Why people would like to use email more than use phone in the work - Admission/Application Essay Example

Why people would like to use email more than use phone in the work? Emails are the most convenient and the cheapest form of conversation available. Although various social networking sites, mobile phones and other means have been made available to the masses but despite that the popularity and the usage of emails in the 21st century has sustained without the slightest dent to its market. Although emails are not used any more for social networking purpose but their importance still remains when it comes to businesses. It is of supreme importance to note that emails are currently one of the most efficient ways to communicate in business and its usage has remained stable in the past decades. "Email has overtaken the telephone in terms of the most common workplace communication tool." (Brandt, 156) Emails are commonly used as a mean of business communications. It undoubtedly is a very convenient and highly effective tool for such communications. "Email provides a asynchronous means of communication in both home and work environment." (Kraszewski, 62) Emails do not require any expensive setup, connection or location. They are the most inexpensive form of communication which just requires the presence of an internet connection which is generally seen to be present in a business setup. Emails provide a safer environment and are generally only accessible by the authorized therefore safety remains intact. Emails can also be printed out but usually they are kept as soft copies which make it easier to archive or retrieve this information in a convenient and safe manner. In organizations which have a large set up and internal communications are required even there emails are used. Everyone part of the set up can send or receive emails about the various activities that take place in the organization without the requirement of any face to face communication. The message penetrates from the CEO of the organization to all the employees at the root level and hence communication becomes quite easy. The market of email has been quite diversified. "The last decade has witnessed increasing interest in email communication." (Gimenez, 154) Being an integral component in business communication many activities at work are done with the help of emails. Emails are being used in business, staying updated, spread awareness and also to correspond with peers and mates. Email has become popular mainly because people are most of the time connected to the internet and it is really difficult to find people now who do not have an email access. Therefore communication becomes easier and cheaper. A new field has also emerged which deals with the Email marketing. Through the help of Email marketing many organizations are expanding, running their businesses or developing the most convenient and effective strategies for business which use the web for their propagation. It does not matter how big or how the business might be, through the help of email a proper campaign can establish which paves ones way to high level conversations, dealings, pay scale, and develop awareness among the masses of various brands and deals. Today many individuals earn their living by sitting at home and dealing through clients with the help of an active mailing address which requires no face to face conversations or any direct contact but earning is made and the work is done. Emails are very convenient as compared to phone calls or other means at work. One only needs to draft proper mails, enter the recipients email access, add the matter, fill in the subject and finally send the mail to the required person or organizations. The message through an email will reach the respectable business associate or client within no time. This message will not only reach his desktop, his laptop but also his web enabled smartphone through which he can have immediate access to it. Apart from being more convenient than the contemporary means of communication that is postal mails and faxing, it also does not require any call or a formal appointment. One does not need to worry about the persons ease and can easily send the mail to which he can respond in accordance with his ease and convenience. Today websites such as skype and others which allow verbal communication are becoming quite popular but the problem with such sites is that they do not provide a formal environment. And apparently many of the business organizations still use emails as a major and basic form for their communication. And to access such websites one certainly requires an email address therefore no work is possible without having a valid email address when it comes to business. Today many websites which are functioning online require an email address of their customers so that they can maintain relations and perform their business. Through the advent of emails mass communications have been possible. Today when businesses require making communications on a mass level they do not sit calling each and every client but a method of emailing is used which helps the organization to contact a large group of people, sending the message conveniently to all without disclosing anyone's identity hence providing a safe mean. Emails help to maintain track records which calls do not offer. No valid information can be tracked when we are calling a client and information needs to be written down in such a conversation. When it comes to emails a proper record can be kept with the information and data remains intact for any further reference. Emails do not take much storage and are accessible by you easily in your account which avoids the clutter of paper documentation and space issues when it comes to offices. Phone calls are pretty harmful to the human self and cause various diseases when overused but on the other hand emails are friendly to the environment as they provide a safe alternate and results in saving wastage of paper. Another major benefit of emailing which one cannot benefit through calls is that it provides the substantial details which help to manage a business. Emails are far more organized than phones or phone calls. They provide each and every detail which is required to stay organized and manage stuff. Emails are usually managed through date, time which helps the companies to access each mail on the basis of its importance. In those situations where one to access big organization or respectable high officers one cannot just directly call them and discuss. In majority of the cases one does not have access to their personal contacts, in such a case emails provide the best way to communicate and convey the desired message. Emails are safe and accurate therefore they reach the official or the organization on time without any hassle providing them to reply at their own pace and convenience. This helps in building up on respect and develop better relations with the organization.