Some years ago John Cauldwell who founded and ran Phones 4 U was petitioned by his retail branch managers to ban the use of internal email. After consultations with his staff Cauldwell ordered the cessation of internal emails.
In this essay I aim to identify both the problems and benefits of implementing such a policy in an accountancy setting. Additionally I will determine management problems arising from organisational change and how management structures are influenced by the size of a company.
What is internal email?
Email is a widely used form of business communication and in a large organisation with many employees; an internal email system is frequently used. Internal email allows mail to be sent between employees and departments. It was once considered a highly effective communication tool; however, many organisations are turning away from internal email due to its disadvantages.
A lot of employees spend hours opening their emails, many of which are spam e.g. Chain letters, links, jokes etc. A lot of emails that are work related end up being spam as well, as they are not related to that particular employee but come from within the organisation. These numerous emails turn out to be unwanted and irrelevant to the employee, affecting employees’ productivity and resulting in important emails being over looked.
For example, CEO Thierry Breton of the French information technology company put together an in-depth study to see how many emails his employees were receiving. After the study he said “We found on average it was over 100 emails per day. After further analysis, we realised they found 15% of the messages useful, and the rest was lost time. But they had a fear that they would miss something. We checked at work and at home also - and we realised they were spending 15 to 20 hours a week checking and answering internal emails.”
Using internal email is less personal than face to face communication. It can hold back social interaction and reduce relationship building in a work place. When dealing with written communication the recipient cannot read the writer’s tone and expression, therefore it is left to interpretation and this can lead to misunderstandings.
Internal email can also be quite costly for businesses, regardless of the fact that the business is not paying for storage as you would with an outsource email provider. There are many cost associated with running an internal email system such as, software and hardware upgrades for the server. The business will also need to employ staff to support and maintain the email servers on a continual basis, increasing labour costs. The business will also be responsible for backing up emails and ensuring sensitive data is stored in a safe location.
Internal email is useful for conveying simple, defined information. For example, meetings, directions, invitations etc. There is nothing confusing about the content in these types of emails and therefore, it is unlikely that get a response from the recipient.
Using internal email is a very efficient way of communicating with people inside your organisation, as well as people external from your organisation. Email is efficient in sending emails overseas; accountants may need to send reports or statements to clients and colleagues.
It is very simple to send files and documents to people, which is something that happens a lot in an accountancy setting. You are able to attach large files and documents without using up resources like paper. This can save an organisation a lot of money.
Internal email is extremely useful for managers. It is good for delegating clear administrative tasks or tasks regarding accounts to different people, and it will be received by the recipient immediately. Therefore, the recipient can take action as soon as possible.
Being able to send emails individually or to groups is beneficial in an accountancy setting. It is…