| On the first day back at work this year an employee | | | | - Remember to check previous communication in the |
| at one of my clients sent an email containing her new | | | | message body and delete them if necessary. |
| year's resolutions to her to all the email addresses in | | | | - Messages placed on news groups has your name |
| her work group - by mistake. She had meant to send | | | | attached to it and can be searched by anyone for |
| the email to her friends group, but had clicked the | | | | years to come. Many employers do internet searches |
| wrong button. The email included a graphic outline of | | | | to see what they can find about employees or |
| her strategy for moving up the corporate ladder | | | | potential employees. Before you place such |
| which meant walking over a few important people, | | | | information consider whether you would you want a |
| one of which was her immediate boss. Now | | | | prospective employer to see that type of |
| understand that this email went to her entire work, | | | | information. |
| supplier and customer database - including her boss | | | | Free email tracing services will find the e-mail address |
| and the CEO. As if that was not bad enough it also | | | | of a person by means of a quick e-mail address |
| listed her romantic desires pertaining to one of her | | | | search. Some sites specialize in locating email |
| colleagues. | | | | addresses by doing free email address searches such |
| In today's world, with all the buzzing and beeping of | | | | as the Hotmail email account search. This means that |
| new technological gadgets, communication is changing | | | | you can be tracked down and can end up receiving |
| daily. Instead of sending a business letter across the | | | | unwanted spam. |
| ocean, you can save on postage and speed up the | | | | Don't be put off by the negatives of email. Email is |
| delivery by emailing the letter in a quick second - and | | | | extremely convenient. I can check my email online |
| it will be received by more than one recipient | | | | and can check email from any computer, anywhere in |
| immediately. You can page or 'MSM' your co-worker | | | | the world. There is an abundance of free e-mail |
| instead of playing phone tag while trying to reach | | | | providers such as AOL e-mail, Yahoo e-mail, Hotmail |
| them. The workplace is often filled with the sounds | | | | email addresses directory and even kids free email |
| of email box alerts and faxes being received and | | | | accounts. |
| sent out and the printer is almost always hot with | | | | Electronic communication is about working more |
| some department's weekly schedule. While email and | | | | effectively and powerfully in the workplace. It's about |
| other forms of electronic communication available to | | | | communicating the many messages you have to get |
| us in the workplace have huge benefits there is also | | | | across in the clearest way possible and as quickly as |
| a down side if they are not used carefully. | | | | possible. |
| By using email, Facebook, MySpace, forums, USENET | | | | Use modern technology available to you to be |
| news groups, electronic bulletin, twitter, blogs, instant | | | | resourceful in getting your message across? One |
| messaging, text messaging, Skype and other | | | | particularly useful tool for effective employee |
| electronic forms of communication messages are | | | | communication is the intranet. The benefits of the |
| sent far and wide very quickly. We don't always take | | | | intranet are high. The purpose of the intranet is to |
| time to read our messages after we have compiled | | | | provide information to staff quickly and timeously. |
| them and are quick to hit the send button. This can | | | | Fedex ground HR intranet and United Airlines |
| get us into trouble. | | | | employee intranet Skynet are examples of successful |
| There are advantages and disadvantages of email. | | | | intranets. |
| Although the advantages outweigh the disadvantages | | | | You could post your presentation on the company |
| we need to practise caution. | | | | intranet - that way your company saves paper and |
| Here are a few guidelines for avoiding problems when | | | | money, plus it has the advantage that employees |
| using electronic communication in the workplace: | | | | can view the slide show whenever they please. You |
| - Double check the recipients of your email before | | | | can create awareness on all workplace |
| sending. Make sure that you are not sending it to the | | | | communication issues like never before. |
| wrong people. The damage done to the above | | | | Below are some other types of electronic |
| mentioned person's reputation was severe and could | | | | communication and ways to use them. |
| not be undone. In addition she had a disciplinary | | | | - Use an electronic internal newsletter to drive regular |
| hearing. It may be advisable to set up an account | | | | communication on a monthly, fortnightly or weekly |
| with one of the free e-mail services and use that | | | | basis. Encourage two-way communication through the |
| account for personal emails instead of your work | | | | newsletter by using an electronic team briefing |
| email address. | | | | medium via Skype or video conferencing and include |
| - Be careful when clicking 'reply to all' on an email. Do | | | | discussion topics requiring feedback. Feedback can be |
| you need to include all those people in the | | | | done via a questionnaire attached to a PDF. |
| communication? | | | | - Use an email signature to communicate a further |
| - Think twice before copying people, such as the | | | | message such as greening the environment or to |
| recipient's boss, on an email where there is a dispute | | | | promote recycling. This message can be added below |
| or disagreement. Try to resolve issues first without | | | | the person's name and contact details. Each message |
| this aggressive approach. It will cause ill feelings. | | | | can be tailor made with a specific message that is |
| Sending an electronic message is more permanent | | | | relevant. |
| than a verbal conversation. People calm down and | | | | - Electronic teasers and flash mailers can be used |
| feelings change with time but an email or electronic | | | | instead of posters and leaflets. |
| communication can stay around forever. You can't | | | | - An electronic vote line can be set up on the |
| get it back once it has been sent and it can be used | | | | intranet or internet. |
| against you. | | | | - SMS or MMS messages can be sent to staff |
| - Discuss sensitive issues in person. Don't put them in | | | | member's cell phones. |
| writing as they can be forwarded, copied and pasted | | | | - Include interactive, fun electronic elements that are |
| and taken out of context. | | | | quick and easy to update such as electronic games. |
| - Don't send a message when you are upset or | | | | In summary, we are living in exciting times in terms |
| annoyed. | | | | of communication as we have a variety of exciting |
| - Don't send anything electronically about a person, if | | | | tools at our disposal. There is no longer any excuse |
| you would not be happy with them seeing it. | | | | for submitting boring communications. |