10 Ways to use Email Well

Much of my job involves reviewing law firm files and it amazes me how many people treat emails as a form of informal chit-chat.  I have previously posted on the possibility of defaming a client in an email, but there are some other important issues involving email security.  The June Law Practice magazine from Law Practice Section of the American Bar Association lists a number of "The Dumb Things Lawyers do with Their Emails".  Some of these may seem pretty basic, but I see them in emails on a regular basis.

1. Check the spelling and grammar.
2. Remember email lives forever.
   - and is discoverable in a negligence action or dispute with the client, or in other relevant litigation.  As the article recommends, don't email in anger, and if you have something private to say, say it personally.
3. Look carefully at the recipient name before you hit send.
   Send that advice on liability to the opposing lawyer rather than the client, and then phone your PI insurer.
4. Remember that you have a BCC field
   Sending a mass email without using the BCC field can seriously annoy recipients who didn't want their email address disclosed to all and sundry.
5. Don't send out meta data unless you intend to.
   Many Australian lawyers don't even know what meta data is, let alone how it can be used.  Meta data can the date the document was created, disclose the author, the number and date of revisions, and possibly revisions that have been made.
6. Email can be a great marketing tool.
   There are some great sites with classy or amusing (and PC) ecards to send to client for birthdays, thanks and the like.  Many firms use email very effectively to send email newsletters and practice updates.  But make it easy for a recipient to remove themselves from the mailing list and be vigilant in doing so if a request is made.  In any event, in Australia, you will also need the client's authority to send mass emails.

I might add a few of my own.

1. Limit the number of attachments you send with a single email.  There are many systems which will block large files.
2. Remember to use the receive and read flags judiciously, but where you absolutely need to ensure the email is received.
3. Never commit to email your personal opinion about another person - unless it is unreservedly positive.
4. Personal email should be on your personal email account, not on your business email system

.Email is a wonderful tool as long as you are alert to the dangers!