COMMUNICATING MODERN MESSAGES 4
Communicationhas grown tremendously over the years. This has been attributed tothe continued technological advancement. Instant messaging andtexting are one of the many forms of communication that have totallytaken a new direction. These two, which were mostly considered ascasual ways of communication, are now part of professionalcommunication especially in business settings. Some of the media usedin this regard include faxing, emails, and letters, among others.However, in professional settings, a lot of effort needs to be put inplace when choosing the type of communication to deliver a message.Factors to be considered include time, audience, content of themessage, distance, coverage and cost.
Themost common and appropriate form of communication is the use ofemails. This means of communication is extensively used in differentsettings, but it stands out to be an effective tool in business aswell (Noll, 2001). The only thing one needs to have in order to useemail services is an internet connection. It is, therefore,inexpensive and can stay as a soft copy as long as one would prefer.In addition, it is evident that emails can be retrieved at futuredates and be printed out if need be. All levels of management fromsenior to the subordinate staff can exchange emails in anorganization, provided they follow institutional policies.
However,it is imperative to not that there are a few factors to put in mindwhen using emails. These include the function or the purpose ofemail, such as invitation to a meeting, ordering products orrequesting for payment. In addition, business or professional emailsshould be concise. They should be to the point and must followprofessional formats. Proper etiquette such as capitalization andsalutations should also be considered. The effect of a message to therecipient cannot be ignored and this calls for an efficient encodingprocess (Noll, 2001). The advantages of using emails includereduction of geographical barrier, instantaneous delivery and lowercosts. Email messaging can also be tailored towards a targeted marketsuch as new, existing or repetitive customers. They are alsoefficient since a business owner can use email software withcustomized features for various purposes.
Noll,A. M. (2001). Principlesof modern communications technology.Boston, Mass: Artech House.