In a world that seems to be driven by email, how can you improve email communication in the workplace? Of course, the first thing that needs to be thought about is the technology of email: what you are currently using, and if you are comfortable with it.
While there is no denying that email can be frustrating for most people, especially those who work in an office environment, it can also be very helpful in saving time and energy. For example, having an e-mail account at work may be the only way to stay up to date on an upcoming sales conference call. If you are constantly forgetting important deadlines or sending e-mails late, you can put this to an end by being more aware of what you need to do to stay on top of things.
However, one area that many companies are not making use of, and have not yet learned how to improve email communication in the workplace is their employee e-mail addresses. This might seem silly to some, as most people would assume that they will use the same e-mail address for all personal and business e-mails. While this is true for many employers, it is not always.
If your employees use e-mail accounts that they rarely use for their work, you may want to consider changing them to the employee e-mail addresses that you would normally use for your business. You should then assign these accounts to specific members of your staff, depending on what area of the company they will primarily be working in.
Then, you should assign an employee to each of these specific areas. For example, you may assign an employee who works in a sales department to that particular department. This is just a simple solution that should make it easier for the employee to keep up with what is going on in their particular department.
Make sure that you allocate some time each week to spend in your common work space to get your communications sorted out. Communication is one of the most important things that you can teach your employees about and doing this daily will make a big difference.
How to improve email communication in the workplace doesn't have to mean anything fancy; you simply need to establish a good communication relationship with your employees. The worst that can happen is that they might forget your birthday.
One thing that will take a while to develop is a sense of appreciation for what you do for your clients and customers. It is also important to respect their privacy and not to use your employees to send any unsolicited material.
How to improve email communication in the workplace is actually more complex than it may seem. You will need to ask yourself questions such as:
Can you get more time out of your employees for other tasks that need to be completed, before you change the focus to email communication? For example, you might need to dedicate an hour a day to reviewing information that has been sent over the past two weeks, or even more time to respond to customer queries.
Do you require any form of direct contact with your customers or clients? Is there any specific type of electronic mail that you send over again, so that you are sure that everyone gets the same messages?
What problems have you encountered with email communication in the workplace, and how can you resolve them? This is where having a good plan to improve the situation will help you deal with problems quickly and efficiently.