Management and Invention of Internal Email Services - Essay Example

Management Introduction Management encompasses both science and art in the various ways it is handled. Regarding the art perspective, management is involved with making individuals more efficient than they probably would not have been without you. The science aspect involves the manner in which that is practiced. Management involves four fundamental pillars including organization, planning, monitoring, and directing. Proper earlier management presents a tremendous track of accomplishment. This aspect of management brings out the effectiveness and value derived from individuals. Various undertakings require examination before undertaking them so as to enable for sound judgment. Figuring out objectives and then setting up a plan on now to reach the targets is one key technique of efficient planning. One major planning tool that happens to be efficient is enquiring from the individuals carrying out the various tasks for their input. Making it happen happens to be the next procedure of the management process after obtaining a plan. The management ought to ascertain that everything required to implement to the management plan is set or is available when required. It is imperative to confirm that everyone comprehends their role and significance their role contributes to the general success. The following procedure involves telling individuals whatever they are required to perform. It is crucial to make certain everything is running according to plan. When there exists a setback, management is charged with the role of stepping in to modify the plan. Managing is not a simple task. Nonetheless, it can be performed successfully with the experience being very rewarding. In the management process, matters that could be derailing the efficiency of individuals often pop up from the actions they are involved in that are time consuming. Internet email tends to be abused by the individuals working for various organizations. It is in this light that this report is looking to examine the management reasons that lead to their decisions to banning the use of internal email within the organizations. This report also gives an example of some of the corporations or organizations that have resulted to the prohibition of internal email usage, highlighting whether the move is an effective tool for effective management (Daft, 2011, 123). Phones 4U administrator is part of the emerging team of management that has called to the end of staff facing up their work without engaging in the utilization of email. Phones 4U ironically commends the virtues of contemporary communications to customers, however, the staff has been prohibited from utilizing one of the world’s most inexhaustible tools of communication, email. The holder of this chain’s multi-millionaire commercial holding, John Caudwell has the faith that the 2,500 staff has wasted a lot of time receiving and sending emails, rather than adequate time dealing and serving the customers face to face. The owner believes the email prohibition resulted in a dramatic and affirmative effect. According to John Caudwell, the email was insidiously overrunning Phones 4U. There had been signs by the management and staff, as well, at the firm’s headquarters and its stores, that the email propagation was inhibiting their effectiveness. The time spent per day after the ban, as articulated by Caudwell, amounted to three hours, which translated to a saving of ?6m each month. The industry players analyzed the move by Caudwell as a means to rejuvenate Phones 4U in its quest to take on its major competitors, such as Carpfone Warehouse. On the contrary, some market analysts view such measures by managements differently. After chopping the hard expenditures to the bone, focus has shifted to the malleable expenditure, the individual time spent on the practices of management that have for years gone by unnoticed. The requirement for outstanding managers is ever present. The unprocessed number of managers required is declining. This has been necessitated by the networks and individual computers enabling information availability more promptly. Nevertheless, the desire for outstanding managers, who can be in charge of themselves and others, as well, in a high pressure environment, is on the rise. The CEO of ATOS, Thierry Breton articulates that merely 15 percent of the 200 e-mails received by his employees on standard are of significance, and that the employees are engaged in time wasting activities in a period of between 5 to 20 hours a week handling e-mail. Thierry Breton too wants his employees to result to the use of instant messaging, as well as, other similar chat communications media. Such measures have served to annoy the majority of the employees, as their views regarding the prohibitions of internal e-mail, is perceived as a dreadful business practice. In deed e-mails are extremely significant for documenting pronouncements and remembering the questions requiring response, the things needing follow ups, and many other such like activities. According to employees, instant messages are more challenging compared to e-mails which are preferred for circulation of a project plan or issuing of notices. Instant messages come in handy when the issue at hand requires handling right away. In the case of ATOS, some are in conformity that it is essential that the 85 percent of the invaluable e-mails is dealt with. The move is meant to encourage actual live individual interaction among the staff. Those who comprehend the management’s motivation for the prohibitions thus, do not resent them for the decision. The arguments thrown in the fray by other quarters serve to question the effectiveness of the bans, since individuals already appear to be inefficient with email. Its call for implementation is expected to provide a soonest fall on the face. It is imperative for the management to take into consideration such sentiments by the staff or the other market players, that there is a developing faction in the world of technology, to dispose of email in support of the face to face communication. The propagators of the prohibitions are viewed as to avoiding being tethered to their inbox every other time, instead choosing to have deliberations wrapped up in conversations of maybe up to five minutes. The workforce may perhaps