Introduction
The importance of communication is one aspect of life that cannot be overlooked or ignored in the world. The communication as skill extends to several human fields and discipline. In offices, workplaces and our daily operations there need to have a proper communication in which the parties involved must reach to each other effectively. There are several types of communication in the world, however, depending on the purpose, need, urgency and the level of interaction the communication will have to take its shape. For instance, in the case of office communication, some factors have to be considered. This is because in every level there are rules and employee’s ways of communication. Additionally, the typical type of communication mode to be adopted is usually guided by the area of operation. That is, which office is in question and how will the type of communication adopted affect its daily operations.
Effective Written Communication by email
According to Thompson 2018, the email refers to a digital message which is made through the use of computers or phones rather than using the piece of paper or a pen. The use of email has gained popularity since the past decades hence allowing the office users to adopt it. The email uses the basic knowledge of customer username and the domain name. The username forms the domain while the senders form one creating the email message. Both the domain and the user of the email have the service providers suffix name as @gmail.com. Email communication in offices is the most, and the effects applied typical communication form in the current world of technology. The use of email in offices remaining to one of the most efficient ways of communication. This is based on several tangible reasons. For instance, when using email, the idea of the organization of information and time frame. That is, it in emails there is no numbering of information as they reach the recipient safe for the email account of the sender.
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On the aspect of ideal usage and time, it works well for the employees who normally struggle with effective communication. This is because the strugglers have got the time to redefine and revise his or intended communication while taking note of on the audience way of receiving the information. Additionally, the office members have got two traffic operation while using the email. As the one uses the email, he can save his or her spoken ideas to the recipient and also store the feedback from the recipient. The email works in four distinct operative measures which include, sending the email, the transport, fetching email. In sending the email, it is the basic way of the sender encoding the message and sending it through a given medium. The transportation of the email message is more simple in theory as it is just the transmission of a typed message. The fetching the email now depends on the receiver of the information who must have the required medium and must have an email account. From these ways, communication is achieved as far as the use of email is in question.
Communication in email, however, must follow some steps for it to attain the level of effective communication to both the recipient and receiver. Unless these measures are met appropriately, they may suffer from misinterpretation. In recent researches, it has revealed that up to 42% confusion and resentment of communication at workplaces are caused by the improper and ineffective use of emails ( Colbert, 2016) Most of these email confusion is usually caused by the time factor. This is caused by the rushing of the senders or rather the recipients who tend to overlook the title of the email. Therefore, it is very important for one to know the ways of effective email communication.
The process of achieving effective communications by Emails in office
One of the bases of effective communication by use of email is that the members in the workplaces should avoid over communication in the email. This part of constructing an email to other office members calls for rationality where the sender asks himself or herself if it is necessary to write that email. If the case is to use the email, then the sender must have a conscious way of presenting messages to the recipients ( Goetsch, 2014). Additionally, over communication may arise when personal messages are sent other recipients and when delivering bad news to the recipient. That is, email is not that secure and if used to sending information one must double check what he or is sending. On the aspect of delivering bad information about work or poor performance do not use email. For example, in an office where a team member has been summoned of low sales return it is not advisable to send email as it can reach others hence fueling discontent and disrespect for those who it reaches. The idea of sending the wrong email do not lead to contempt towards the poor performance but also contribute to a poor attitude towards the low performing individuals. If delivering bad news then it would be appropriate to do it in person to communicate empathy, compassion, understanding and to make amends ( " Writing Effective Emails: Getting People To Read And Act On Your Messages.”) . Therefore, it is clear that when handling emails communication one should not over communicate in an email. When in workplace employees must consider what to send using mail.
Moreover, effective communication can be achieved through the use of email is by making good use subject lines. In writing the email the headline or the title should always summarize the main idea or ideas being communicated. That is the subject line should not be the same as what is in the body as this is likely lead to assumptions among the recipient leading to misinterpretation of information. In the cases where the sender of the email fails to write the email header, there is even a high risk of messages avoidance as it appears blank ( " Writing Effective Emails: Getting People To Read And Act On Your Messages.”) . For example, if you give the subject line be complete and communicate. One can write “meeting,” and the other headline is written as “Subject: PASS Meeting- 10 a.m. Feb 24th, 2018” the second headline communicates would prompt the office members to read further and even note the important dates of their dairy hence effective communication. In cases where the messages are too short with just a single word ending with EOM meaning end of a message.
The other fact about effective communication in email is by keeping messages clear and brief. That is, emails like the letters need to be clear, short and precise to the point as this saves time and assist one from jumping to conclusions if otherwise, the message was long and unclear. There are high chances that if the message in email is long the recipient may get bored and start to scavenge for facts which are usually dangerous ( " Writing Effective Emails: Getting People To Read And Act On Your Messages.”) . Additionally, if there is the question of writing different subjects then send different emails with different subjects about the subject matter. For example, when talking about a revision of sales to a client dwell on the sale revisit and do not combine other aspects of the sale like need to revisits the prices and stock supply.
