Email Productivity
How to be more efficient in written communications

Benefits of e-mails
(From E-mail at the workplace)

For those who use it, e-mail has become an essential tool for communication, both at the workplace as well as in personal life, and this hasn't been accidental. Its characteristics and effectiveness make it the most widely used Internet application, which fully explains its presence in our lives.

No one can argue its advantages over traditional mail. It has increased our productivity and efficiency, speeding up our activities and improving all processes that contain key information to fulfill our responsibilities.

For educational purposes, I have classified the benefits of e-mail into ten groups:

1. Availability

It is available 24-7, allowing us to connect to the world at all times to inform and to be informed. All we need is a computer and an account, whether our own or someone else's.

2. Accessibility

Due to the virtual nature of e-mail addresses, we can send and receive messages wherever we are: at work, our client's office, an airport, a hotel, a restaurant, a mall, a school, our home, or a relative's home.

3. Speed

E-mails travel faster than faxes or courier services like FedEx or UPS. Recipients get our messages almost immediately, and we receive their responses just as quickly.

4. Freedom of decision

We decide when and where to read e-mails, depending on their importance and our priorities. Likewise, we can decide whether to answer the message or not, and when. In other words, e-mail gives you more time to respond, an advantage that face-to-face or telephone communications don't have. E-mail is also an "asyncronic" medium: The people involved don't have to coincide in time to communicate.

5. Multiple recipients

One of its greatest benefits is that we can send the same message to more than one person at a time, without re-working or making copies. Not only is it very easy to do, but also it doesn't entail an additional cost.

6. Multiple documents

In every e-mail we can include different types of digital attachments (images, sound, video, spread sheets, graphs, texts, etc.) with no other implications for the sender than the time required for transmission, depending on the size of each document.

7. Significant savings

Besides the time saved with all these benefits, we also save on paper, envelopes, stamps, and other logistics required for traditional mail. There are also savings in space and time, because e-mail allows us to organize, classify, and manage the messages we receive following our own criteria.

8. Documentation

Whenever information is exchanged, e-mails leave a formal and detailed backup of each communication, allowing us to follow-up data or instructions, and providing written evidence of what was said and to whom. Every message can also be read as many times as we want.

9. Faithful re-transmission

We can forward messages without changing their original content, avoiding the distortions implicit in verbal communication, where we reproduce messages with our own words or re-interpret information.

10. Effectiveness

When e-mails are personalized, timely, well written (concise and to the point) and use the good practices of written communication, they are tremendously effective for the sender.

An additional benefit for companies is that e-mail has contributed to remove hierarchical structures. Today it is common for the president of a large corporation to engage in written communications with employees at all levels, more so than before the advent of e-mail.

E-mail offers other advantages, but their value is relative because it can also have negative consequences. See book table of content.

(Fragment from E-mail at the workplace by Juan Carlos Jimenez. See it at Google Books).


Benefits of e-mail

See my Blog about
the email at the workplace - Juan Carlos Jimenez

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