Compare the less effective and more effective emails in figure 7.1 and 7.2 in th

Question

Compare the less effective and more effective emails in figure 7.1 and 7.2 in the felling ways.

210 BUSINESS COMMUNICATION THIRD EDITION al PART THREE INCIPLES FOR BUSINESS MESSAGES TABLE 7.1 Richness, Control, and Constraints of various Communication Channels Red indicates a major imitation, Green indicates a major strength. Control Constraints Richness Planning temmed?acy Coordination Communication When to Use Permanence + Resources Channel + Cues Ideal for asynchronous communication, matters that require documentation, and messages X Low v High ritten messages v Low that need to be crafted with a lot of thought and precision. Ideal for matters that require rapport-building. V Low to discussion, brainstorming, clarification, and High X Low X High immediate feedback. Preferred for sensitive communication and emotion-packed situations. Spoken Asynchronous Communication Channels X Low Email V High V Low For one-to-one or one-to-many business messages. Email is the dominant communication tool for private, written business messages, Messaging /including texting) X Low to X Low to Hign Medium Medium V Low For short, one-to-one, one-to-many, and many-to-many messages. Ideal for quick announcements and scheduling. Not well suited for important or complex business messages. Social media X Low to V High Medium to V High V Low to Medium For team and networked communication. Facilitates a one-stop work space containing project and meeting information, shared files. and communication platforms (see Chapter 8). Synchronous or Real-Time Communication Channels Phone conversations Medium to v High X Low to Mediuri V Low to Medium For one-to-one conversations between parties in different locations. A fairly rich communication channel to quickly discuss and clarify workplace issues. Conference calls Medium to V High X Low to Medium Medium to X High For team conversations. Typically less rich than one-to-one phone conversations because many participants do not provide cues continuously during the conversation. Web conferences/ webinars Medium to V High Medium to V High Medium to X High For team meetings/sales presentations. A richer form of interacting than conference calls but typically requires more coordination due to technology requirements. Videoconferences V High X Low to Medium Medium to X High For team meetings. A richer form of interacting than conference calls but typically requires more expensive equipment and careful scheduling and planning. Note: Table is modified and adapted from Pearn Kandola's The Psychology of Effective Business Communications in Geographically Dispersed Teams. *As a communication channel, messaging including teding isn't simple to classify. You can see in this table that messaging may be considered asynchronous. In the workplace, many professionals are not able to respond immediately because they are in meetings or events that make it difficult to respond immediately. Yet, in many situations, professionals Use messaging in a synchronous manner. See the section later in the chapter about instant messaging.

Explanation / Answer

Answer:

Email: It is the written communication from one person to another person or group of persons. The Email communication technology is based on the principle of letter writing of old days. The internet explored for quick option of delivery of letters via internet technology.

Less Effective Email : The email will be less effective if it does not result in the desired result in communication. An email may be less effective due to following reasons

- Does not have correct list of circulars like To Recipients, CC recipients, Bcc Recipients.

- Does not have proper subject for the email.

- Does not have proper language of the email.

- The email content is not written in understandable language.

- The email message is not written properly.

- The email does not content the intent of message, action for others, role of others, why the email sent to others etc.

More Effective Email: The email will be more effective if it meets the purpose of communication to the list of circulations / recipients. A more effective email will be

Recommendation for improving more effective email : Following are the two recommendations for improving the effective emails as below

-        Clear Content: The email should be written in such a clear way that the recipient can easily understand the intent of message, the background and the action he has to perform based on the email.

-        Correct people Involvements: The email needs to be sent to required people only. It should not be sent to non required people, as it will be waste of time for them. Thus the email should have required list of recipients only.

Appropriate Length of Letter: the length of letter should not be much long or much small. It should be balanced based on the content of the email. Unnecessary attachments or details should not be attached

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