also be unwilling to abandon the usage of email, as that has been the norm ever since computers began showing up on the work desks, replacing type writers. It could also be argued that going back in the day, there must have been numerous individuals who must have opposed the transition from face to face, as well as, the phone calls to the mode of communication by email. Therefore, maybe perhaps, the prohibition of email usage could be another wave of transformation in the communications methodologies by the workforce. In building a team of successful staff, it is elementary that the electronic modes of communication are discouraged, including the employees sited near each other but engaged in email services, inquiring about certain concerns from each other, however, close they placed or sited. Thierry Breton’s call for his staff to step in his office whenever they want to talk to him is a move that will strive to construct a winning team or cordial relationship among between Thierry and the staff. A clear distinction surfaces when conversations are held in person, unlike resorting to the utilization of email services. Of course the application of email services should not be eliminated completely, as the contemporary world is majorly technological founded. Email services should not be utilized for everything and anything, all throughout as the practice is not fine. The staff should develop a culture of utilizing emails only when it is necessary, especially when the type of conversation is deemed suitable by ways of documentation. Otherwise, regular conversations should only be about that chatting conversation. The email service is majorly applied as a type of commercial communication and generally it is an exceedingly efficient tool of communication. Some of the advantages pertaining to the application of email service are that it is inexpensive, and only needs an internet connection to function. Despite the possibility of the availability of the print out services for emails, emails frequently remain as soft copies since archiving and retrieval of the email communications is a simple task to accomplish. However, emails should never substitute all the face to face communication, and any other verbal form of communication. Internal emails can purpose effectively for sharing information that is basic (Arnold, 2010, 150). Communicating to the entire workforce by just clicking on the mouse is rapid, simple, expedient and can hoard the company finances. Emails saved can function as evidence of communication received is sent, and is effortlessly available to act as a reminder to the recipients of significant information. Numerous commercial ventures utilize email as a strategy of marketing effort in sharing information with customers, prospects, etc. Commencing from the top hierarchy to the junior staff level, including the tentative employees of the commercial venture, it is not true to allege they are capable of receiving and sending communications through emails in an organization. In deed the worth of face to face communication has a tendency of being overestimated. Propagators of the utilization of the email communications suggest that it comes in handy when there is a communication between parties who are not native 0speakers of the official language, majorly the English language. This is for the reasons that it is simpler reading foreign languages compared to listening or hearing over the phone. Several individuals have developed close working associations through the email communications. ATOS Company, as already mentioned pushes for zero email policy. So far the company has managed to eradicate the number of internal emails use by twenty percent in a period of six months. According to Breton’s perspective, he acknowledges an affirmative response from his staff in the eradication process. For a long time, email communication has served an essential responsibility in assisting individuals communicate effectively with colleagues, more so those scattered over long distances. Nevertheless, numerous people do not comprehend the proper utilization of email and the ocean of spam has made inboxes fantastic menus for breakfast rather than instruments of working (Wray, 2012, 1). Compound, awkward accumulated emails from diverse segments of the business including from the IT department the planned outages, information regarding the updates of the product from the promotional activities, fresh policy communication from the HR, and notices by clubs concerning social activities, etc. can contribute to an unbelievable downpour of compound information reaching the inboxes of employees. That can result in the crucial messages becoming obscured with the productivity of employees and engagement, as well, dropping. Klick is a marketing agency based in Toronto, Canada. Klick too does not utilize the internal email technique in its operations. In its initial stages of inception, Klick identified challenges with the email usage and desired to look out for sound solutions. Whereas email communication passes for decent tool for communication with customers, internally it fails to facilitate cooperation, as well as, fundamental working flow. Email communication lacks the intellectual instruments for prioritization, has no context, lacks a structure for management of knowledge, and undermines responsibility (Lorette, 2012, 1). In the case of Klick, as it developed and the amount of disciplines needed for each project increased, fundamental commitments were progressively more complicated to mange. The Klick email thread, where individuals were responding to questions, failed to attain its desired objective; instead it did create more confusion. By Klick diverting away from internal email usage and instead constructing a system that honestly up holds its workforce, Klick does an outstanding job of sorting out signal from noise, therefore, the organization can construct diminutive course corrections in advance in the procedure utilized. Klick has succeeded in not removing individual side from the process of decision making; instead it is often made aware by data. The whole process commenced as a result of lack of satisfaction with the email usage. It is evident the actuality that numerous individuals make use of an apparatus, does not necessarily imply it is the preeminent apparatus for utilization. Some