c) Students should simplify what they see as an 'improvement' in communication in the workplace. Measures used to judge the competence of communication could include:
- Speed
- Accuracy
- Cost
- Comprehension (of the message being sent)
Email works well as a means of communication when...
- Reference to data and information is needed, possibly at a later date, e.g. sales figures
- Speed and cost are an significant consideration (compare to fax or postage mail)
- The same message needs to be communicate to many recipients in different geographical locations
- There is adequate training in using the email system at work
- Use in a professional manner, observing email etiquette and protocol.
Email does not work well as a means of communication when...
- There are technical problems, e.g. viruses, power failure or computer hacking
- There is monitoring of emails by the employer (controversy and conflict over privacy and management time issues)
- The use of email is not implanted in the organisational culture, i.e. people do not regularly and systematically respond/read to emails
- Codes of practice (email etiquette) are not recognized to guide employees in the use of email at work
- External communication necessitate the use of more traditional/formal methods of communication, e.g. written contracts (which require signatures on letter-headed paper)
- It is abused by staff, e.g. if appreciably used for informal communication not connected to work matters
- Junk mail and spam mail choke Inboxes (which reduces worker efficiency).
Whether email enhances efficiency in the workplace really depends on why and how it is used, on the basis of considerations of some of the above points.