(Krizan, 254) Emails are far more formal than phones. They provide a safer way to think, analyze and then formally interpret to whoever it may concern. Phone calls tend to be very casual and are usually considered to be ethical as well. They can cause immense disturbance at times as they can intrude and affect the privacy of individuals. There is not any formality in them and can also result in offending the person but emails on the other hand are reliable and can be accessed according to their own leisure which overcomes the privacy issue. Thus, "The advantage of email over telephone calls for messaging is that the communication is not dependent upon both or all parties being near the telephone at once." (Clyde, 108) .When writing emails one is at its own pace without any time constraint as such and therefore he can come up with a proper email with precise words which become quite impactful at times. On the other hands calls are pretty spontaneous and one wrong move can cause immense damage to the company or the individual. "Email messages are longer than most routine messages because of the extra space needed for developing an appeal and providing convincing evidence." (Lehman, 284) Emails are precisely evidences. Phone calls provide no evidence and are a vague way of communication. Many deals which are done through phone calls can turn out to be a complete disaster for the organization as there is no proof of them and hence no claim can be made. Especially small scale businesses which function through phone calls often undergo immense loss when the client does not show up or take charge of the product. In such a situation these businesses undergo only major losses and setbacks. All dealings require written evidences which are certainly not provided when they are done through phone calls. Emails are a record and any dealing which is done through them is done in black and white therefore there is no way out and claims can be made in any circumstance that arises as they are sheer evidence and claims can be made on their basis. According to the Law of the internet, "Electronic mail records are documents that can be used in litigation in the same manner as hard copy documents. In numerous court cases stored email messages provide important evidence." (Delta, 9-22) Through emails one can expand its database and also their business which is not possible when it comes to phone calls. Emails help in expanding ones reach and network. One can grow their network by sending their business proposals through an email which can then be forwarded by the help of peers and mates to their contacts and so on and so forth the process continues resulting in the spread of business or idea to the masses without actually knowing or having contact with them. This way communication is possible to people who are not known and business propagates within them. Hence, "Email breaks down the barriers of distance and time by allowing workers to conveniently communicate with their heads when and where it is convenient." (Khosrow, 296) Psychologically it is believed that "Email is much less intrusive than telephone calls." (Bhugra, 370). Emails have completely revolutionized communication in businesses. Their popularity can easily be judged by their widespread. They provide privacy, ease, convenience; evidence ad easy communication which cannot be obtained altogether through a phone call. It is seen that all major institutions that are operating in the country use this method to communicate effectively with the masses as well as their employees. Undoubtedly today emails are more popular at work than any other mean of communication. Phone calls because of their casualness are not preferred at all and are only used on rare occasions whereas on the contrary emails are conveniently used and no extra charges are applied. Therefore it is not wrong to say that many large scale businesses as well as local businesses have incorporated emails as their sole way to carry out communications local as well as globally. In a nutshell, emails are "A cross between a conversation and a letter, emails is as fast as a telegram and cheap as a whisper." (Crystal, 130) WORKS CITED Kraszewski, Sarah, and Abayomi McEwen. Communication Skills for Adult Nurses. Maidenhead: Open University Press, 2010. Internet resource. Lehman, Carol M, and Deborah D. DuFrene. Business Communication. Cincinnati, Ohio: South-Western College Pub, 1999. Print. Brandt, Josef. Emails.Leverkusen, 1960. Print. Khosrow-Pour, Mehdi. Innovations Through Information Technology: Proceedings of the 2004 Information Resources Management Association International Conference. New Orleans, La. Usa, May 23-26 2004. Hershey, Pa: London, 2004. Print. Clyde, Laurel. Managing Infotech in School Library Media Centers. Englewood, Colo: Libraries Unlimited, 1999. Print. Bhugra, Dinesh, Stuart Bell, Alistair S. Burns, and Dinesh Bhugra. Management for Psychiatrists. London: Gaskell, 2007. Print. Gimenez, Julio. "Embedded Business Emails: Meeting New Demands in International Business Communication." English for Specific Purposes. 25.2 (2006): 154-172. Print. Delta, George B., and Jeffrey H. Matsuura."Law of the Internet - George B. Delta, Jeffrey H. Matsuura - Google Books."Google Books.N.p., n.d. Web. 1 May 2013. Krizan, A C, and Jules Harcourt. Business Communication. Cincinnati: South-Western, 1998. Print. Crystal, David. Language and the Internet. Cambridge, UK: Cambridge University Press, 2001. Print. Read More