innocent emails seem offensive

innocent emails seem offensive

The bias that makes innocent emails seem offensive

Negative intensification bias’ can leave us offended by an innocent work email – but there are ways to avoid it.

Most people use email frequently in their work, even more during lockdowns and with increased working from home. And all of us have heard tips for “netiquette” – those helpful hints for avoiding offence or miscommunication in the messages we send.

But here’s the thing. Offence is taken as well as given. Neither good intentions nor perfect email etiquette will necessarily avoid problems.

This is because email readers are often subject to what’s called “negative intensification bias”. They often read into messages negativity the sender didn’t intend, or they exaggerate even a hint of negativity.

Office workers spend about 2.5 hours a day reading, writing and responding to email. The vast majority report at least occasionally receiving emails they’d describe as offensive or disrespectful – in one study, 91% reported receiving such emails from their boss.

Given the volume of workplace emails, an occasional negative exchange is probably inevitable. However, certain features of email may make matters worse, increasing the likelihood of miscommunication and conflict escalation.

For example, compared to face-to-face communication, email entails delayed feedback. In face-to-face communication we’re better able to monitor and repair misunderstandings in real time.

Emails also involve reduced “social presence” – the perception the other person is real and “there” in the interaction. Delayed feedback increases the chances of misunderstanding, and low social presence can lower inhibitions and encourage angry replies or “flaming”.

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The risk of unintended meanings

Everyone who sends and receives email at work knows the problems that can arise. A Google search will find hundreds of articles about how to avoid them. And there’s good reason for all that attention.

Workplace emails that people consider rude, insulting or impolite create stress, detract from productivity and affect wellbeing – even outside the workplace.

Email etiquette advice includes minimising “reply all” responses, being cautious with humour, assuming the message is not confidential and asking a colleague to read a difficult message before sending.

All sensible, but it gives the mistaken impression that constructing tactful messages is all that’s needed. It ignores the fact that people receiving email messages are active processors of information who bring their own sensitivities and background knowledge to their interpretation of a message.

Perceiving negativity

In our research, we asked 276 adults in New Zealand and Australia who used email regularly at work to provide an example of an email they had received that either conveyed or prompted negative emotion.

We asked them questions about the email and then asked objective observers to read the same messages. We found people who had received the emails directly rated the messages far more negatively than did the observers.