explain limitations of using emails as a means of communications
Answers
Explanation:
Advantage: Fast Client Communication
When you need to get an important message to a client or business associate who is located thousands of miles away, one of the fastest ways to do it is by email. The advantage email has over the telephone in communication speed is that you can send attachments with an email that contain important documents or even a presentation to clarify your message. Phone calls take longer in general anyway, because you have to get through to the right person and catch them when they can talk. An email, on the other hand, can be sent quickly and be waiting for them when they're ready to review it.
Advantage: Availability and Portability
The increased use of email has resulted in business people receiving hundreds of emails everyday. Yet, thousands of email messages can be archived into folders on your computer or handheld communication device such as a cell phone to be retrieved when you need them. The convenience of email prevents you from having to keep file folders filled with papers. It also makes your important correspondence easily portable without lugging around unwieldy file folders.
Advantage: Reduces Shipping and Mailing Costs
Aside from the cost of your internet connection, email is free. One of the benefits of email communication is that you can send as many messages, files, videos, documents and presentations as you want without having to pay anything. It significantly reduces your company's shipping and postage costs as well as the time – and the cost of that time – you or a co-worker spend packaging documents for mailing, addressing them and getting them in the mail.
Disadvantage: Vulnerability to Loss
It would take a manual effort on the part of someone to access all of your important printed documents and destroy them. But all of your emails and important information can be lost with a simple hard-drive crash. If you store your email information on another server, then you could lose your data if that site goes down or out of business. Be sure to use a back-up method for important emails that you want to save even for a short while, such as copying them regularly onto a flash drive.
Disadvantage: Accessible to Others
When someone hands you a business letter, you are the only person that receives that letter. Never consider your emails to be private. Since email is sent over networks, it's possible that others could gain access to them or receive them by mistake. An email can be intercepted by a hacker or go to an incorrect email address and wind up in someone else's inbox. Therefore, be careful what information you send in an email. If it's private information that you don't want anyone else to see, email may not be the best communication method to use. Your sensitive information and messages are very accessible to hackers and even unsuspecting recipients when you use email.
Disadvantage: Difficult to Interpret Emotions
A disadvantage of email is that people tend to treat it like a conversation because email can happen so quickly. They begin to use slang terms and try to carry on conversations via email. However, since email recipients cannot see each other, the emails do not have any voice inflection or emotion that can help with proper interpretation. This can and does cause misinterpretations of the emotion behind the email, leading to hurt feelings, anger, resentment and many more emotions. It's a good idea to reread your emails before sending them and look for wording that could be taken in a negative light.
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