Case Assignment: Email Policy

Professional handling of mails is vital within an organisation since it is widely used for transfer of equipment and material in the business. Improper handling of mails could result in loss of business / customers / suppliers and economic losses.

In today’s organizations we are seeing more emails being the prime way to pass along new and updated information

When writing procedures you should use the same strategies as with writing instructions. As noted by Kolin although procedures and instructions are different. An introduction should make the reader feel comfortable and well prepared before getting into policies so that they are more inclined to accept, approve or follow the policies. By just saying “here’s what you need to do”, this email’s introduction is too straight forward, direct and has a demanding tone. Using the right style and tone is needed to turning the policy into effective action. Kolin states that deleting you will not be discourteous as it would be in a business letter or business report. To set commands in this email the writer should have replaced you with imperative verbs.

Abstract: Electronic mail is quickly becoming the most prevalent method of communication in the world. However, e-mail systems in corporate, institutional, and commercial environments are all potential targets of monitoring, surveillance and ultimately, censorship.

In ‘PRYING EYES, KEEP OUT’ (Newsweek,06/05/00) by Newsweek staff, he explains how email is being riskier to use.A few years ago, while John Blumenthal was on a consulting job for a foreign company complained about inconsistency of his team members to his American partner. Even though the partner forwarded this message, Blumenthal was not ashamed rather was determined to form a company to build an e-mail system safe by the help of QVtech. The email-software is designed as such that secret messages would disappear after short time without the intention of humiliate, contradict or indict the sender. (The encrypted email can only be disclosed by the designated recipient as per the sender’s wish). In ZipLip, recipients are directed to a specific

Hyatt’s “Email Etiquette 101 provides 18 rules and regulations and need to know facts when it comes to the use of email. The article begins with the basic concepts of understanding the difference between the use of “To” and “CC”, and continues to educate on the terms of message tone, grammar, and privacy. As a graduate student I’ve had my share of emails sent therefore some of these points were common knowledge but on the other hand some stood out. What I took away from the article as new knowledge was the concept of providing “if-then” options, the overuse of the “high priority” flag, and not discussing multiple subjects in a single message.

This message can travel to anywhere on the globe, as long as the person receiving the message has an internet connection. The company can professionally communicate with anyone who is interested in their company. Secondly, email has a very large database and thousands of emails can be archived away and kept for later use. These can also be accessed on multiple devices, such as computers, smartphones and other mobile devices. This will be an easy way for employees to communicate with each other and to be accessible to communicate the majority of the time. The last advantage is that using the email service is virtually cost-free for HLC. Meaning, the company won’t have to factor in the costs of using this service as it doesn’t cost them anything. This will reduce any costs that HLC may have predicted for in the

Verifying the email prior to sending- Prior to sending the email, we must gain agreement from the client. ( At this time, do you have access to this email? ............)This is to make certain

As noted in Appendix A-A basic communication model, “the basic communications model is the starting point for analyzing the communications process in terms of the intent of the sender, the needs of the receiver, and the elements of the communications environment” (University of Phoenix, 2009, para. 1). In today’s business one of the most common and widely used forms of communication is e-mail. E-mail sent in a business environment requires a professional vocabulary and tone that is not normally used in personal e-mails yet it still needs to be conversational. According to Nancy Flynn, director of the ePolicy Institute and author of Writing

The BAME wants to stay current and have fewer troubles when it has dealings with others. Therefore, our objectives and proposed methodology will transform and upgrade the old, traditional ways in which it communicates both within the BAME and with outside agencies. The best way to do this is through electronic communication. Emails and other forms of communicating electronically are very significant in today's workplace (Haykin, 2001; Montana & Charon, 2008). Such technologies will provide the workers with a much faster way to get access to

Some people use email to communicate not only on a personal level but for business as well. The problem is that email is not as secure as one may believe. When you send an email it is stored in many different areas that you may not be aware of. There are advantages for not only you but your employer when it comes to protecting your emails, but, there are also disadvantages for some.

Privacy: This issue began as an internal invasion of privacy but became a greater problem as the email went “viral”:

Emails are quick. They are conveyed on the double far and wide. No other type of composed correspondence is as quick as an email. Therefore, today with the press of a button, favoured messages are routinely sent worldwide by method of email. In spite of the pragmatic and practical advantages of email, its fast development in ubiquity of utilization has uncovered some of its shrouded pitfalls. Privilege means legitimate guidance must be looked for from an expert lawful counsel; the correspondence must identify with that reason; and the interchanges must be made in certainty between special persons (Hall and Estrella, 2000). Thus, Emails feel like private discussions. Mostly, in the working environment, managers regularly hold the privilege to screen each email sent or got by a representative on a business possessed device or system (DeLisi, 2012). In bright of the separating suppositions among the ABA, the beneficiary of an errant email must counsel any relevant morals assessment in the appropriate purview or, if there are more, figure out what sacrifice standard applies. Besides, notwithstanding taking sensible safeguards to ensure the classification of special messages, experts are very much informed to stay up to date with respect

The misuse of company emails versus using your personal email for work-related matters is a hot topic in the news. The way people are mismanaging emails thinking that work emails are just as private as personal emails and there is a choice on what email account you should use when it is work-related. The misuse now has companies keeping a watchful eye on the use of emails for a reason like; making sure that policies are followed, making sure that the integrity of the companies they work for and its employees. The feeling of being watched may have an employee feeling not trusted or thinking that it is very intrusive to monitor the emails. So, the question is what kind of expectations should circle emails

Email is already a standard form of communications within modern business organizations. It allows employees to communicate with one another internally and with clients, partners, and vendors externally in a highly efficient manner that is also storable and retrievable for future reference.