internal emails end up as spam. Spam is more insidious compared to the external spam. The anti-spam program software cannot detect the insidious spam, because they are generated from the email addresses that are official. The workforce is more probable to open the spammed emails and waste valuable time reading them, in the end; it is fellow working colleagues who send them. Conversely, work related email can also end up being spam, as well. These emails could appear as official emails at first glance only to turn out useless to an individual. The other option could be a staff choosing to give a reply to all, whereas the answer is just relevant to the sender of the email. Such emails, even so they could be related to the topics of work, they could turn out to be not relevant, unwanted, and bothersome to an individual, as well. Email utilization in communication in the business is surely minimally personal compared to the communication carried out in the face to face manner. It could obstruct interaction socially and results in fewer cases regarding building of relationships at the places of works. Misapprehensions are commonplace in the communications of written formats merely because the recipient of the communique cannot understand properly the sender’s expression and tone, and is therefore left to interpret the communication by individual’s self. Emails remain a permanent record, and thus require careful treatment (Smith, 2012, 1). Certain individuals refute the notion that emailing is a better tool documentation of decisions and arrangement of project plans. Instant messaging presupposes that individuals are situated at their desks, and are ready to make communication in style at a notice in a moment. Training the workforce on the proper methodologies of utilizing emails effectively ought to be beneficial. The emailing tool has been continued to be revolutionary in the contemporary world of commerce communication, because information is rapidly transmitted along with effectiveness and efficiency that is instantaneous. The workforce is capable of accessing communication from a phone, computer, or PDA almost everywhere, with the same applying to the company’s present and prospective customers. Productivity is greatly realized from the workforce and can be a rapid methodology to increase sales, as well. Additional companies have resulted to using email as a tactical arrangement in a mixture of marketing so as to communicate and interrelate with its targeted market. In the utilization of email apparatus in communication, the business emails should short, snappy, and to the point (Kinicki, and Williams, 2010,234). It is elementary that plain text and widespread fonts comprising signature lines. As evidently illustrated in this document, the call for banning of internal emailing is a proposal that has not been universally accented to by the various commercial ventures stakeholders. The employees in support of the move too happen to be of an insignificant proportion. It remains to be seen whether such a move by communication giant companies such as Phones 4U and ATOS, will thrive in the long run. The success of such a move, it should be acknowledged that the support by the workforce will be elementary in ensuring it success. The various major concerns by the managements that have made the proposals include mainly the time wasted and the unnecessary communication that is carried out by the workforce (BBC News, 2012, 1). The invention of internal email services was meant to bring good than bad to the various applications it would be employed. Top management of organization has to come up with suitable techniques of handling the emailing problem. Coming up with training schedules for the employees in sensitizing them to make better utilization of the emailing services, should be undertaken. The employees should be made aware of engaging in the email communication, only when it is necessary. It is not yet clear whether banning the utilization of internal email communication can be accomplished. The logistics of ensuring that happens is also wanting as the employees’ willingness for this concern is not uniform across the divide. In the contemporary world, it is majorly characterized by the technological transformations. Doing away with the usage of email communication, cannot therefore be easier in such an environment. The management should engage the workforce in the implementation of such proposals accomplishment. Emailing communication has made transmission of information easier and less stressful, considering such factors as the geographical scope. Research studies should be undertaken in determining the suitability of prohibiting emailing communication among the members of an organization. It is apparent that the advantages of the email mode of communication far outweigh its disadvantages. The various leaders who have come up with the moves of banning this popular mode of communication, their moves have been castigated as either stupid or bold. The organizations that boast of achievement of such moves, remain to be relatively few, if at all there is any such organization. Going by the views of the majority of individuals’ respondent to the question of banning emailing service, most are of the views that such a budge will be damaging to the psyche of employees. The emailing communication remains to be a preferred tool for effective communication. List of Reference BBC News - Atos boss Thierry Breton defends his internal email ban. (n.d.). BBC - Homepage. Retrieved on May 18, 2012, from, Smith, J. How We Killed Email: To Save Time and Sanity. (n.d.). GottaBeMobile : Mobile Phones, iOS, Android and Tablet News & Reviews. Retrieved on May 18, 2012, from Lorette, K. Media, D. (n.d.). The Use of Email in Business Communication | Small Business – Chron.com. Small Business - Chron.com. Retrieved on May 18, 2012, from Wray, R. Phones4U boss says staff must face up to work without email | Technology | The Guardian . (n.d.). Latest US news, world news, sport and comment from the Guardian | guardiannews.com | The Guardian . Retrieved on May 18, 2012, from Daft, R. L. (2011). Management. Massachusetts; South-Western College Pub. Kinicki, A. & Williams, B. (2010). Management. 1221 Avenue of the Americas: McGraw- Hill/Irwin. Arnold, J. (2011). 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