This article will explore the subject of internal email under the following divisions: disadvantages of using internal email; benefits of the adopted policy; case organization; other internal communication media (social media, communote)…
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The paper tells that email is a way of transferring digitised information from the source to one or more recipients using a web enabled device. It requires that the two parties have access to the internet to make the exchange complete; its servers receives information from the sender, directs it to the recipient and stores the content to be accessed at will thereafter. With improvements in computer technology, traditional forms of communications shifted from physical print outs for instance, memos to modern digitised forms which include internal email. This is used by businesses and organisations for communicating with its employees. This form of communication has brought with it some challenges which were only realised after corporations realised that there was minimal control over information exchanged among employees and the outside environment. Despite compliance standards set by corporations to guide employees on the right email content to use for internal communications, the number of emails exchanged in a day is so many that internal control mechanisms cannot effectively handle. In 2008, about 103 billion emails were sent in corporate companies the world over. These are some of the problems associated with internal mail. Phones 4u is a large mobile phone retailer based in Britain, since its inception in 1987 by John Caudwell and his brother Brian, the store has grown leaps and bounds to boast of 550 outlets in the United Kingdom. This company operates in a tough business environment and transformed its internal processes over time, to cope with increasing consumer needs. Britain’s communications regulator (Ofcom) found Phones 4u liable of various malpractices ranging from lying to clients about their coverage, and delay in refund processing to those who purchase faulty phones. Due to such damaging allegations, the store did an internal check to determine the root cause of these inefficiencies and address them. Among the resolutions was rejection of internal email as a communication medium within and outside the company to monitor information flow to protect its brand from lurid accusations that were threatening its existence. Along with other changes effected for instance, provision of insurance packages for Smartphone buyers to reduce costs associated with customer returning damaged phones that are within the warranty period, it performance has rebounded with turnover growing 22% in 2010. Disadvantages of using internal email Liability: Unmonitored use of email can lead to consequences relating to violations of internal corporate rules and government regulations. Companies have internal intelligence and secrets that they may want to be kept private within its boundaries, they however, do not have the capacity to shield employees from knowing the same. Other modes of communication can be monitored to gauge its compliance; however, information contained in email is drafted by the sender, who decides on the context. The copy sent to the recipient can however be retrieved by investigators at the request of the authorities if it results in a civil lawsuit. The aims of corporate compliance is: to protect employees from unwanted behaviour, protecting company’s assets from misuse due to inefficiencies, minimise corporate risk and streamline operational processes to increase output. This secretive nature of email message exchange makes employees be tempted to use the medium to exchange private, but damaging information to other people for whatever gain. For instance, an employee might leak a product diversification plan by his company, the competitor who requested for the intelligence then wards off competition by introducing his own version of the same, with the same formula, to sabotage the originator (Smith & Mounter, 2008, p. 127)2. The government engages with corporate bodies on a daily basis, these businesses might hide some information from the government especially on matters relating to financial position. For
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