Overview
Nowadays email is the most frequently used tool in the process of organization management and development. If to compare email with other non-technological services like postal service or delivery companies, email is the fastest and the most cost-effective way of reaching out to customers, partners, colleagues, and managers (Reference for Business, n.d., para. 3). Widespread use of email messaging is true for all sectors and industries of business; however, to share important documents, email messaging is not the safest way for a company. For instance, an email message does not directly travel from a sender to the receiver it goes through a variety of networks before reaching its final destination in the recipient’s inbox. The process of travel makes messages exposed to various attacks connected with hacking, not secure enough networks and servers.
Companies use domains to represent their online identity as a brand. Usually, domains are bought from a domain registrar like Office 365 and others. The prices usually vary on the size of the business and its needs. In general, companies pay for a domain name to use in their corporate email addresses, set up a public website, and for instant messaging within the company.
Software
Email software refers to a program that offers the greatest accessibility and functionality. In the majority of cases related to business, email software is connected not to particular technologies of email hosting but to various editors that offer personalized layout and tools of improving the messaging functionality (Email Software, n.d., para. 1). Companies use email software for the reason of functionality and user-friendliness. Microsoft Outlook is an example of email software that provides support for a variety of businesses in need of email traffic that occurs within the environment of the Microsoft OS (operating system). Microsoft Outlook’s operation is similar to the performance of other email software; it offers a particular interface of email delivery, providing utilities of folders, filters, and features of multi-line viewing.
Apart from providing quick messaging services for companies, email should also be mobile so that workers can be in touch wherever they are. Furthermore, nowadays the mobile use of email has exceeded desktop usage. Companies like Campaign Monitor have predicted this change and now offer companies and private users with applications catered to mobile devices like smartphones and tablets. The most popular is shared by IOS Devices (35,6%) and users of Microsoft Outlook (20,14%) (Campaign Monitor, 2012, para. 2).
In terms of the internal installation of email software, there is a variety of platforms from which a company can choose. Tools like Flowdock, Redbooth, Basecamp, Evernote, and others can provide private messaging features among the company’s employees as well as act as solutions for group discussions. The type of email software to be installed internally depends on the needs and the performance of the company; thus, the decision should be targeted at maximizing the employees’ communication effectiveness among each other and with clients or partners outside the company.
However, social media poses a threat to email messaging as it provides an improved way of tracking conversations and remembering them. Some companies use Facebook messaging tools to communicate and move away from the use of email that can sometimes be not secure enough and often ineffective, especially in cases when an instant response is required.
References
Campaign Monitor. (2012).Email Client Popularity. Web.
Email Software. (n.d.). Web.
Reference for Business. (n.d.). The Internet. Web.