Email is the most widely used communication tool within companies today. Email has been described as a curse and a blessing. Email reaches its recipients quickly and can be sent across the globe within seconds. Companies with multiple locations find this essential in communicating. Email can also reach a large number of individuals within a matter of keystrokes. Sending a mass email reaches many recipients with one consistent message. While there are many praises of email, its drawbacks must be considered as well. Email communication can financially impact an organization. Emails sent without a clear message can lead to misinterpretations which ultimately may cost the company money. Employees often complain of receiving up to and sometimes over 100 emails a day and often many do not pertain to them. For each email the employee must read to determine its value to them or spend time reading to perceive a clear message, it reduces the employee’s productivity. Managers and coworkers who use effective email techniques can increase communication accuracy, decrease frustration and increase productivity.
BYRON, K. (2008). CARRYING TOO HEAVY A LOAD? THE COMMUNICATION AND MISCOMMUNICATION OF EMOTION BY EMAIL. Academy of Management Review, 33(2), 309-327. doi:10.5465/AMR.2008.31193163
This article provides a unique examination into how the emotion written in email affects its perception. Study results were measured on emails written with positive, negative and neutral emotions. Gender and relationship status were taken into account for this study. The conclusion results suggested that misinterpretations as a result of emotion written within email is inevitable and varies largely from the intended emotion of the sender and the perceived emotion from the receiver.
While emotion perceived within the email will ultimately affect the clarity of the email by the reader, the article and study does not address how writing effective emails will decrease employee frustration, increase productivity and communication accuracy.
Desai, M. S., Hart, J., & Richards, T. C. (2009). An IT Manager's View on E-mail and Policies and Procedures. Journal of Instructional Psychology, 36(4), 319-322.
This article examines the need for email policies within an organization. Without proper email use companies can be vulnerable to legal situations. Email can be used as evidence in a court of law. Companies who have established email policies for employees protect themselves against violating privacy, the amount of email and sensitivity of information sent via email. The ability of the company to monitor employees email be included within the policy. The article concluded that the presence alone of an email policy can make employees more mindful of information sent.
Policies alone cannot change the culture of email within a company. The article notes that email etiquette is equally important. Training on writing clear and effective emails should also be...