Sony's Story - Why You Should Always Be Careful of What You Write

Article: Angelina Jolie called 'minimally talented spoiled brat' in hacked Sony emails

Sony's recent hack scandal should be a caution tale for everyone on emails: you should never write what you might regret.

Amongst many confidential information behind the inner workings of Sony Picture's business in the film industry, personal and heated exchanges between two executives were revealed and unleashed onto the public that undoubtedly sullied their reputation.

For these two powerful people, it may just be a damper to their career. For the rest of us, it just might be the end of it.

What do you think about the emails?

Instant Messaging VS. Email

With so many ways to get information across to people, we are often in a position where we must think about which is the best way to get them across. Two of the most common method of communication in an office email and instant messaging, but how do we know which one to use?

Instant Messaging: Immediate Response

Instant messaging (and text messaging) is effectively a communication tool that allows conversations to happen in real-time.

Instant messaging is great for:
- Quick, on-going conversations
- Rapid decision-making
- Immediate responses
- Multi-tasking

However, it is not good for:
- Communicating confidential information
- Official memorandums
- Privacy

Instant messaging also may cause distractions in a work place, so make sure it is used only for work-related conversations during work hours, or make yourself unavailable if you are busy. 

Email: Formal Communications

Email is the correct communication channel to use if the topic or matter being discussed needs to be focused, well-thought, and official. 

Email is great for:
- Official notices or announcements
- Documents and confidential information
- Communicating professional tone
- Record keeping

However, it is not great for: 
- Lengthy discussions
- Quick communications
- Real-time conversations

Instant messaging and emails both have their strengths and weaknesses, so the content of the information needing to be communicated and the situation should be considered when choosing between the two. However, there are some instances when both methods will not suffice, and may require a phone call or a face-to-face meeting. 

When was a time you used one communication channel over the other, and why?

Your Work Computer Is Not Your Computer

A great privilege and necessity in today's workplace is the computer. It is normal practise to be assigned a personal computer, but like all resources distributed by a company, it does not mean it is not meant for personal use. Just like it is unethical to work on personal activities during company time, employees should be wary of using their work computer for personal things. Here are some things to consider and avoid when using a work computer:

1. The computer is COMPANY Property

The computer may be yours to use, but never forget it is your company's property. In same cases, it is in the company's policy that whatever data is in the hard drive will become theirs. As such, avoid using it for personal purposes, or store and save personal documents and information. 

2. No music, movies, and media

This largely depends on the nature of the company's work, but if the computer is issued to be used for work, it should be treated as a work computer. Don't use the company's machine to download music, movies, and other unrelated media files, save those for your personal computer. 

3. Do not download or install software

Company PCs usually come equipped with what the employee may need to complete their tasks. If you find your computer lacking tools you want or need, ask the company's IT department for help or suggestions. Avoid downloading and installing programs and apps by yourself; any missteps may introduce more problems than solve, and some programs may not even be sanctioned for use within the company network.

Social Media:The Double-Edged Sword

Social media was an exciting idea that allowed anyone with Internet access to post user-generated content for the world to see at a click of a button. Since then, it has become a global phenomenon that continues to evolve and change as people continue to meditate on what undiscovered social connections society yearns for. 

Not only has it become a generational norm in first-world cultures, but it has now since become somewhat of a requirement or start-up businesses, and a key to continual success for established corporations. Social media can be used to create unprecedented connections with the general public. but with a small misstep, it can it also cause more harm than good. Here are some simple rules that can help you avoid social suicide on your personal or professional social media channels:

Keep your professional account professional

It's easy to make close connections when interacting with an online community. On the opposite side of the spectrum, it is also easy to create a nemesis for yourself when negative exchanges feel personal and targeted. For these very reason, it is important to keep your emotional attachment to these account at an arm's length. Avoid making personal comments or delving into personal conversations. 

Remember who you are representing

Whether it's your company or yourself, it is important to keep in mind who you are speaking for. Before posting a comment or a public forum, it is good practice to always ask yourself: how will this comment reflect on my professional profiley or my company's image? Will my posts serve me positively or negatively? 

Be mindful of what you choose to post out in the open; you never know who is reading or watching.

Never post sensitive information on social networking sites

While this may seem like common sense, there are many who overlook this simple rule that leans to unfixable disaster. If there are any doubts on the level of confidentiality or discretion that should be taken with certain information, don't put it up.  

Be careful of who you make connections with

When widening your social network, it would be wise to be mindful of you are allowing to see your profile, your comments, and, quite possibly, your personal life. While it is not a procedural norm, it is quite possible for an HR representative or a potential employer may take a look at your social media pages as part of their screening process. 

As mentioned before, one should always be wary of what they are posting, but excessive "friending" may develop into a problem of its own without you realizing it.

Do not share your login information

Login information are now the keys to the kingdom. It has the potential to ruin everything an individual or company has worked so hard for overnight. Commit login information of your accounts to memory as much as you can, and create passwords that are deliberate and difficult to guess. "123456789"is not a password that can effectively protect your account from intruders. 

Electronic Media and Communications

The world is now in a digital era where everyone is connected to the web and network at all times. The electronic medium can be a very effective tool in a workplace, but there things one should consider lest it becomes a hinderance than an efficient tool. 

1. When working in an office, minimize personal conversations on your company’s IMs (Instant Messengers)

There are many offices that allow the use of these programs (some may even encourage it) as a channel of communication across the organization. If that is the case, keep professional conversations in professional environments; one might find it tempting to conversations that involve the newest celebrity gossip or plans for the weekend. 

2. Use a professional account when working

A great preventative measure is that have two accounts for messengers: a personal and a professional one. Sign into your professional account in the office and save those personal conversations for when you step outside the office.

3. Use company e-mail for company work

Do not use your company e-mail for personal and casual use. Such resources should be reserved for professional use.

4. Be conscious of your language

When using electronic communications, explicit jokes and words should not be used. Your attitude should be reflected with carefully considered words. 

5. Keep e-mails brief

E-mails should be used to communicate information quickly and efficiently; it is not a forum for open-ended discussions and arguments. E-mail chains that turn into such conversations should quickly be taken offline and moved to face-to-face communications, meetings, or phone calls.

6. Keep a professional email addresses

As freelancers or small business owners, make sure your e-mails are presentable and professional; addresses such as “phatpunk5038@hotmail.com” should be reconsidered before committing them to business cards.

7. Avoid social networking sites

While it is true that some jobs require the use of social networking sites such as Facebook and Twitter, it can be said for the most jobs that it serves as a distraction. Many companies even block access to these sites within their network, but even with access, it is best to avoid temptation to sign into them.