March 1, 2024

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3 bad practices of internal communication by email

It is important to know about 3 bad practices of internal communication by email. Communication within the company, as a social and human activity, tends to have deficiencies generated by the collaborators themselves -internal and external-, and these end up being reflected in the means of communication used by the organization.

Let’s start by understanding these deficiencies as bad practices not so much generated by ignorance of what good practices would be, but also -and in many cases- by lack of care and ethics in internal communication.

It does not matter if the company is large or small, if you have ever collaborated in a work group you will be able to realize the series of problems that begin to be generated through email. Among them, we would find 3 that could be considered almost “deadly sins” of internal communication by email:

Report through the CCO

Within the delivery options, we can find the “terrible” CCO (with blind copy). This means that the receiver in BCC will be able to see the message sent and see. Who it is addressed to without revealing that he is receiving the mail. Somewhat infamous but true, in companies there is a tendency to use the CCO to rat out superiors or embarrass the recipient through email. Which eventually leads to environments of mistrust within the team.

We recommend you not to use it.  Except where it is specifically indicated that a receiver must be copied in CCO.

Use email as chat with everyone in copy

In collective emails -such as electronic newsletters or a specific communication to a group. There is the bad practice of starting to use email as a chat and continue copying everyone within the conversation. The initial message, which could well be a complete and well-structured message. Ends up being a reply of “OK”, “I think”, “How are you?” and “By the way…”, among others.

We recommend that you regulate this within the work rules of your group or company and encourage the use of other tools if a conversation between 2 people is needed.

CC everyone, even if they don’t care

There is also the “classic case” of the collaborator who CCs (with a copy) practically the entire team staff. Although many times several of these have nothing to do with the project, task or objective of the email sent.

Although several of the collaborators or superiors will request to be copied so as not to lose the thread of the conversation. Even if they have a secondary role in that project or task. The “map” of who should be copied or not usually gets dirty and leads to the bad practice of copying everyone. If this is your case, you have to do a little work on communication processes and define work groups to avoid excess unwanted information. Although they may seem like crude details. These vices tend to create stress and great problems within many organizations.

If you feel identified or suffer for someone with these vices within your project or company. We recommend you come to tell them about it and try to remedy it.

Differences between CC and BCC or BCC in an email

Many times we tend to send diverse information without making full use of the tools that it provides us. Such as the correct use of the acronyms CC, CCO and BBC in said email. Regarding the acronym CCO or BCC, you will be free to attach the recipients you want.

The difference between the CC and the BCC is that the addresses of the recipients in the latter must remain private. In the same way, the information must reach them as the main recipient.  The detail is that he will not be able to know to whom the message has been send.

In the same way, none of the recipients include will be able to recognize each other. You will be able to generate a kind of mailing list. Widely use in extensive campaigns, digital marketing, among others, and ahead you will always have the protection of the personal information of the people who have receive all the information.

In many respects, the CC and the BCC are boxes create to maintain order. Generating greater security in all aspects, for this reason we invite you to start using them correctly, and thereby facilitate each of the actions you take by sending information to your email.

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