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Email Communication in the Workplace

We live in the era of globalization and informational technologies. Information is the greatest treasure and the quicker you get information, the more successful you are. This is especially true if we speak about great companies and firms. Specific information which is delivered in time can guarantee a successful contract and so profit for the company.
Nowadays the best way of communication in the work place is email communication and it is even difficult to imagine how much time we would have lost if we had not this medium for conducting day-to-day communications in the workplace. Email is the exchange of messages with the help of telecommunication. E-mail is one of the greatest advantages of Internet and the most popular one. Email makes a great percentage of the total traffic in Internet. “E-mail can also be exchanged between online service provider users and in networks other than the Internet, both public and private” (Ziv, 1996).
Among the advantages of email communication are the following: you save your time and money; you can send not only a text message, but also graphic images and sound files, as attachments. You can be sure that the addressee has got the message if you use delivery notification. This option is very useful and even necessary in the workplace. The work process is based on contacts with other firms and companies and so it is very important to exchange information quickly, to get necessary information in time and to have a possibility to contact the client any time it is required. Only email meets all these requirements.
Email is easy-to-use and it really matters for prominent workers. It can be sent to a list of people or to a single person. An email reflect allows to manage a shared distribution list. “Some mailing lists allow you to subscribe by sending a request to the mailing list administrator” (Weisband, 1995).
Email is an efficient and cost-effective medium to inform people. Of course, people who work can not hide their addresses or addresses of their company. The way to get rid of SPAM or to reduce it is the usage of email filters, which help to cope with unnecessary messages. It is not necessary to check all SPAM boxes but workers can inspect those which seem interesting for them and so get useful information even from unknown people.
Sometimes workers can face the same problem – their messages could be regarded as SPAM and so wouldn’t pass the filters. To cope with this task, the subject and the content of the message should be interesting and clear. Workers should use mailing lists, BCCs, Undisclosed Recipients and other such things if they want their message to be read. Plain text should be used. It is noticeable that HTML-messages usually end in a SPAM box. Another point is the presence of a PGP/GPG key or registered certificate that can be verified. Registered certification makes your message more reliable. Along with this it can also create complications in the workplace. The greatest problem, which has always existed, is SPAM and SCAM.
In most workplaces email has replaced much telephone conversations and face-to-face interaction, as well as written memos. Email has become an important medium of workplace communication and even now its influence is broadening. So, email is characterized by the following features: speed, multiple addressability, processing, routing, which make it the best way of workplace communication.
Speed presupposed the distribution of the messages in a relatively short period. It is possible to arrange a meeting quickly and without the knowledge of other interested people. Email communication guarantees more privacy than written letters. Multiple addressability means that the person can contact groups of people within one organization or firm or outside it. Just in a few minutes your message is delivered and the information is distributed not to one individual but to a group of individuals. “Processing is the ability that a receiver has to store and manipulate a message before sending it on” (Brigham, 1997). It is possible to add or delete some comments making a neutral letter or, on the contrary, making a politically explosive one. Such combinations depend on your aim. Routing gives the sender a possibility to control the destination of the message. “This feature enables senders to send slightly, but significantly, modified messages to different groups of email users” (Gattiker, 1992). This option is very important in the workplace.
To sum up, nowadays email communication is the most efficient way of workplace communication. It saves time and money, while working effectively, and this factor makes email the most profitable medium.

Works Cited:
1. Brigham, M., Corbett M. J. (1997). E-mail, power and the constitution of organisational reality, New Technology. Work and Employment 12, 1: 25-35. Retrieved April 18, 2007, from http://www.email.com/power/power.html
2. Cerf, V. (1997). Guidelines for Conduct on and Use of Internet. Technology Journal, 35. Retrieved April 18, 2007, from http://www.isoc.org/policy/conduct/conduct.html.
3. Gattiker, U. (1992). Technology-Mediated Communication. Berlin: Walter de Gruyter. April 18, 2007, from http://links.jstor.org/sici?sici=0360-0572(1996)22%3C213%3ACNASNC%3E2.0.CO%3B2-B
4. Martin, J. (1993). There’s Gold in Networks! Searching for Treasure in all the Wrong Places. FYI, 10. Retrieved April 18, 2007, from ftp://ds.internic.net/rfc/rfc1402.txt.

5. Rinaldi, A. (1987). The Net: User Guidelines and Netiquette. Internet Press, 35 (14). Retrieved April 18, 2007, from http://www.fau.edu/rinaldi/net/index.htm.
6. Weisband, S. P., Schneider S. K., Connolly T. (1995). Computer-mediated communication and social information: status salience and status differences. Academy of Management Journal 38,4: 1124-151. Retrieved April 18, 2007, from http://www.fau.edu/computer/communication/net.html
7. Ziv, O. (1996). How using email can reflect technological and organisational change. Computer-Mediated Communication: Linguistic, Social and Cross-cultural Perspectives. Amsterdam: John Benjamins, 243-263.



 

 
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