Sharpen skills through education

Aug 1, 1998 12:00 PM, DONNA DAVIS

What's the harm in a few letters? If you are an active user of electronic mail services, you have probably noticed the recent chain-mail trend making its way around workplace e-mail. Within the last two weeks, I have received more than 100 pages of chain-letter mail. More than a nuisance, these sometimes extensive messages can negatively impact network services and waste productive time. Electronic mail is a chain letter's paradise. Dependent solely on rapid reproduction and transmission, chain letters can easily flourish on a network. How simple could it be? Just forward the message to a prescribed distribution list. No paper copies, no envelopes, and best of all, it's free! Or is it? Most network systems I am familiar with are constantly plagued with resource allocation issues. There never seems to be enough band width, storage capability, etc. Information services administrators are constantly sending out requests, as well as warning messages, regarding efficient use of information technology resources and services. Consequently, forwarding non-work-related messages via company resources is not free! I must admit I have never understood the objective or appeal of chain letters. However, based on my recent letter receipts, there appears to be plenty of folk who like to participate in chain letter activities. It appears there are currently three basic types of chain letters going around. The first relies on superstition and promises good fortune provided the recipient forwards the letter exactly as prescribed. It may also warn of negative consequences should the instructions be ignored. The second type of chain letter can be categorized as inspirational. This type typically tells a short story with a message on life, and sometimes even takes on a religious tone. The inspirational letter I received last week spoke of the importance of setting priorities in our busy lives so we do not lose sight of what is really important. I was somewhat perturbed by the message since I was really busy that day. The third type of chain letter is comedy. This one appears to have the greatest audience appeal. A scientific analysis of the existence of Santa Claus was circulated around the holidays, and a parody of the IRS was distributed during April. Often these letters are not only electronically forwarded, but are also copied by the hundreds on the local office machine, faxed between office locations, and taken home to share with friends and family. Are e-mail administrators and security managers overreacting when they prohibit such activity? After all, it's just a harmless chain letter, isn't it? Before you respond, consider the chain letter I received six times over the past two weeks. The letter requested my participation in a software beta test program and promised me free software and $1,000 provided I forward the message to 1,000 other e-mail users. The first time I received the letter I tried to read it on screen, but given its length, I had to print it. The letter turned out to be half a page of actual message, and 21 additional printed pages of forwarding information. Administrators and security personnel are justified in their concern. Chain letters can negatively impact both system performance and work-force productivity. In addition, the subject matter of some chain letters may be considered inappropriate - even offensive - for the workplace. Appropriate responses to these issues include: * address inappropriate behavior (what); * describe the potential negative impact (why); and * state expected behavior through standards of business conduct and organizational policies and procedures (how). Finally, we should provide explicit instructions to our personnel. In the case of most chain letters, I recommend urging users to simply delete letters upon receipt.

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