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...

 

[CajunCenturion]

==> the responses to this dilemma address business concerns and chain-of-command.
That's probably because it IS a business concern, and course of actions are limited because there is no chain-of-command relationship between the two parties.

I'd be a little concerned about that approach harebrain. It's not likely that telling someone that their religious beliefs are childish will invoke a positive response. Now, to suggest that shareing those beliefs is unprofessional in the business environment is precisely to the point, but suggesting they're childish will likely put him on the defensive and be counter-productive.


--------------
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As a circle of light increases so does the circumference of darkness around it. - Albert Einstein

 

[wahnula]

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."

While the sentiment is correct, we don't have that close a relationship. Except for one day's training by me when he got here 1-1/2 years ago, he seldom asks me or the boss for input on anything. I have a 4-year education and 10 years at this job, he is not schooled and, in my opinion, more of a salesman than designer.

I'd like to be a mentor, I've reached out in the past, but I guess I can be a bit intimidating (plus I'm good! )and in the design world you need to be open to criticism, in fact actively seek it. He does not invite input from myself or the boss, after ten years I still ask the boss for ideas and input, but he does not. He's on an island.

We had a minor disagreement last year, it deteriorated into him using the cliche "impugn my character" so our relationship is arm's length at best. I do know he would not respond well to what you propose.

I'm going to leave it to the boss to do something, or nothing. I wish the situation is different, but it's not. I still heartily appreciate your response.

Tony

Users helping Users...

 

[robmazco]

Was there mention of Human Resources?
What kinds of forms/documents/disclosures and such were signed upon hiring?
As the sysadmin, you should have the designs on the content of the network. If the 'boss' does not see this/understand it, then maybe you should not be working there. Your energy could be best served elsewhere.

 

[harebrain]

Therefore, I recommend taking the "official policy" route so that Junior cannot interpret the correction as a personal attack

That's why I said to be "non-threatening" and "calm." Appealing to his sense of dignity is hardly "taking him to task."

It's not likely that telling someone that their religious beliefs are childish will invoke a positive response.

I did not say to tell him that his beliefs were childish, but that his email behavior is.

Sheesh, I think you two have deliberately gone out of your way to misinterpret my post. I've just pointed out that there's more than one way to skin a cat. With a spineless boss, a psychological approach might have a chance. Unfortunately for Tony, it seems he doesn't have a receptive audience either way.

 

[wahnula]

Was there mention of Human Resources?
What kinds of forms/documents/disclosures and such were signed upon hiring?
As the sysadmin, you should have the designs on the content of the network. If the 'boss' does not see this/understand it, then maybe you should not be working there. Your energy could be best served elsewhere.

Like I said, this is a small shop. Family business and all, office staff of 10, 50 or so additional workers. No formal HR, the employment contract does contain verbiage such as "...agrees to comply with all of the rules and regulations of the Company". I signed no contract, as the company was tiny before I came on board <pats self on back>.

I'm also not that vested in the issue, I only wanted to see what other professionals thought of the situation. I have done my job by bringing it to the boss' attention, and letting him know that I am uncomfortable with it, but I don't plan on leaving. I kind of feel like it's "my" company, as the boss and I are great friends and we built this business together.

I will abide by his decision, whether I think it's right or not. It's a great job and I love it.

Tony

Users helping Users...

 

[wahnula]

Ding ding ding...we have a winner!

The boss just sent out our new Email policy, a verbatim rendition of Santa's list. Thanks to all that replied, and a special thank-you to SantaMufasa for providing the policy.

Tony

Users helping Users...

 

[CajunCenturion]

==> I think you two have deliberately gone out of your way to misinterpret my post.
I'm sorry harebrain, but I am not going out of my way to misinterpret anything. It's not at all clear, at least to me, that your claim of "Your email signatures are puerile ..." is about the e-mail behavior and not about signature content.

--------------
Good Luck
To get the most from your Tek-Tips experience, please read
FAQ181-2886
As a circle of light increases so does the circumference of darkness around it. - Albert Einstein

 

[harebrain]

>is about the e-mail behavior and not about signature content.
Which still doesn't rise to the level of his "beliefs," which is how you originally mischaracterized my statement.

 

[SantaMufasa]

...Ergo...perfect example of how emotions can rise and misunderstandings can occur if/when we deal with issues at a personal (versus a policy) level. <grinning as he runs away>

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

 

[flapeyre]

harebrain:

I can say that if someone called my e-mail signature (or my attitude) "puerile", I'd take offense. When dealing with business issues, you have to keep it strictly business, and "puerile" does not belong in the business vocabulary. Using that will accomplish nothing and just get Junior bent out of shape, and therefore escalate, rather than calm, the conflict.

The key to resolving business conflicts is to master the art of conveying the unpopular message in a way that is not offensive.

Da mihi sis crustum Etruscum cum omnibus in eo.

 

[lespaul]

I have to admit, I would have to look it up if someone called me "puerile"..I mean I got the context of what was being said, but I didn't know the exact definition.....

<run Dave run!>

Leslie

 

[SantaMufasa]

I would have to look it up if someone called me "puerile"..

My kids gave me an apt T-Shirt for Father's Day last year:

I may be getting older, but I Refuse to grow up.

