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Thursday, 2 July 2015

Use Email to Transform The Way You Work


Email is now part of our everyday life and is going to remain to be for a long time to come, backed by research at IBM email isn't dead. Email has gained widespread popularity as it has reliably provided a quick, instant, 'formal', way of communicating through the widely available internet today.

Email can be overwhelming, and instead of managing email, what we needed was a better way to communicate, ultimately engaging in deeper engagement and better outcomes.

EVERWORKS Web & Email Hosting solution is a platform where the focus is on the communication between people bringing together messaging with web access to allow greater accessibility and flexibility, and here are the concepts behind the design of EVERWORKS Email Hosting solution:

A) Better value: A system that integrates website, email, and database hosting to provide you with scalable options. Business class email allows you to build you business identity, filter for spam to keep your inbox free of clutter, with an internet connection and any internet browser grab your email anywhere, and access to 24/7 expert help.

B) Clarity over clutter: An intuitive control panel helps users to take quick action on content previously scattered across multiple applications.

Here are some intuitive ways you can use email to ensure effective communication between internal and external networks:

1. Keep your messages brief

Reading from a computer screen isn't easy, use shorter paragraphs and bullet points; cut straight to the chase. Avoid using capital letters as it sends unintended interpretations such as the appearance of being bossy (ICAEW 2008).

2. Stay organised

There is an age old saying that staying organised allows you to get more things done, stay more focused, and remain in control over most situations. Take this approach to email and invest 2 hours of your time right now to go through your inbox, create filters that give automated actions to specific email to reduce repetitive tasks and allows you to manage and attend to the most important emails first. Find out how I keep my personal email organised by just using Gmail, and the Mailbox app.

3. Advantage: Email as evidence

The advantage of email is it is a stored accepted form of instantaneous form of communication that is applicable in many ways. For example emails can be used as evidence, that there exists proof of communication between the sender and the recipient, although there are issues in the form of relevance, authenticity, hearsay, original or duplicate documentation, and unfair prejudice (Sarah, 2010). Consult a lawyer to develop an email framework to follow to fully utilize the advantage of using email as evidence. Is there a need to consult a lawyer? Yes as laws differ from place to place and it is highly recommended that you find a representative lawyer that is familiar with domestic laws.

photo by Caden Crawford

References:


  1. ICAEW 2008, 10 ways to use email effectively, ICAEW <http://www.icaew.com/en/archive/library/subject-gateways/career-and-personal-development/communication-and-presentation-skills/small-business-update/10-ways-to-use-email-effectively>
  2. IMB Smarter Planet 2015, How To Use Email To Transform How We Work, Forbes, <http://www.forbes.com/sites/ibm/2015/02/19/how-to-use-email-to-transform-how-we-work/>
  3. Sarah 2010, Legal consideration for electronic evidence, Part 3: Applying the rules of Authenticity, <https://crlgrn.wordpress.com/2010/05/11/legal-considerations-for-electronic-evidence-part-3-applying-the-rules-of-authenticity/>


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