When to

Despite all the advances in technology, one of the main methods of workplace communication is still writing. Whether it’s e-mail, instant message, a printed memo or a hand-signed contract, written communication is one of the most common ways to transmit crucial information at work.

The question becomes, how do you decide when and whether to “put it in writing?” If you have certain sensitive information or a contentious situation to deal with during your career, can written communication help or hurt you?


Don’t put it in writing:

In the following cases, you might be better off NOT putting your message in writing. Talk in person or over the phone first:

• Don’t complain to your boss via e-mail. Your supervisor has hundreds of other problems and mini-crises arriving in her inbox each day – if your complaint is minor or can be dealt with easily, talk to her about it in person or over the phone, or use the existing channels to resolve the problem. Or if you do need to notify your boss of a problem, be sure to include a suggested solution, so that it doesn’t sound like you’re a complainer or a malcontent.
• Don't ask for a raise via e-mail. Any conversations about your compensation should be addressed as part of your performance review.
• Think carefully before sending anything that might cause problems for you in the workplace. Don't complain about your co-workers via e-mail - if you need to complain about someone's performance or draw your manager's attention to signs of trouble, do it discreetly and in a way that can't be traced back to you.
• Never send an e-mail when you're angry or upset - always sleep on it first.
• Avoid arguing with co-workers via e-mail - and try to give people the benefit of the doubt when you do see a tactlessly-worded message in your inbox. Most people who send less-than-professional e-mails aren't trying to ruin your day, they just might have dashed off a message with too little time to think.

When to put it in writing:

The most important message to put in writing is if you have a serious complaint or have identified a problem that could cause legal trouble for your employer – for example, sexual harassment or unethical conduct by a colleague.

Any potential legal matter needs to be put in writing to create a verifiable paper trail - but you might want to consult with Human Resources or your own private attorney before proceeding; whistleblowers are not treated kindly at many organizations. See if your employer has an “Ethics Hotline” or other process where people can anonymously report ethics violations.

Remember – e-mail is forever. Anything you send via work e-mail is ultimately the property of your employer and can be traced back to you. Don’t say anything via e-mail that you wouldn’t want to have attributed to your name.

Here’s a promise we’re willing to put in writing: You can find teaching jobs and other education jobs at http://www.educationjobsite.com/