Introduction
Communication is an indispensable human activity for promoting sharing information among people. People learn various skills essential for promoting work ethics and productivity through communication. Verbal and nonverbal communications are the two common ways through which workers communicate. This report examines how emails can be effective communication tools in any work environment.
Email communication involves the use of electronic letters sent via computers within or outside an organization. This communication takes place among workers regardless of their positions in an organization (Roberts 2009). Typically there are two types of communication channels in any organization; this includes horizontal and vertical communication.
The first communication takes place between members at the same level including managers, directors, supervisors and subordinate workers. The second type involves members at different levels for instance all communication from managers to junior workers is vertical communication.
Best Practices on Work Place Email Messages
A work place is an official setting that requires formal communication among workers. Therefore, they should ensure the tenets of professional ethics are observed at all times. Best work place practices include a number of formal communication requirements that observe work place ethics.
Email communication must be accurate since the information shared involves numbers, names and events that affect the company (Roberts 2009). For this reason, all email messages, must be accurate to promote credibility. Secondly, the message must be addressed to the right person meaning that the sender must have the correct email address of the recipient to avoid sending irrelevant messages to unconcerned people.
Thirdly, email senders must use formal tones while composing their messages. Emotions and personal feelings should not appear anywhere in their messages. In addition, since there is less time to read letters and emails the message should be precise. The reader should read the message and understand the sender’s intentions without difficulties. This will reduce time wasted in consulting and seeking clarifications.
Email messages at the work place should be confidential, and thus workers must keep their email accounts secure from unauthorized access (Roberts 2009). Lastly, these messages should not carry any gender or racial, discriminatory messages that undermine and discriminate against some workers.
How Email Messages can Increase Performance
Sending messages through emails is cheap compared to letters or making telephone calls. Therefore, managers should use emails to inform workers of any urgent requirements or change of plans. In addition, emails are faster and safer than letters and thus the sender is sure the message has been delivered to the right person (Roberts 2009). Therefore, workers should distribute helpful messages that promote unity among them. They should share productive ideas and skills that will promote efficiency and lower production costs.
Moreover, workers can send email messages to their managers informing them of emergencies that prevent them from reporting to work. Since they never know what may happen to them after work, workers should ensure they have all email contacts that are relevant to their profession in case of unexpected happenings. They should ensure they communicate as soon as possible whenever there are unavoidable circumstances.
Lastly, workers should observe their company’s protocols and send email messages to the relevant authorities. This will ensure their messages are addressed to the right departments, and their problems solved quickly (Roberts 2009). However, workers should not use company computers to send messages to their friends or relatives since this violates professional communication ethics.
Conclusion
Communication among workers promotes understanding and unity among them. This offers them a healthy working environment and improves productivity since there will be understanding and consensus among them. Email communication is an effective way of sharing information among workers regardless of their positions.
Reference
Roberts, S. (2009). Strategic Business Letters and E-mail. New York: Houghton Mifflin.