EECTRONIC

COMMUNICATION
09-09-2023
 ELECTRONIC MAIL (E-MAIL)

• Email is a system for sending, receiving and storing

messages via communication networks such as the
Internet.
 ADVANTAGES OF E-MAIL
• They improve speed in that messages are sent and received instantaneously.
• They reduce cost because there is no need to purchase stamps or stationery.
• They reduce the need for physical storage equipment such as filing cabinets for
the keeping of correspondence.
• They are ecologically friendly because the consumption of paper is reduced.
• They can be sent on any day and at any time.
• They can be sent simultaneously to many recipients.
 DISADVANTAGES OF E-MAIL

• Destructive programs called viruses can be sent from one computer to another
via email.
• They cannot be signed. Therefore they are generally not used for legally binding
business documents such as contracts.
• Advertisers send out large volumes of unsolicited emails called spam which can
crowd tour inbox, making it difficult for you to locate important emails.
• They can only be read if the recipient has internet access.
 EMAIL ACCOUNTS
• Each email account is identified by a unique email address that is typed as a
continuous string of letters, numbers and symbols e.g. lisasingh@gmail.com
• Carbon copy (Cc) – sending a copy of the message to the email addresses added
to the field.
• Blind carbon copy (Bcc) – allows you to send a copy of your message while
keeping the email addresses you have added private.
• Email allows you add attachment(s) such as a photograph or document.
• Email allows you keep a contact list in alphabetical order.
• Mails can be sorted by subject, sender or date to keep them organized.
 ICONS ASSOCIATED WITH EMAIL
ATTACH FILE FORWARD EMAIL
REPLY EMAIL
FACTORS AFFECTING THE SELECTION OF
COMMUNICATION MEDIA
 1. URGENCY

• URGENCY – electronic communication media (e.g.

fax or email) is best of a message needs to reach its
recipient immediately. Less urgent communication
can be sent by conventional mail.
 2. GENRE
• GENRE – the genre or nature of the message influences the choice of
media. Official or formal communication such as contracts or agreements
must be typed, printed and signed, not emailed. An email or telephone call
is often less formal. It is wise for business to follow up important email or
telephone communication with letter to confirm the details. Written
communications should be used for long and complicated information.
Shorter, simpler messages may be communicated orally, face to face or by
telephone.
 3. LEVEL OF CONFIDENTIALITY

• LEVEL OF CONFIDENTIALITY – A sealed letter that is

hand delivered to the recipient us one of the most
confidential means of communication. Email and fax are
less confidential, as they can sometimes be accessed by
unauthorized people.
 4. LOCATION AND TIME ZONE

• LOCATION AND TIME ZONE – most internal communication in a

business may be done face to face or by using memos. Telephone,
letters, printed publications or electronic media can be used for external
communication. Some organizations do business internationally,
requiring that time zones be taken into consideration. For example, the
time in London is approximately 4 hours ahead of Trinidad time.
 5. COST

• COST – some methods of communication are more expensive than

others. Calls over the internet have become popular because of their
minimal cost. If the purpose of the communication is to inform and it
is not time sensitive, a company’s website can be used to post a wide
range of information for workers and the general public at relatively
low cost.
 6. EFFICIENCY

• EFFICIENCY – involves achieving the desired goal with the

least expenditure of time and effort. It might be more
efficient to send out a memo rather than to call a meeting of
all employees. It would be inefficient to rely on email
communication if relatively few employees have access to
the Internet.
 7. EFFECTIVENESS

• EFFECTIVENESS – relates to the extent to which the desired outcome is

achieved. For example, direct oral communication is usually most effective when
seeking to persuade people or obtain their point of view. If the sender and
recipient are far apart, telephone may be chosen. For larger audiences, a meeting
or teleconference may be used if oral communication is preferred.
The literacy level, language skills and previous knowledge of the recipient must
also be considered. Use short, simple sentences to minimize misunderstanding.
Define all unfamiliar terms. Where possible, support your words with visuals such
as charts and photographs.