From: Chief Executive Officer

To: Location Managers

Subject: Business Expansion

Due to recent problems caused by an increased number of customers, as the executive manager, am proposing for expansion of the business in order to offer an active customer service. There has been an increase in the number of errors in customers’ orders since the workers are overwhelmed by the number of customers. If we adopt the new expansion plan proposed, the business will be able to implement the electronic customer ordering system. This unique system will be installed at all the branches and will require the customers to input their orders to minimize the errors personally. In this regard, the orders will be prepared by the workers on the basis of first come first served. Those which appear on top of the screen will be prepared first followed by the rest systematically. The aim of this is to increase the speed with which customers’ orders are prepared. The business wants to open two new branches within the region to help serve the customers and reduce overcrowding at other locations. The location managers will have the responsibility of implementing these changes at their respective locations. I am looking forward to your cooperation and support on this business expansion.

Thank you,

Executive Manager.

Is email an active channel to send this message?

Email is one of the best methods of communication within an organization. As technology advances, communication has been digitalized; hence, improving interconnectivity. There is high information transparency with an open dialogue allowing the managers to deliberate on the matters raised.The information is only accessible to the parties intended, hence,no information leaks to third parties. Another benefit of email communication is that it allows the sharing of proactive information. The executive manager is able to provide the location managers with full information ensuring that the decision-making process flows easily. The information is sent to other parties as soon as it becomes available. Also, it allows for remote accessibility, since the other managers do not need to visit the firm’s headquarters to be informed.The info is only one click away from them. Additionally, the information shared through the email comes from a trusted authority. The recipients can subscribe to receive the information as it comes from trusted sources; hence, do not contain malware links that can harm their computers. Finally, it is a better way of communicating a matter that needs urgent solution. The receivers are alerted through the right email.

Potential Communication Pitfalls

Email communication has its own pitfalls despite the advantages associated with it. The first problem is security. Third parties can easily hack important information through the use of malware and then use the information to harm the business financially or even destroy their identity.Time consumption or delay is also another setback since not all the parties are connected to their emails at the same time. This, therefore, takes a lot of time to get the response.Email communication can lead to misunderstanding between the two parties communicating. This is caused mostly by the short abbreviations that are usually used in the emails which a person may fail to understand.

To solve email security problems, an organization can use CoreIT, which focuses on scanning the email continuously to identify the presence of any malware. Installing of a secure emailing system also helps which the integrity of the emails, thus improving data security.

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