The other aspect of communicating in writing effective communication is the personality aspect. The personality of the communication should be depicted in the tone and politeness. The message sent to the members of an organization speaks a lot about the professionalism of the sender. In cases where the members are not in an informal relationship avoid using jargon, slung and inappropriate abbreviations (Dessein,2016) . For instance, if addressing the official message to your supervisor use with regards. On the aspect of tone, the send must check or her tone. In achieving a good tone in the email, there is the need for the sender to follow the kind of words to use, the length of sentence, punctuation, and uppercase. For example, in writing a message to ask a collogue to do something he ought to have done ask them politely rather than commanding them around. It shows lack of respect, and it might spark hatred when all you wanted to say was simple. This is only achieved through the right choice of words and good punctuations
The final aspect of the effective, appropriate communication of writing email is the act of proofreading. This happens just before you send the message. You ensure that the message has both the professional look, better punctuation marks and other minor problems are corrected. The proofreading requires careful reading and trying to listen to the message as if you were the receiver ( Goetsch, 2014). It forms the final way of ensuring there is effective written email. In a nutshell, the idea of effective writing in office requires an individual to have a clear approach to avoid miscommunication and other office related problems. In addition, in office, we not only concentrate on writing the bulk of emails, but we need to strive to avoid the confusion of the recipient. Generally, communication in writing an email in the office represents, values, professionalism, and attention to the office members.
Merits and Demerits of email communication
One of the most renown advantages of using email in office is the locality and timing. The office members can receive the email regardless of place, and at any time it is sent. In addition to this, there is easy and quickly respond to clients (Wu, 2015) . It assists in avoiding several detailed information. The mail also is advantageous when it comes to the cost. The cost of sending email is relatively cheap as compared to other forms within the office premises. The other merit for using the email is that one can send attachments, photographs, and documents. When such items are attached, the recipient finds the exact document from the sender hence saving the time on preparing documents or files in question.
Nonetheless, as in much as the use of email is advantageous it has some few disadvantages to the official communication. The emails as the question of confidentiality. Where confidential information can reach the wrong hands, who might then use them to fuel propagandas or create tension among the workers. Additionally, the emails are affected by both the viruses and spams that might slow the communications in the offices. The virus can eat up documents while spam messages affect the display of important messages.
Conclusion
Communication as a skill is one the basic aspect of living especially in the workplaces. There are several forms and type of communication however; there are types and forms of communication. The type or form of communication is based on three factors which include the urgency, profession and the purpose of communicating. Ideally, communication in organizations and workplaces must be effective and efficient. Communication as a process must involve an effective idea of timely responses and efficient feedback the parties involved. One of the types of the written communications is the use of email among other written types. The communication by email in the current forms largely applicable written communication type. This is based on its features such as the ability to retain information both to and from the users. Additionally, it is used because it gives the slower office learners time to adjust.
As much as the use of email is widely applicable in most offices, it can suffer from some communicational barriers. These barriers include the misinterpretation of the message depending on the way it is written. Therefore, for proper written email communication, one can follow five simple basic procedures to ensure effective communication. The procedures emanate from avoidance of over communication, proofreading, employing of personal skills among others. This is done to ensure effective written communication is achieved. Nonetheless, the use of proper procedure does not come without a price. The use of email communication does have several advantages. For instance, it is cheaper, fast, easy accessibility among others. However, the email communication in offices also exhibit some demerits. These demerits always hinder effective communication in that, the parties cannot reach each other or might reach other at a time not intended. Some of the disadvantages include the spamming effect and virus infection of the written message.
References
" Writing Effective Emails: Getting People to Read and Act on Your Messages." Mindtools.com . N.p.,2018.Web.2Apr.2018 . https://www.mindtools.com/CommSkll/EmailCommunication.htm
Chumikov, A., Korolev, V., Meskon, M., & Albert, M. (2016). Business communication in management of projects.
Colbert, A., Yee, N., & George, G. (2016). The digital workforce and the workplace of the future. Academy of Management Journal , 59 (3), 731-739.
Dessein, W., Galeotti, A., & Santos, T. (2016). Rational inattention and organizational focus. American Economic Review , 106 (6), 1522-36.
Goetsch, D. L., & Davis, S. B. (2014). Quality management for organizational excellence . Upper Saddle River, NJ: pearson.
Thompson, N. (2018). Effective communication: a guide for the people professions . Macmillan International Higher Education.
Wu, S. P. J., Straub, D. W., & Liang, T. P. (2015). How information technology governance mechanisms and strategic alignment influence organizational performance: Insights from a matched survey of business and IT managers. Mis Quarterly , 39 (2), 497-518.