Obviously, my photo is next to the word, "puerile" in your "Funk and Wagnalls". <grin>

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

 

[SQLSister]

Yay for you Tony. Good job selling the big boss on the need for a specific policy. And Dave's write up was very nice as a policy. Hopefully he will pay attention to the new policy. If not, at least there is now something to call him to task with. Also hopefully you have learned how much easier it is to get something accomplished that you want changed in the organization if you make it easy for the boss to implement. That is a skill that will serve you well in many differnt areas.

And Dave, is it actually possible to grow up? I certainly have never come close to doing that in my 53 years.

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

 

[SantaMufasa]

And Dave, is it actually possible to grow up? I certainly have never come close to doing that in my 53 years.

Dunno...I'm 56 next month and it hasn't happened yet to me.

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

 

[fredericofonseca]

I hope

And Dave, is it actually possible to grow up? I certainly have never come close to doing that in my 53 years.

I also hope not. at least I'm safe for a few (very few) more years by looking at you two.

Regards

Frederico Fonseca
SysSoft Integrated Ltd

http://www.syssoft-int.com

FAQ219-2884
FAQ181-2886

 

[wahnula]

Q: How many Tek-Tippers does it take to resolve a posted problem?

A: Eighteen.

Twelve to provide information and insight to the problem that leads towards the solution, and six to bicker and joke in the aftermath once the problem's solved!!!





Now let's see the reaction today...and if the tagline remains. I've already heard "It's about time" from the Quickbooks operator...apparently she did not like wasting her time opening and deleting the endless forwards.

Tony

Users helping Users...

 

[wahnula]

UPDATE:

I was mistaken, the boss did not do a verbatim copy-and-paste of 's list, he made the following edit to point two:

E-mail Signatures should include, your name, your title, your department, your contact points, and the corporate address.

He said he "did not agree" with the "slogan" line because we have a corporate slogan "Beautifying the Bay Area since 1951" and he uses it in HIS sig. I pointed out that it was a corporate slogan, and you would think the point would still get across, but there was apparently too much room for interpretation.

Bottom line, after the policy was sent out, we all received an email from the Junior Designer with a note to please send all personal mail to his Hotmail account...with the "Jesus..." sig intact.

I asked the boss (in private) how he felt about the sig and he said he personally liked it but agreed it has no place in professional correspondence. He also felt the sig "shouted" at him (14-point bold font tends to do that ), and I concurred.

He is now trying to find a tactful way to broach the subject and get his point across softly, I feel like he wasted an opportunity to 100% solve the problem with the posted policy. I have done all I plan to do, I was reminded by my lovely wife that I have a tendency to push for things and have decided to back off for now. I hope the boss doesn't let it go too, but it's his company. I feel I have done my part by letting him know my feelings and once again wish to thank everyone for responding...even the bickerers!

Tony

Users helping Users...

 

[SantaMufasa]

Post script:

My implication, by posting the sample e-mail policy was, "Create e-mail policies that fit your corporate values and circumstances." I did not intend that my posting was not subject to revision.

The boss could have made a simple adjustment to the policy:

E-mail Signatures should include, at most, your name, your title, your department, your contact points, the corporate address, and/or approved corporate mottos or slogans.

...Another missed opportunity for him, but he could still recover via an adjustment of the above variety...Plus, the boss's releasing a new version of the policy would be a powerful hint to Junior to clean up his act..

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

 

[lionelhill]

Tony,

(1) Point taken: 6 to bicker and joke doesn't help you. Sorry!

(2) I personally take the view that e-mails should be treated exactly like written business letters. They may not have exactly the same format as a business letter, but they are business communications, and I would not write anything in an e-mail that I wouldn't feel happy about in a letter.

If an e-mail ends up a little over-formal, it is unlikely to upset a client or customer. If it is too personal, it may well.

This is a matter of corporate education; it's very good to have a policy, but it's necessary to bring it out every so often (new arrivals are a good opportunity), and remind everyone that your company has standards.

Of course some people will argue that internal communications can be more lax, but this is a dangerous slippery slope. Some communications (e.g. human resources) must be absolutely professional, so you may as well make them all professional, just to avoid the risk of something nasty slipping out by accident (as signatures are wont to do).

 

[wahnula]

lionelhill,

I was not griping about the after-posters...just joking! I thought it was a pretty good joke myself...

I agree with your points, and with about the missed opportunity for the boss. Any re-write of the policy would appear targeted towards him, plus it is a very sensitive subject in this part of the world. To get a grasp of the mood of the area read this article and these reactions . I'm going to wait a while and see if the "Jesus" tagline disappears (meaning the boss had a talk with him) or if it remains "resurrected".

I will then ask permission from the boss to bring it up to the user in a calm, professional, non-threatening way. I will avoid using words like "peurile" and try to tell him there are Christian-like people, like myself, that agree with the fundamentals of Christian behavior but not in Jesus Christ as the Son of God. I believe he existed, and was a great man, but that's it. I follow the "do unto others", "turn the other cheek" and other Christian doctrines without deifying the man.

People like myself are out there in our customer base and he is alienating them unnecessarily, not to mention the people of other faiths listed above. I think if I appeal to his greed (more sales!) he might see it my way, or he might not. Honestly, I would be not be surprised if the boss just lets it go on, because that is the easiest way out, that's why I will ask permission to discuss this with him in a few weeks. It might be the prod the boss needs. I will back off for now so I don't come across too pushy, and will report back when/if the situation changes. Again, thanks to all!

Tony

Users helping Users...