The Vice President of Public Affairs at Toyota did not have a very good week.

A private email he wrote months ago was seen by hundreds of millions of people across the world.

“I hate to break this to you,” he wrote (last January 17– occasionally using all capitals for emphasis) “but WE HAVE a tendency for MECHANICAL failure in accelerator pedals for a certain manufacturer on certain models. We are not protecting our customers by keeping this quiet. The time to hide on this one is over. We need to come clean …”

Chances are— an email you write will never manage to achieve such broad readership. Frankly, Shakespeare – in the 400 years since he’s been dead — can hardly match such stunning numbers. Burt unfortunately, communication that we think can remain private has the potential in 2010 to reach massive audiences.

It’s a dilemma not restricted to CEOs and upper management. We all face the potential to embarrass and humiliate (if not ruin) our careers by simply saying something in writing that can eventually backfire.
Here’s some advice.

1. Before sending an email that discusses anything slightly controversial, let it sit for a few hours. Then, look at it with fresh eyes.

2. Call your lawyer and fax over the email (or document) before pressing that send key.

3. Schedule a meeting and discuss the issues privately, but don’t put it in writing until your words and tone are checked and double-checked by an objective reader/editor.

Note: Even with private discussions, oral communication can and will be used against you – as we’ve seen recently and often in bathrooms throughout Congress. Your words are important, whether they’re in writing or spoken “off the record.”

Want to learn some strategies for avoiding these mistakes? Talk to the two master Mistake Makers themselves. Overcome by shame and humiliation in their past, they have learned tips and secrets that save companies billions every year by simply teaching business professionals to keep their foot out of their mouth.

Tune into the Insultant/Consultant Radio Show Sunday at 8:30 AM and DR. Brian and Dr. Gary will offer some candid confessions of their own as well as solutions to help you say it and write it right the first time.
For more information about Dr. Brian’s tools for Saying it to anyone, anywhere, anytime, coaching and communication workshops, Email DrBrian@DrBrianGrossman.com, or visit www.DrBrianGrossman.com.

Dr. Gary’s workshops and keynotes can inspire your staff to write powerful, clear concise emails. His book, The Mouth Trap: Strategies, Tips, and Secrets to Keep Your Foot in Your Mouth, has recently been translated into fourteen languages and is available through career Press on Amazon and at his website, www.themouthtrap.com