Table of Contents
Table of Contents
Efficiency
Businesses aim to be efficient first and foremost. They want tasks to be completed quickly and accurately so that they can move on to other priorities. Emails are particularly helpful in this regard, as they are sent and received almost immediately, allowing for quick communication and streamlined workflows —two essential aspects of a well-functioning business. Younger employees who are just entering the workforce have been reported to not be as interested or engaged with their emails, preferring to communicate via Teams or other instant messaging platforms. However, many still believe that emails are irreplaceable in the corporate world.
Formal situations
Some Gen Z employees may consider emailing to be quite outdated, but even they admit that there are some situations where this medium is a must. When situations are more formal and require written documentation, people tend to prefer emails, regardless of their age or work experience. The emails have the advantage of being reliable, archivable, deposition-ready, and time-stamped, making them more trustworthy than chat groups from a business standpoint.
However, to ensure all your data and documents are safe, make sure to get a free business email instead of using one of the addresses you already have. Separating professional and business emails can be of tremendous help in the long run, especially since it provides better security. A business email also offers encrypted operations, ensuring that your data remains private and compliant with relevant privacy laws. You can create groups that allow you to keep the entire team organized and connected at all times, manage your calendars with much more ease, schedule, snooze, and go back to your emails whenever you have time.
Geographical reach
Emails have become universal over the years, to the point where everyone in the corporate landscape is familiar with them, and knowing how to write a proper email is part of the job description of many. As a result, email has become a sort of universal language used all over the globe. This makes it ideal for communicating with overseas partners, remote employees, distributors, and other stakeholders. If you want to expand your business into new marketplaces, you will have to ensure seamless communication first and foremost. There are few mediums that can guarantee this as well as the email.
You can send an email at any time and to almost every country in the world, which is very important considering time zone differences. Some people do shift work, and if you’re aware of what their timetable is, you can also schedule the emails to be released at a special time. If your team is based all over the world, this can be particularly helpful and show that you value everyone’s input equally.
Keeping a record
Documents must be kept in order to achieve success. Knowing where everything is and having an easy time locating files is of paramount importance and can save you from difficult situations as well. Emails can be stored in categorized folders to make this process easier. All the methods you have used in the past for various projects can also serve as a reminder to plan future endeavors that may be similar. Moreover, if there are any disputed topics within your company, you might find the answer to the issue in a previous email and save everyone a lot of trouble.
Moreover, since the information is stored digitally instead of on paper, you don’t need to worry about it becoming damaged or being tampered with in any way. Having this information in a secure email account also means you can easily access it if you need to work from home for a while, or if you need to solve a quick work task while you’re on vacation.
Cost reduction
Reducing costs is always at the forefront in the business landscape, and using emails fits right in with that philosophy. Most of the time, email is an entirely free tool that can be used without the need to worry about any additional fees. All you need is a reliable internet connection, and you’re ready to go. You can also sell and receive all types of files via email without incurring any additional costs. Since using email is entirely paperless, you save money by not having to use an extra number of items to write and store, which is also beneficial for the environment’s well-being, as you create less waste and use fewer resources at the same time.
Potential drawbacks
The accessibility of emails also makes them an issue when it comes to finding the perfect work-life balance. Many feel the need to constantly check their work email, especially since it is so easy to do so. Setting limits is a must, but if you’re worried that others won’t be able to reach you, make sure to communicate the best times during which your colleagues can reach you. Security issues can arise (and have catastrophic consequences as a result of the large amount of data that an email holds), but having robust passwords will largely mitigate this concern.
Some are also worried that emails are less personal and prefer face-to-face conversations and even phone calls when available. However, emails can also be modified in order to sound less stiff and formal, and remain a must for most business situations.
To sum up, work emails offer numerous benefits, including maintaining records of documents, files, and conversations, as well as facilitating seamless communication. They are familiar to people from all over the world and can even be used as a marketing tool. On top of all that, using email also means that you don’t waste paper. All these features have made it a lasting presence in the corporate world for many years.
