E-Mail Communication in Business Management

E-Mail Communication in Business Management

Writing 320

Theresa A. Green

Professor Williams

November 4, 2012

Abstract

Communication comes from the Latin word communicare, which means, the process of sharing information. Effective communication is not something we are born with, but it is a set of skills that have to be taught. Flawed communication can lead to low effectiveness for the company and the employee. A sender can consider communication to be effective, when the preferred response is received from the reader. Many people lack effective communication due to the high-tech environment we live. Most of the written communication of today is LOL, OMY, BRB, etc. which has greatly stressed the success of effective communication. Successful management is a task of effective communication.

E-Mail Communication in Business Management

In business, communication established policies have focused on the seven "C's" of communication. The seven "C's" are: complete - communication must be complete, enhances the character of the company, and aides in better decision making. Concise - communicate what needs to be addressed in few words as possible. Considerate - simply means put on the shoes of others. Clear - being clear makes communication easy to understand and use precise words. Concrete - do not be fuzzy or blurry, facts shows confidence. Courteous - shows consideration for all view points and is not bias. Correct messages - displays correct spelling and grammar which will have a great impact on the reader (Managementstudyguide.com, n.d.). What governs the power of effective communication?

The Power of E-Mails

E-mails are the most common performed action, and e-mail is now classified as a lifestyle. E-mail is a benefit in communicating with managers, employees, and clients. It is a joint communication without being in attendance at the same time, when the communication happens. The pro for an e-mail is that an e-mail is easy on the pocket, and a con for an email is it can be perceived in a reckless manner, if the sender is not careful. Knowing the characteristics of e-mails used as a communication means, it can aid to recognize the possibility of e-mail for the purpose to build relationships (Jen-Hung, H., & Shyu, S., 2009).

Downward and Upward

A solution to get employees involved in an attempt to get better communication is, successfully speaking their active parts in it. Several executives struggle to communicate, but few achieve the results. Downward communications involve written methods of informing staff concerning the company, performance and their own growth in conditions they can understand.

Avoid gain-and-loss statements or balance sheets; even if the company wants to distribute the information, because few employees comprehend it (Imberman, 2005).

Downward communication is effective when a company keeps performance statistics by the department and looks over the information with employees frequently, instead of the end of the month. How many employees will consider the causes of outstanding performance, it could be a lack of claims or substantial productivity, which occurred at the beginning of the month? An employee's productivity should be documented on a daily basis, and employees should be given feedback on it continually. Upward communications are actions by which employee thoughts, responses or critiques of administration initiatives can be used to help improve the company's general performance, productivity, and output. Upward communication is also known as "listening" (Imberman, 2005).

Dress Up the Communication

Today's electronic world means business communication will be viewed many times more than a person will. Make sure the message is dressed for success. Always leave an impression that the company is the one to aim for, and it will motivate confidence in the company's customers and employees. This will achieve faster growth and profit. Today's society has veered away from traditional communication such as, welcome letters, thank you, etc. on high quality paper and letter head. Instead, we have opted for emails, social networking, blogs, etc. When writing in a viral format, we must remember to "dress it up" as if it is an actual letter on high quality stock paper with company letter head. This will play a prominent role in company growth and employee performance (Adams, 2009).

E-Mail Communication in Business Management

The Forensic

Legal matters and ethics are rising fast from the swelling use of e-mail and other means of on the spot communication regarding the behavior of business. Most company emails are casual, but it is a written record that will be everlasting and easily reached than a form of paper communication. Without being conscientiously aware of the consequences an e-mail can cause; a person can compromise their privacy, cloud their judgment on whether or not the email affects ethical consideration, complicates confidentiality, and it can become evidence of corporate conduct in civil and legal action. Think about the email on a forensic level; for example, consider the potential as evidence before hitting the send button (Moore, 2009).

E-mails increase the probability that an email intended for a person or a group of people, may be read by others for whom the e-mail is not intended. Anyone who produces an e-mail seems to feel comfortable about sharing their thoughts, personal information, and feelings. These are things a person would never have thought to write before the introduction of e-mail. These e-mails have the possible cause