Advantages of Using Email for Business Communication

Assignment Task

Advantages of Using Email to the Business Professional

One of the advantages of using email as a business professional is that it is an appropriate channel for communication in the event that a formal record is required. Essentially, once an email has been sent, it is saved permanently for purposes of future reference. Additionally, an email is an appropriate choice for disseminating short and timely information, which is expected to reach a multitude of individuals within the organization (Lawson et al., 2019). Another advantage of utilizing this type of communication is the fact that the message embedded within is precise as it contains a direct subject line, which reveals the relevance of the email sent to the recipient (Kalla, 2005). Moreover, they are ideal in communicating short and precise messages that are of organizational context without using jargon that would distort the original information. Besides, emails necessitate the need for the appropriate feedback through the incorporation of a “call to action” for the recipient of the email. Typically, the “call to action” feature of an email provides guidance on whether or not a reply is expected from the receiver (Hastings & Payne, 2013). Further, the “call to action” feature of the email is inserted at the end of the drafted message. Another function of the “call to action” to serve as confirmation feedback, which indicates that the intended message has been received and that the recipient has fully understood its contents.

Appropriateness of Emails as a Channel of Communication

While emails are essential in business communication, they are not appropriate in all circumstances. Communication via email is most suitable within the organizational context. It is often preferred for exchanging information among employees and employers, and for formal and legal tasks of a company (Lawson et al., 2019). In other cases, hard-copy communication such as the utilization of letters and memos is used (Evans, 2012). Furthermore, emails are susceptible to technical errors such as sending an email to the wrong recipient or mistyping a person’s email address. The use of email may also be subjected to noise, which culminates in the distortion of information, which would not be received.

Legal Considerations When Using Emails for Workplace Communication

Emails are easy to compose and send. Hence, ill-conceived writing in the organizational context may prove detrimental to a professional’s career (Mazmanian, Orlikowski & Yates, 2013). The conversation that is captured within an email is often available for widespread readership, specifically by the individuals who have been involved in the email discussions. This leads to privacy issues, as there is a risk of revealing company’s private information to competitors (Lawson et al., 2019). Equally important is the fact that a record exists whereby previously written texts, including the sender and recipients, are captured. Such information may be printed off to form part of a legal document insofar as the organization is concerned. Moreover, emails are generally considered legal documents; thus copyright laws may be enforced (Bansler & Havn, 2003). Accordingly, forwarding of information that is protected by copyright such as graphics, logos, text and audio can amount to a breach of copyright even if the most recent of senders were not involved in the original offense. In this regard, most organizations have a comprehensive email policy, which comprehensively spells out the rights and duties of employees when using such a communication platform.

Points to Include in a Professional Email

One of the key elements to incorporate in a professional email is a direct and specific subject line, which effectively captures the reader’s attention and informs the receiver of the content what to expect. The directness of a subject line informs the recipient of the relevance of the email to him (Turnage, 2007). Another aspect to consider is that the body of the email ought to be fitted into one screen so that no scrolling would be necessary. In the case where details are required, it would be practical use hyperlinks and attachments as emails are not considered as the most appropriate channel for communicating long messages.

This Management has been solved by our PHD Experts at My Uni Paper.