Communicating through E-Mails in Professional World- myassignmenthelp

Question: Discuss about theCommunicating through E-Mails in Professional World. Answer: Communication in business is considered to be an essential tool for achieving success. With the advent of digitization and internet most of the business communication has been conducted through emails. In fact, communication through emails can be performed in various level of a business organisation. Communication with the customers, with other business organisation and for internal dialogues it is becoming a growing trend to incorporate email communication as a strategic tool to connect internally and externally (Wang, Pauleen Zhang, 2016). In response to that, it is necessary for the business organisation to formulate a professional attitude in making communication through emails. Hence, the purpose of this essay is to highlight the areas and scope to set up a professional emailing strategy in order to get success in the competitive market. In addition to this, the essay will also deal with the key elements of promulgating an effective emailing set up and discuss about the pros an d cons of that method. Before analysing the key elements of communication through emailing, the discussion will put emphasis on the strategy of making better communication throughout the business orientation. For this at first the person or the organisation, which is entitled to establish the communication must have a clear idea about the outline of his message. Subsequently, active participation in terms of eye contacts, way of speaking and the body language play a pivotal role in doing effective communication (Lee et al., 2018). In addition to this, patience can be defined as a major factor in this regards. Empirical evidences prove that while establishing a good communication, often the person in the receiving end can misinterpret or misunderstand the message. Therefore, it is the responsibility of the person in communication to explain his saying sincerely. Listening is always contemplated to be a key element in the process of effective communication. It can be stated that a good speaker should always be a good listener (Wei, 2017). Therefore, the listening ability is very essential. Besides this, having a clear idea about the audience and responders is an advantageous step taken by the communicator. In fact, it will able to help in developing a good relation with every person associated with the company. All these factors are generally addressed verbal and non verbal communicative attributes of a business organisation. However, for discussing the role of non verbal communication in corporate environment it is crucial to build up a professional decorum. In this context, the role of emailing has become significant as well as relevant in maintaining a strong business relationship. In fact, past researches on the efficacy of emailing in corporate sector has shown a steady growth of development of using mails as a popular communication tool. According to Wei (2017) in the corporate business environment 72% of the employees have email accounts for serving the purpose at work. Besides this, while discussing the importance of mailing as an effective business communication Kernbach, Eppler Bresciani (2015) have opined that communication through emailing helps the company to get connected with the low level management and its employees. It assists the management to implement its decision by i ncorporating lower strata of the company hierarchy. To conduct an effective business communication it is imperative to have a clear strategy that can foster benefits for the company. The first thing before composing a business mail is to make it concise and direct, so that the recipients can get a quick idea about the purpose of the mail. Furthermore, using simple words and straight forward narratives reflects the urgency of the mail and helps to encourage adequate actions. The email must envisage a transparent understanding of the plans and strategies related to the organisation. In this regards it can be argued that the mail should be thorough in nature (Chaudhri, 2016). The reason behind maintain such process is to enlist all the facets of the purpose can be ventilated properly. In case of missing out single information, it will cause enormous problems to understand the purpose of the mail and will take plenty of time to repair. The fundamental attitude of a business mail should be less argumentative. It is better to avert any kind of controversies regarding the mail, because dubious messages can create contradiction among the receiving elements. Moreover, choosing a professional attitude rather goes for emails with emotional contents can able to create a professional approach of the company (Thomas Stephens, 2015). In response to that communications can be regarded effective by incorporating the determining factors like employees, company management and the customers. Hence, a scope to make conversation will become a positive step for the company. Direct interaction with the stakeholders can improve the relationship between management and stakeholders which can enhance trust and loyalty among various actors of the organisation (Harmon, 2015). In addition to this, checking the data and facts which are mentioned in the emails should be a priority for the company before composing a mail. It has to be kept in mind that the success of a company depends on its professionalism and sharing valuable data to the stakeholders. Positive information has the power to motivate the playing actors and they will put more concern about the company. Despite taking precautionary actions before drafting a mail the management must possess a clear idea about the consequences of the mails and the subject that the mail is ought to reflect. In addition to this, it is also necessary for the company to keep focus on the structure of the mail. Therefore, it is imperative to follow some steps regarding an effective communication through emails. In this context, relevance of the mail is a very significant element. The organisation must have opted for a relevant mail where all the key factors that the company wants to address should be highlighted. Furthermore, emails cannot be considered as the best means of communication in every situation, so that, this limitation should not be undermined (Dulek Campbell, 2015). As a matter of fact, the subject line of the emails plays a pivotal part in acknowledging a brief perspective of the topic. Hence, the subject line should be specifically short and relevant with the subject. The subject line is similar to the newspaper headline to some extent which resembles the key concept of the main body (Kwiatkowski, 2016). Therefore, the subject line must be concise and straight forward. After that, the most important part of the mail comes, comprised with the content of the subject. The main body or the content part should be direct, formal and contains data and information regarding the main idea of the subject. However, in most of the cases it can be seen that the content is less informative and lack of structural point of discussion. In fact, the length of the email is also an essential part. Lengthy discussion on the topic can undermine the importance of the purpose because most of the time people do not have enough time to go through such long mail (Tang, Pei Luk, 2014). Therefore, it is essential to compose the content to the point and direct. The way of speech or the tone of the email perceives the reflection of professionalism. Therefore, maintaining a good gesture with more emphasis on choice of words is primary to construct a mail. Politeness, wise term coinage and using simple and suitable word are necessary to determine the effectiveness of email communication in business. In addition to this, language can be the next factor of developing a better business communication. Grammatically correct with proper use of punctuation have to be maintained. The company has to keep in mind that all the recipients can understand the meaning and value of the email (Eisenberg, Johnson Pieterson, 2015). Lack of grammatical correctness and spelling mistakes are indicated the incompetency and incompleteness of the sender. Moreover, these kinds of mistakes can undermine the gravity of the message and will create an obstacle for the further strategies that the company is going to take. Besides this, it is also imperative for the email sender to become a quick responder. It also symbolizes good email etiquette with a reflection of the urgency of the task. Moreover, a short but quick reply can identify professionalism and level of urgency of the mail (Cristina, Karam Andreea, 2017). Despite all the measures taken for creating an effective business communication through email there are always a possibility to create a communication gap by using non-verbal communicative tools. Henceforth, the success of non-verbal communication does not prove the limitation of the mechanism. Inconsistency, difference of interpretation and misunderstanding related to the subject, all are the possibilities of accessing indirect communication. However, the purpose of this essay is to make a good and effective emailing business communication. The reason behind choosing this topic as a discussion is to eradicate the problems that are erected by using emailing communicative strategy. 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