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Essay / Email in the Workplace - 871
The use of email is quickly becoming more common in the business world than a phone call. The speed, cost, and flexibility of email have made email the go-to choice for today's business communications. McCune (1997) stated, “E-mail, also known as e-mail, is the latest business communication tool” (p. 14). Today, employees are turning to email more than their phones and fax machines to communicate. This new high-tech form of communication brings a new set of guidelines and potential problems for employees and employers: email etiquette, email overload, and email harassment. To avoid potential problems, workplace emails should follow company guidelines. A company guideline that employees must follow limits the number of non-work-related emails sent and received while they are at work. Today, many employees receive an overwhelming number of emails, which can lead to email overload. Ingham (2003) explains that “email overload occurs when the number of emails sent and received becomes too much to manage, overwhelming the user” (p. 166). Due to the speed and low cost of email communications, email has become the preferred method of communication for most businesses. Most work-related emails are short, professional notes, memos, and reminders sent to colleagues that are easy to manage. However, when employees start emailing personal notes to their colleagues, it can distract them from the work at hand. Personal employee emails take time to respond and read. Many employees also share humorous, chain emails with their colleagues. Humorous and chain emails only increase the number of emails in an employee's inbox. Beyond work emails, employees receive emails from friends and family. These personal questions also distract the employee from work-related matters. Employees who use their work email addresses for personal purposes also often receive unsolicited spam. To avoid email overload, employees should strive to minimize the number of personal emails they write and accept at their work address. By limiting themselves to work-related matters, employees can avoid email overload and be more productive in their work time. Another business guideline for employees is to follow proper etiquette in business email communications. Understanding the rules of professional email etiquette is quickly becoming a required implicit skill for employees. Email is the latest trend in business communication tools (McCune, 1997). Employees who use email to communicate need to understand that they represent the company they work for. Every email communication sent by an employee has an impact on the company.