Language is powerful. However, misuse and misinterpretation of language can cause disarray, wounding relationships that harm both the sender and receiver.
Much of our present-day language is communicated electronically through text messages, social media posts, and emails. All who use electronic communication—children, teenagers, adolescents, and adults—are susceptible to misusing and misinterpreting language communicated electronically. This raises the importance of being vigilant and mindful of word usage during electronic communication.3 Ways to Minimize Misuse and Misinterpretation of Electronic Communication
1. Revise and Rephrase
As children, we are taught to always think before speaking. This same principle should be applied when sending an electronic communication. What we write and send cannot be unsent. For this reason, we should first write out our intended message, read it aloud, and revise it by making necessary corrections before sending. Following these steps will increase the likelihood that the sender’s message is received as intended.Misinterpretation may still occur due to the physical separation of written words, making it difficult to understand the meaning. Even after revision, recipients may misunderstand or misinterpret messages. Before making ill assumptions, ask for clarification. Once the recipient asks for clarification, this should place the sender on notice that something is unclear and provides the opportunity to fill any blanks by rephrasing his/her message.
2. Consult Parent or Guardian First
Educators, pastors, and all other leaders should avoid private communication with minors, especially without prior parental or guardian approval. If possible, include a third-party. Keeping parents and guardians as the first order of communication shows openness rather than exclusivity. More importantly, parents will be aware of your role and interactions with their child. Including a third-party provides an additional pair of eyes for revision and can help clarify any misunderstanding, limit prospective accusatory claims, and may act as a witness.3. Email Disclaimers Can Be Lifesavers
Ever observe a short paragraph under an email signature? That paragraph is commonly known as a disclaimer or a confidentiality notice. The Merriam-Webster Dictionary defines a disclaimer as “a denial or disavowal of a legal claim; relinquishment of or formal refusal to accept an interest or estate; a writing that embodies a legal repudiation.” In essence, a disclaimer in the email signature establishes an agreement with the sender and its recipient. The disclaimer may bind the individuals in a duty of nondisclosure and implies that the sender and its recipient, whether the intended or accidental recipient, is not to disclose the email’s contents for any purpose.Compare an email disclaimer to a contract. The email should be for the eyes of the intended recipient only. If a recipient accidentally receives and reads the email’s content, he/she should notify the sender and maintain a level of confidentiality. Church leaders should integrate disclaimers as part of their email signature as a preventative measure, preserving the privacy of the email which will, in turn, support the quality of one’s leadership and communication with others.
While you should work with your conference and local legal counsel to define the email disclaimer used at your organization, an example might look like this:
CONFIDENTIALITY NOTICE: This e-mail message is intended only for the person or entity to which it is addressed and is confidential. Any unauthorized review, use or disclosure is prohibited. If you received this in error, please contact the sender and delete all copies of the e-mail together with any attachments.
Managing Use of Devices in Ministry Functions
Electronic communication devices can also be both a help and a risk in ministry functions. For example, the use of a laptop during leadership meetings can be of great use to make note of important decisions that are made during the meetings. However, the use of that same laptop can become a risk if the video recording or audio recording capabilities are used and then sent out-of-context to someone who may not have been present in the meeting. The act of recording without participants knowledge and consent is against the law in many jurisdictions.Managing the use of these types of devices is essential and policies for use set by your conference may be broad or may vary for each ministry. To establish these guidelines, meet with the leaders of your ministry to determine when it is appropriate and when it might be inappropriate to use these devices during your ministry functions.
Consider this scenario: a church communication director uses their personal mobile device to manage the church’s social media channels. Should the church set expectations of what devices, security requirements, and practices are in place for this use? Let’s say the communication director’s device is stolen. It has limited security safeguards and is easily breached. Now the accounts accessible on that device are exposed. The thief can gather protected data, post information on the church’s channels, and has effectively hijacked the church’s messaging and brand. The church has a reasonable expectation that users should have protections in place on how these tools are controlled and accessed.
