We’ve all been there: receiving an email from a colleague you’re sure is attacking you. Or reading an email you know you just have to reply to because the content seems ridiculous. Few things are as frustrating as emails from work when you think a colleague has basically lost their mind. But firing back a reply without giving it some thought can cost you your reputation. Don’t make yourself look bad by losing your cool in a moment of reply-hit-send. Here are seven steps you should take to save yourself some grief before an email tarnishes your professional credibility.
How to Handle a Frustrating Work Email
Breathe – While it can be a knee-jerk reaction to immediately reply to a frustrating email with a defensive approach, it’s also the worst idea when it comes to professionalism. Instead of going with your first reaction, take a step back, breath and close that email.
Resist the urge to reply immediately – Don’t fire back at the person who emailed you and tell them the many ways they’re wrong (even if they are). Taking a step back to analyze the situation first will do you both some good.
Don’t forward it – Don’t forward the email to a friend, with or without your comments, even if you are certain it won’t get around. Anything can happen when it comes to technology and a slip of the finger may end up sending your email out to the wrong person, including the individual who sent it to you.
Talk to a trusted colleague – Rather than forwarding the message and risk having it sent around, air your frustrations in person to a trusted advisor, keeping your comments completely objective and professional no matter what. Though you may be personally upset, chances are the issue is only work-related.
Gain some perspective – The best thing you can do is step back, give it a while, and try gaining some perspective before sending a short, angry response you’ll regret.
Draft a reply – Write your best reply and leave it as a draft. Then read over it with a cool head. If necessary, ask a friend for their opinion before sending.
Keep it professional – Above all else, keep it professional. Even if you don’t think the other individual is being cordial, polite or polished, be the bigger person and rise above it. You’ll look better and come out on top in the long run.
Have you fired back an email too soon only to regret it? How do you handle frustrating emails at work?
