Communication is an exceptionally crucial thing in the well-being of any kind of creature. One can be tempted to believe that even animals have their own ways of passing information. Since humans are social, every individual at some point has needs they cannot satisfy on their own. This calls for effective communication.
Achieving effective communication is not an easy task. There have been cases of unattended businesses, improper execution of duties, unsuccessful meetings, and sour business deals resulting from unclear communication. This often results from the use of a wrong mode of communication or using the correct mode wrongly (Khosrowpour, 2002).
This problem becomes even worse for companies. A company is a setting in which a large number of people coexist and the effective operation of any given department heavily relies on the others. Delivery of the desired outstanding results by the company can be at stake if the people in charge of channeling the information inter-departmentally are not careful on the kind of communication modes they employ.
This problem will take different modes. For example, in a company, the kind of communication form used by the managers to contact their juniors can sour their relationship (Ahdoot, 2007). As in the case of emails, this can arise due to delayed decision-making, wrong impression, misinterpretation or even lose of message.
In an event where managers send emails while in the middle of something else, they are most prone to making one or two spelling mistakes. This could taint the image of the manager as a person incapable of effective communication. This may result in loss of respect, which may translate to decreased efficiency in the company’s operations and hence low profits if not losses.
Misinterpretation of the information in the email can lead to the recipient giving seriously wrong feedback (Dana, 2012). In business dealings, message misinterpretation may mean serious loss and marginal returns. A simple mistake in an email, say wrong stressing of words and improper diction, shows rudeness and may injure feelings of the other party, leading to pull out.
Delayed decision-making can mean wastage of many opportunities. This could be dangerous to the firms operations (Jimenez & Freimanis, 2008). The email could be delivered to the recipient past time. A problem results if a weighty decision depended on the recipient’s feedback. Such decision-making will be overdue thus leading to failed operations and unhealthy business transaction.
Email as a mode of communication has many advantages, but it is also not a highly reliable means. For instance, the message can be lost in the process and if the sender is not keen enough to check whether delivered successfully, it could cause many inconveniences. In the case of a business institution, some of the possible inconveniences are; failed appointments, undelivered reports, inappropriate allocation of funds, and tarnished names.
To reach a working solution to these problems, background information on how these perils occur is very necessary. In the past when technology was not at the level, it is presently, these problems were limited. People used crude ways of communication, which required a lot of involvement.
Information distortions, misinterpretation, undelivered messages, were less rampant as it is the case today. These problems are associated with many simple mistakes, which involved persons frequently commit. Like in the case of a problem due to failed or delayed message delivery, if the sender is aware of the importance of the message, he/she should take the responsibility of following it up to ensure its successful delivery.
Poor choice of the mode of communication is a frequent cause of these problems. Usage of an email on a serious business deal or where the business is after closely interacting with a given contractor is not appropriate; one should reconsider employing another mode like picking a phone and calling the person in the subject or proposing a meeting and discuss the details face to face.
In some cases, the main causative of this communication problem is a mere fact of the lack of competence in proper language usage by the employee doing the communication. Take an example of English language; if one is not well acquainted with the proper skills in diction, application of wrong terms is inevitable. This could lead to a wrong interpretation of the message.
In an effort to move away from the problems caused by usage of emails, there are things that if implemented properly by companies and individuals taking care of communications in different institutions, can minimize this menace. First, companies should ensure acquisition of employees with the needed credentials and who are competent enough. These people will not commit simple mistakes frequently and will exercise a high degree of professionalism. This is, before attending to any communication, they analyze everything accordingly.
The personnel should choose an appropriate mode of communication basing on the suit of the kind of message passed, number, and nature of people involved as recipients and the urgency of the message. If the message involves many explanations to make, the most appropriate mode will be face to face or through phone. This will help make the personal impression required on behalf of the company under representation.
In an event of the reception of faulty email, qualified and professional personnel should respond to it immediately, but cautiously (Barrett & Davidson, 2006). One will first take time, give it benefit of doubt, that maybe it was a case of unintentional error. This will help them avoid unnecessary wrangles in the workplace, which will ensure continued harmonious working environment. The advantages of such an environment to any organization cannot be ignored.
In cases where you send faulty email, you as the sender should take up the responsibility of meeting or calling the recipient and try to pass the intended right information in order to resolve any bitter feelings due to the fault. Such a gesture stands a chance to salvage the opportunities that you had ruined.
Alternatively, the company should create a way of filtering all the emails from the premise before sending them; this will help reduce the number of wrong communications from the company. Apart from ensuring the successful delivery of the desired messages to recipients, it will also help safeguard the image of the company to its clients.
Companies can further protect themselves from this problem through incorporation of the Information Technology (IT) department in their system.
The role of this department is to ensure proper usage of the firm’s technology gadgets, ensure that the employees of the companies are up to date with the current advances in technology, and troubleshoot in case of any breakdowns in the systems. This will reduce threats posed by inappropriate communication since some of the cases are because the technologically challenged state of personnel or breakdowns.
Another mechanism, which companies can use to minimize the perils of communication, is authentication of a few employees. This is the most appropriate means of checking the usage of emails. In this, the companies exercise limitation of the individuals who can make the communications within the company and to external parties. The limitation operates by use of passwords and security codes, which will ensure that only authorized employees, can transact anything on behalf of the company.
References
Ahdoot, J. (2007). Email overload: information overload and other negative effects of email communication. California, CA: California State University, Long Beach.
Barrett, M., & Davidson, M. (2006). Gender and communication at work. Aldershot, Hants, England: Ashgate Pub..
Dana, B. (2012). Dangers of Emails. The Sideroad: Your Road to Expert Advice. Published by Blue Boulder. Web.
Jimenez, J. C., & Freimanis, C. (2008). E-mail at the workplace: a survival guide solutions and tips. Caracas, Venezuela: Cograf Communicaciones.
Khosrowpour, M. (2002). Issues & trends of information technology management in contemporary organizations. Hershey, PA: Idea Group Publishing.