EMAIL: TODAY’S COMMUNICATION MEDIUM

1. EMAIL: TODAY’S COMMUNICATION MEDIUM Ella L. Davis Alvernia University January 15, 2010 MBA 670 Corporate Communications Instructor: Dr. Jodi Radosh

2. Introduction • History of Office Management • Electronic Communication • Managing Email problems

3. History of Office Management Office Workers • Family Businesses - Owner & Clerk • Scientific Management – Workers are Instruments • Attractive Workplace

4. Early InterofficeEquipment Speaking Tubes

5. Early InterofficeEquipment Pneumatic Tubes

6. Early Outside Communication Equipment Mechanized Mail Room

7. Early Outside Communication Equipment Mechanized Mail Room

8. Early Outside Communication Equipment Telegraph

9. Early Outside Communication Equipment Telautograph Facsimile

10. Early Outside Communication Equipment Telephone

11. Document Administrative Equipment Typewriters Word Processors

12. Document Administrative Equipment Stamps

13. Document Administrative Equipment Stamps

14. Document Administrative Equipment Copy Press

15. Document Administrative Equipment Electrostatic Photocopying Machine or Xerography

16. Electronic CommunicationComputers Eniac 1946

17. Electronic CommunicationComputers Univac c 1960

18. Electronic CommunicationComputers Internet

19. Thought Question - How many of the machines we just discussed have been replaced by computers?

20. Electronic Office Changes • Computers – • Address and Stamp Postal Mail • E-mail • Copiers • Scan documents to electronic files • Telephones • Voice mail • Fax • Cell phones

21. Electronic Office Changes • Computers – • Address and Stamp Postal Mail • E-mail • Copiers • scan documents to electronic files • Telephones • Voice mail • Fax • Cell phones paperless office?

22. Email benefits • eliminates boring meetings, • does away with telephone tag, • can communicate when convenient • provides clear documentation, • reduces response time, • enhances efficiency Hershkowitz-Coore, S. (2005). E-mail: Toxic or terrific? The Journal for Quality and Participation , 11-14.

23. Managing Email problems • Email Security Issues • Broadband security risks • Laws governing surveillance • Cyber security and authentication • Certified mail challenges • E-mail certification • Protecting the corporation, respecting employee privacy • Personal security and privacy

24. Managing Email problems • Legal issues • Unsolicited Email • Sexual Harassment • Document Retention

25. Generating effective ecommunications • Habits from hell: • @ 1: E-tête-à-tête? • @ 2: Inappropriate forwards • @ 3: Sending large attachments to all • @ 4: Unread email • @ 5: Using offensive language Institute of Engineering and Technology. (2008, 24 May - 6 June). exposed: emails's worst habits. Engineering & Technology , pp. 58 - 60.

26. Generating effective ecommunications • Habits from hell: • @ 6: Office spam - Copying-in too many people • @ 7: Emailing the wrong person • @ 8: Misspelling • @ 9: Long email ‘trails’ • @ 10: Emailing company confidential information outside Institute of Engineering and Technology. (2008, 24 May - 6 June). exposed: emails's worst habits. Engineering & Technology , pp. 58 - 60.

27. Generating effective ecommunications • Good email practices: • Write clear emails • Get off mailing lists • Have a real conversation • Avoid personal emails • Review who will receive the email • Name that attachment • Full signatures • The art of smart emailing – Common sense company policy Institute of Engineering and Technology. (2008, 24 May - 6 June). exposed: emails's worst habits. Engineering & Technology , pp. 58 - 60.

28. Conclusions Tools - • Mechanical Electronic Workers - • Execute Tasks Autonomous • Responsible for appropriate use of tools • Functionality of tools • Solutions - • Training • Company Policy

29. Thank you