E-MAIL IN BUSINESS COMMUNICATION WITH HRM

E-mail in Business Communication 

E-mail is widely used as a form of business communication and overall it is a highly effective communication tool. E-mail is inexpensive, only requiring an internet connection that is generally already present in the business. Although a printout of e-mail is possible, e-mails communications are easy to do. From the CEO to the janitorial staff and even temporary employees of the business can send and receive e-mail communications.

Function  

Although it cannot and should not replace to face to face communication and other forms of communication, internal e-mails can usage can cover many areas within the business. Internal e-mail can function as effective communication for sharing basic information, such as new cafeteria prices, paper use guidelines, or security precautions. 

Format

Business e-mails should be concise and to the point. Use plain text and common fonts with a simple signature line. Fancy graphics, fonts, and background can take up unnecessary storage space in the recipient's inbox and may load slowly, or not at all. Stick to one topic in a business e-mail and write only the things that are appropriate for anyone to read, as e-mail forwarding makes it possible for originally unintended parties to receive the e-mail. Proper grammar and spelling are very important in business e-mail because it reflects on you and your abilities. 

Etiquette  

Whether sending an internal or external e-mail, the subject line should accurately represent the content of the e-mail. Use proper punctuation and capitalization, and use bold, italics, and white space to make important information stand out from the rest of the content. Use a salutation to begin the e-mail and only send it to individuals that readily need or request to receive information from your business. Business e-mails should be brief, positive, and professional. 

Considerations   

Using e-mail in business communication is certainly less personal than face to face communication. It can hinder social interaction and lead to less relationship building in the workplace. Misunderstandings are commonplace in written communication simply because the recipient cannot read the writer's tone and expression, and therefore is left to interpretation. Consider that even though e-mail can be quite informal, it is also a permanent record and should be treated carefully.

Effects  

An E-mail has been revolutionary in the world of business communication because the information is quickly passed along with instantaneous efficiency and effectiveness. Employees are able to access information from a computer, phone, or PDA (Personal Digital Assistant is a term for any small mobile hand-held device that provides computing and information storage and retrieval capabilities for personal or business use, often for keeping schedule calendars and address book information handy. The Term handheld is a synonym for PDA).