Email in Business Communication
An email as a business communication tool has become one of the fastest and the most reliable communication channels based on speed and effectiveness. The increasing use of emails in businesses is driven by the technological advancements and the improved internet systems incorporated in most businesses.
Emails in business play a major role and most specifically in communication as it helps in passing information from one business to another or from the management to the subordinates this being critical for the growth and realizing business goals and objectives (Taylor & Gartside, 2012). One of the major roles of an email in business is making communication effective between and among members of a business entity as well as communicating with customers, suppliers and other parties who are essential in the daily activities of the business (Shiva, 2013). The decision-making process and change implementation in businesses can also be implemented through email communication channel. Emails are also used in marketing promotion of goods and services in businesses. This is by sending the descriptions of the new products as well as the new changes in the existing products and therefore making it more appealing to the customers.
The three-step writing process is the best communication method that can be applied in all the levels of the business. It involves planning, writing and completing steps where under each step there are specific requirements that are vital (Shiva, 2013). In the first step, when planning a business email one has to consider analyzing the situation, gather the information and organizing it in the right manner such that it has an impact on the recipient. In the second step, when writing business emails, one has to find words to use when composing an email and this should be done selectively. The words selected should dictate the tone of the message and should be in line with the recipients in that the language used should be unbiased and should be easily understood by the recipients (Taylor & Gartside, 2012). The last step is completing, and this should be done through revising the drafted email to note the mistakes made and correct accordingly. After revision one should proofread the email to make sure that all the key issues are considered and that the email contains the initial message to be forwarded making sure that it clear and precise. After all, this has been made sure to be correct the final stage is distributing the message to the recipients and waiting for feedback.
Every business should make sure that all its employees are trained on all the emailing steps to be considered to reduce chances of lowering the standards of communication with third parties as this would affect the face of the company.
Shiva, V. A. (2013). The Email Revolution: How to Build Brands and Create Real Connections. New York: Allworth Press.
Taylor, S., & Gartside, L. (2012). Model business letters, emails and other business documents. Harlow: Pearson.