the correct thing to do. If he is using company email systems to send messages to you that are not business related and that you find offensive, then you have every right to complain. Some might say that he is creating a hostile work environment, but at the very least his signature is highly unprofessional. There are many, many people who could be offended by his tagline (Muslims, Jews, Hindu's, Buddhists, Atheists, etc), many of which could be potential customers. At the very least that needs addressing.

Regarding the email messages that he's forwarding around, if there isn't a corporate policy on what constitutes appropriate use, then the best that you can hope for would be that the boss tells him to knock it off.

________________________________________
CompTIA A+, Network+, Server+, Security+
MCSE:Security 2003
MCITP:Enterprise Administrator

 

[flapeyre]

Tony,

Since the boss is non-confrontational, I guess the best way to handle this is the way you did. I'd take it one step further, though, and go back to the boss, and let him know that this offends you, and ask him if you cold do the confronting (after all, you are senior to the designer in question). That way, you take the heat off the boss.

And for the record, although I may (or may not) hold the same (or different) views as Junior Designer, I think he's crossing the line here. I never use corporate e-mail in that manner. And, my corporate e-mail signature contains nothing but business information about myself. He needs to take his proselytizing to personal e-mail, and do it from home. Period.

Da mihi sis crustum Etruscum cum omnibus in eo.

 

[Bandenjamin]

I agree with the sentiments here. He shouldn't be sending that kind of email through a work account. Period. It's highly unprofessional and could reflect poorly on the entire company.

On a side note (only kind of) I would also question his integrety. Barack Obama did not use a Koran (

http://www.snopes.com/politics/obama/muslim.asp)

to be sworn in. If he is always willing to forward lies as truth, what does that say about him as a person? What kind of lies is he telling customers in an attempt to get more clients?

--Dan
Whenever you find yourself on the side of the majority, it is time to pause and reflect.
Mark Twain

 

[SQLSister]

Since the boss is non-confrontastional, I would suggest writing up a formal policy on business signatures, forwarding personal email, etc, and have the boss sign it. That way, the policies are clear without him having to formally talk to the guy or single him out. Plus, it gives ammunition to discipline him later if he chooses to continue.

"NOTHING is more important in a database than integrity." ESquared

 

[kmcferrin]

The other thought, though it might be more difficult, is to address it yourself. If you have a coworker who routinely engages in actions at work that offend you or make you uncomfortable and are not business related you're perfectly within your rights to ask them to stop. At most companies the HR policy is that you can either ask the person directly or take it to the supervisor/manager if you're not comfortable doing that.

There's one guy where I work who drops an f-bomb every third word. One day I got sick of it and told him that I thought that it came across as rude and unprofessional, and that I didn't appreciate it. He doesn't swear around me any more, but from what I hear he still swears like a pirate elsewhere. I think that the reality though is that most people know when they cross a line like that, and all it takes is to have someone call them on it. I suppose if I had brought it up to his boss or HR then he probably would have quit altogether.

________________________________________
CompTIA A+, Network+, Server+, Security+
MCSE:Security 2003
MCITP:Enterprise Administrator

 

[CajunCenturion]

Let me first say that agreement or disagreement with the message is totally irrelavent and should not, not ever should be, part of the discusstion. The issue is strictly one of time and place and whether or not the signature is appropriate for business correspondence. In my opinion, it is not. Religious and political messages, regardless of perspective, do not belong on business correspondence. If you're not in the business of religion, nor in the business of politics, then any such message, again regardless of viewpoint, is not related to your buisness. You should stay focused on your business.

==> What kind of lies is he telling customers in an attempt to get more clients?
Apparently at 18% closing rate, not very good ones.

==> but I don't want to encroach on his "freedom of speech" either.
Unless you work for the government, this is not a freedom of speech issue. Curtailing speech of this nature, or any nature for that matter, is well within the purview of a business, and it is not, nor ever has been, a First Amendment violation for a business to censor it's own professional correspondence.

You are right to bring your concerns to the boss, and if you have not done so in writing, I would suggest that you do. However, I don't think it's wise or right for you to go back to the boss and ask for permission to be the hammer. If you do not have any supervisory authority over this person, then it's up to decide what, if any, recourse should be taken. That's up to the boss, and I don't think you should try to force the boss to take action, either directly or indirectly by going through you.


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[wahnula]

I would suggest writing up a formal policy on business signatures, forwarding personal email, etc, and have the boss sign it.

Excellent idea, thanks. This would also make it appear non-personal, although nobody else in the office uses non-professional signatures.

The other thought, though it might be more difficult, is to address it yourself

While I am appreciative of the idea, there is no real structural hierarchy in our office; we are all considered peers. Anything coming from me alone (and not the boss) would not have the same weight as something the boss has authorized or authored.

Religious and political messages, regardless of perspective, do not belong on business correspondence

My thoughts exactly, but it sure helps to have supportive opinions.

Great advice so far from all, I appreciate every response. I was not sure if I was being too picky about these issues...I am relieved to see I am not.

Tony

Users helping Users...

 

[lionelhill]

The place for silly signature statements is the bottom of Tek-Tips postings. I wouldn't even use them in private e-mail.

You could, of course, insist on a correctm, professional corporate signature:

DISCLAIMER: The contents of this mail are confidential and intended neither for the recipient nor any other sentient life-form. If you have received this, whether in error or deliberately, you should delete it at once.

