Email is an important method of business communication that is fast, cheap, accessible and easily replicated. Using email can greatly benefit businesses as it provides efficient and effective ways to transmit all kinds of electronic data. Email can increase efficiency, productivity and your business readiness. Using email in business is:. One of the main advantages of email is that you can quickly and easily send electronic files such as text documents, photos and data sheets to several contacts simultaneously by attaching the file to an email.
Check with your internet service provider if there is a limit to the size of email attachment you can send. It was in when I had my first encounter with email. At that time I was working at a small company where one of my tasks was to select and implement a new administrative IT system.
After a careful selection process, we implemented a mini computer system that could do all we needed. As a bonus, the system came with a piece of office software that allowed us to do word processing, to make spreadsheets and to send email. That email software was something with a high gadget level; we could now send messages to each other! It was a time where outside email communication was still impossible, and the most recent innovation we implemented was a fax machine.
We worked in an office where everybody could see each other, so it made no sense to send an email message to the person next to you. As such, we never really used the email function. What a difference 30 years makes when it comes to email. Email marketing can also target customers based on their status with a business. For example, a business can tailor messaging to new customers, existing customers and repeat customers. Email can help increase productivity. Business owners can communicate with established distribution lists, automatically forward information based on a topic, or send information to specific individuals as needed.
Most email software provides customization features you can tailor to the type of work performed, volume of daily email messages and the needs of the worker. Effective email use can reduce over-dependence on face-to-face consultations and meetings. Moving communications from physical mail to email can result in significant savings in postage costs, shipping supplies and employee resources.
It affords us the opportunity to get work done at crazy hours, share information with scores of people simultaneously, share files easily and keep a conversation paper trail for future reference. The problem though is that some of us have become "email addicts" — defaulting to email almost reflexively!
While it may sound harmless, overusing email can bring dire consequences including miscommunications, protracted decision making and even frayed relationships.
Simply put, the more complicated your communication, the richer a communication mode you should select. While richer, more personalized communication modes e. I often advise remote project teams to invest the time and cost in having a face to face project kickoff meeting in lieu of conducting conference calls or sending barrages of emails at the beginning of a project to conduct important activities like defining the project charter, developing a project schedule, or conducting risk analysis.
This investment in more personalized communications typically pays huge dividends in the form of clearly understood concepts and stronger relationships throughout the life of the project. Yes, email can be a beneficial tool throughout the project to support simpler, more transactional, agreed upon issues, but for complex issues particularly involving some level of potential disagreement email is not ideal and oftentimes can be problematic. Similarly, if you need to get some information before the conference call that starts in an hour, emailing might be both risky and naive.
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