Business processes in an organization work well when there is a set of procedures for communication between players in the various stages of production. When information is received on time within the value chain, individuals responsible are able to work their part and pass on the message to the other party within the chain. When all these are well coordinated, decision making process is made easier. The final result is increased efficiency in production process, increased sales, profitability and improved shareholders value.
Unlike traditional way of communication through meetings in boardrooms and other such arrangement, with email addresses, staff within an organization are able to prepare reports and send to the bosses in a timely manner. More so, communication among various departments is easy without unnecessary movements from their desks.
Second, it is cheap to send communication by use of an email. In large organizations, senior staff may need to travel outside the country but are equally required to give direction on critical matters in an organization. But with improvement of information technology such staff can be able to have their email addresses liked to their phones, tablets or laptops and can be able to be consulted even when away in a cheaper way than making a telephone call.
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Third, with email help, a trail of correspondence is recorded and can be retrieved in event there is a dispute. More so, it serves as a good reference so that a party to communication can remain relevant to the subject been discussed. It is possible to track non-responsive staff to customers inquiry by checking the thread of the time and dates of correspondences.
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Email addresses are critical for passing confidential information or reports to the right people in an organization. The sensitivity of such critical information is safeguarded by use of passwords that are unique to the address owner.
Tracking of email address that has been used to leak sensitive customer detail is very possible by simply conducting a system audit. That way, the culprits can easily be brought to book because the address is and passwords are unique to the owner of the email addresses.
The advantages associated with emails far much out do the negatives and should, therefore, be adopted by all organizations for purposes of improving their efficiency and tracking of staff besides keeping records. It is therefore imperative to make use of information technology to save on time associated with unnecessary movement across departments by staff. A company image is enhanced by use of the email address. It also provides written communication unlike other traditional approaches like a telephone that have no records of the correspondence. Therefore it is important to set up an email address for the company from the onset.