 

[EdwardMartinIII]

One day I got sick of it and told him that I thought that it came across as rude and unprofessional, and that I didn't appreciate it. He doesn't swear around me any more, but from what I hear he still swears like a pirate elsewhere."

That'll learn you to be specific. 8)

Sounds like your person did exactly what you asked.

Edward

"Cut a hole in the door. Hang a flap. Criminy, why didn't I think of this earlier?!" -- inventor of the cat door

 

[wahnula]

from what I hear he still swears like a pirate

Yarrrr matey...

I have sent the boss a link to this thread, hopefully he will find it enlightening.

Tony

Users helping Users...

 

[traingamer]

Tony,

It sounds like the person in question is completely unprofessional. Unless you're selling Bibles or religious material, religious signatures will turn away a lot more business than they will bring in.

You've done the right thing by bringing it to the boss' attention. I like SQLSister's answer - formulate a policy and have the boss disseminate it.

As far as the email forwarding, filter for it in the incoming server and block it. That way there isn't any junk mail for him or anyone else to forward.

Greg
People demand freedom of speech as a compensation for the freedom of thought which they seldom use. Kierkegaard

 

[SantaMufasa]

Tony,

Every company for which I have worked has had a well-conceived e-mail policy. It has protected us all from e-mail misbehaviour.

Amongst the policies are:[ul][li]The corporate e-mail server is for corporate communications. Do not use corporate e-mail to forward stories, anecdotes, jokes, chain letters et cetera. We invite you to establish, and use, personal e-mail accounts using services that extend that facility to personal users (e.g., gmail, hotmail, yahoo, et cetera). Should you receive non-business related e-mail messages on the corporate e-mail server, please re-direct the sender to your personal e-mail account.

[/li][li]E-mail Signatures should include, at most, your name, your title, your department, your contact points, and the corporate address. No mottos or slogans should appear in your signature.

[/li][li]E-mails that you send via the corporate e-mail server/domain should reflect the highest standards of written communication. Use correct grammar, punctuation, and wording, which, together convey our corporate values of precision and high standards. E-mail should never include vulgarity/profanity or statements that could be misconstrued to demean any person, or groups of persons, including our competitors.

[/li][li]Do no make comments or statements in an e-mail message that you would be embarrassed to have anyone read besides your specific recipient. Remember, e-mail messages can take on lives of their own and outlive their authors. If you must address sensitive issues, set up some form of personal meeting.[/li][/ul]

Clear, concise e-mail policies (when followed) can reduce the risks of e-mail abuses. When users do not follow clear, written policies, it makes abuses easier to deal with, as well.

Mufasa
(aka Dave of Sandy, Utah, USA)
[I provide low-cost, remote Database Administration services: www.dasages.com]

 

[SQLSister]

And in selling the idea of formalizing a policy on email to the boss, remind him that forwarding spam can also forward viruses, so it is is not only a professionalism issue but one of the security of the computers in your company and possibly clients that this person emails as well. I do find these kinds of things are an easier sell if you approach him with a draft of the policy instead of asking him to write one.

I can add that personally I would not under any circumstances buy anything from any company where the contact person included a religious or political message in an email unless they were specifically in the business of religion or politics. This person could well be costing your company quite a lot of business.

"NOTHING is more important in a database than integrity." ESquared

 

[kmcferrin]

That'll learn you to be specific. 8)

Sounds like your person did exactly what you asked.

That's fine by me. I'm not a prude, and I use the coarse language myself from time to time, though never at work (unless I hurt myself, of course). I just don't care to hear it non-stop. If he wants to imperil his advancement opportunities with his language, so be it. That's one less person I'll have to worry about passing on the career ladder.

________________________________________
CompTIA A+, Network+, Server+, Security+
MCSE:Security 2003
MCITP:Enterprise Administrator

 

[wahnula]

,

That's exactly what I needed...a pre-written copy-and-paste policy! Thanks so much. I am writing this in the morning and usually don't get to see the boss until the afternoon, I will have your talking points printed out.

I will also point to SQLSister's "I can add that personally I would not under any circumstances buy anything from any company where the contact person included a religious or political message in an email unless they were specifically in the business of religion or politics."

This is where it really hits home. Thanks everyone!



Tony

Users helping Users...

 

[harebrain]

So far, the responses to this dilemma address business concerns and chain-of-command. While most of us are accustomed to a workplace where this would be effective, clearly that isn't the case presented.

The effectiveness of the tactic I'm about to suggest depends on the age difference between you and your junior associate and his susceptibility to peer pressure.

At a neutral time, in a non-threatening manner, approach him calmly. Put your hand on his shoulder. Say, "Your email signatures are puerile and unprofessional. You don't want to embarass yourself, do you?" You might follow that with, "Observe how everyone else uses email."

Unless he's completely shameless that could have enough of an impact to make him change his behavior. But you guys are salesman, so he might just tell you to go to hell.

 

[SantaMufasa]

IMHO, someone who behaves the way "Junior" is behaving in e-mail exhibits classic "inferiority-complex" traits. Given that red flag, I believe that taking Junior to task can exacerbate those traits. (I've seen similar situations in which the "offended" party caused grief and sabotage in the life of the correcting individual.)

Therefore, I recommend taking the "official policy" route so that Junior cannot interpret the correction as a personal attack (unless, of course, the e-mail policy announcement comes with the preamble, "Due to Junior's recent abuses of e-mail, we have formulated the following policies regarding e-mail...) <grin>

Mufasa
(aka Dave of Sandy, Utah, USA)
[I provide low-cost, remote Database Administration services: www.dasages.com]