Email Communication and its Use in Business - Term Paper Example

Email Communication and its Use in Business Introduction Communication plays a fundamental role in any business. Theadvancement in technology has brought better ways of communication between companies and their customers. Similarly, the advancements in technological networks have sped the delivery of information from one person to another and from one area to another. One of the modern ways of communication used by many businesses is Email. Many businesses have adopted Email communication as opposed to traditional communication methods such as letters and telephone wires. Today, businesses are benefiting from Email communication because of its efficiency and speed of information exchanged. Ways businesses use Email communication Organizations use Email communication for the immediate delivery of information (Calvert 3). Email information is sent and received almost instantly to someone thousand miles away or in the next door. Using Emails helps organizations streamline their external and internal communication networks. It contributes to faster and easier transmission and dissemination of information (Storm 3). Moreover, it also allows for instant and real-time business status updates that are essential for any business to grow and compete effectively. The continuous flow of relevant information through Email communication makes the organizational staffs more efficient and productive as they can respond to any arising issues (Storm 3). Email communication is one of the best methods businesses adopt as a record keeping strategy (Calvert 4). Email messages during communication remain in the inbox for many years unless one deliberately deletes. Similarly, one can filter the inbox messages in relation to dates sent, sender, subject among others within the shortest time possible. It offers virtual record keeping making many organizations adopt it as opposed to traditional methods characterized by papers and other printed documents filed and stored in drawers. Additionally, Email record keeping makes it easy when sharing information with another party since it only requires one to click and forward it to the intended party. Because of this, Email communication brings efficiency in business since it offers many services with just one message. Organizations are using Email communication to save on the cost (Storm 7). Emails are one of the cheapest means of communication an organization can use, internally and externally. Small businesses use the free sign up email providers such as Gmail, Yahoo, Hotmail among others, to enhance their internal and external communications with customers (Storm 7). Moreover, they can sustain the strategy because the cost of Email server is very low compared to other means of communication such as telephones. Additionally, the cost of Email communication is slight compared to mass communication where an organization has to pay to communicate to new customers, as well as present customers. The low cost associated with email communication has enabled organizations to save money and promote feedback from their clients since it cost them nearly nothing in replying. Additionally, Email communication offers the best platform for organizations to market their products (Storm 5). Today, many organizations are using Emails to spread information regarding their products and services to the existing and potential customers. For instance, some companies have a list of Email addresses for their clients as well as other clients whom they have an interest and continuously communicate to them about the new products and services. This is essential to making the company reach a large number of consumers without using much cash as well as resources. The organizations attach brochures, newsletters, as well as a catalog to potential customers with the aim of luring them towards buying. It also contributes to creating awareness about the company’s products and services. In addition, companies use their Email addresses to open social media pages, which have proved to be an important platform to reach millions of people across the world (Calvert 6). Signing to social media sites such as Twitter and Facebook is beneficial to the businesses because it can reach millions, and customers including potential ones to know about the products offered. This method of advertising is effective more so with the growing number of social media users across the globe. Different studies point that social media is one of the powerful tools to reach millions of customers across the globe when effectively used. Through this strategy, some companies have adopted to Facebook marketing where they contact consumers and write on their profiles. In turn, customers can order what they want from the organization, hence closing the deal. In some cases, businesses use Email communication for training purposes or collaboration (Calvert 7). Some organizations send Emails to the clients in the form of a survey or request for feedback. There are many cases when companies send random Emails to customers or anyone when conducting a survey. This is beneficial to the organization because it can sample the distribution across the diversity of the clients. Similarly, Emails are used in drafting business proposals with partners regarding new projects (Calvert 7). This allows the concerned groups to receive information and move at their speed rather than being under pressure when are in a group or at one point. Through this, the organization can keep track of the projects through frequent delivery and feedbacks from the concerned parties. It also proves to be efficient when getting ideas from different quarters as it takes a little time. Lastly, many organizations use Email communication in contacting clients, suppliers among other stakeholders in oversea where there is a different time zone (Maximum Advantage 2). Time is a critical factor that determines communication and communicating to someone at an inconvenient time is a barrier to communication. Therefore, Email communication provides an excellent platform for people in different time zones to communicate at their convenient times. Similarly, Email promotes communicating with someone far away since it has no barriers such as geographical and not affected by climatic changes. This makes it an essential that every business must adopt to overcome geographical and time barriers. Despite all advantages that organizations get from Email communication, it also poses some challenges that organizations have to deal with. For instance, its privacy is questionable (Maximum Advantage 2). The increased number of hackers is threatening businesses privacy. Presently, many cases are in the courts where individuals have breached into one’s privacy trough hacking Emails. Secondly, the issue of security is questionable (Maximum Advantage 2). One may be unable to retrieve the records or communicate in case the server or internet is very low or in the event that it crashes. This puts the business at risk of losing all their data in case they had no backup. Therefore, it is advisable for organizations to have a backup data in hard copy or stored through cloud computing. It is effective in helping the organization retrieve data in case the Email crushes or change of the password. Additionally, use of Email as a communication tool require businesses to have a strong internet network to enable it works. Therefore, setting it in the business may be expensive. In conclusion, Email communication is imperative in helping organizations leverage their operations. It enhances its interaction with the customers, hence developing a strong bond to strengthen their loyalty. It also fastens the delivery of information to the internal staffs and external stakeholders. It provides real-time updates used in improving business performances. Moreover, Emails acts as an excellent record keeping since it stores information and the company can filter according to sender, date, and subject. Hence, it replaces the old method of record keeping associated with paper win the drawer. Other benefits include low cost and its marketing ability. Businesses also use it in overcoming geographical and time zone challenges or barriers to communication. Despite all the effectiveness associated with it, businesses experience problems in relation to security and privacy issues making inappropriate sometimes. Work Cited Calvert, Stacy. The advantages of email communication for businesses. 2015. Online Maximum Advantage. When to use email. 2013. Online Storm, Laurel. Why is email important in business communication? 2015. Online Read More