Discuss about the Communication Skills for Computershare Limited.
The report describes the formal email policy of the company Computershare Limited in Australia. Communication forms one of the most important aspects of business dealings. Different teams of a company need to communicate with a lot of people ranging from the employees of the company to the business partners and also with their clients. The companies interact with different people adopting different forms of communication such as verbal communication or telephonic communication. Sending emails also form an important method of communication in business (Joshi et al. 2012).
Business people use email as a standard mode of communication. Emails only require an internet connection which is present in almost every business organisations in today’s world. Email is a mode of communication that does not involve any cost or expenses. Emails help to maintain the soft copies of the documents exchanged. People can easily archive and retrieve email communications. Although emails cannot substitute other forms of communication, still emails function as an effective method of sharing information, be it personal or professional. Through emails businessmen all over the world share messages and information with the full workforce in a convenient, fast and precise way. Many firms doing business take the help of email conversations as their marketing strategy to share information with their partners, stakeholders or with the common public. The format in which emails are sent is also very catchy, and they can easily draw the attention f the recipients to whom they are sent (Clouse et al. 2015).
The use of email conversations in business dealings has been revolutionary in the world of communication in business. Employees of a firm can access valuable information from a phone or a computer just by a single click. The customers or clients of the company can easily avail the information shared with them through emails. The use of emails by the firms can also help to increase their sale values and productivity. Companies interact with their target customers through emails (Eid and El-Gohary 2013).
The company Computershare Limited is the highest ranked company performing the job of transferring stocks in Australia. The headquarters of the company is situated in Abbotsford in the Victoria district of Australia. The founders established the company in the year 1978. Since then the company has developed to a large extent through acquisitions. The workforce of the company comprises of 14000 employees. The company lends its services to more than 16000 customers spread across 20 countries all over the world. The main functions of the company include transferring of stocks and providing corporate trust and share plan with its employees. The company provides its services to the likes of United Kingdom, South Africa, HongKong, Denmark among a few others. The company Computershare is distinguished as the highest ranked provider of most of the services it offers in the global market. The company offers three important quality services to its client that consists of certainty, ingenuity and advantage. The excellent expertise of the workforce of the company, its vast geographical spread and the extraordinary level of service that it provides to its customers make the company one of the leading firms in the industry. The investment of the company in technology is also worth noting (Computershare.com 2016).
It is necessary for the company Computershare Limited to develop a formal email policy to perform the business activities. The formal email policy poses a restriction on the excessive or overuse and inappropriate use of the email system. The formal email policy of the company states that the company mail should be used only for the business purpose, and it should not cause any harm to the interests of the company. The formal email policy of the company does not allow any member of the company to use the company email to sell any products outside that which the company produces or for any promotional purposes. The formal email policy also state that no employee of the company should use the company email to harass, distract or intimidate any people outside the organisation, nor do the same with any of their co-workers as this would harm the steady workflow of the company (Lee et al. 2016).
It is essential for the company to formulate the policy for using emails to lay the guidelines that the employees of the company should follow while using the email. This would reduce the misuse of the electronic mail service provided by the company. The management of the company has laid down the formal email policy, and they have granted the permission for the use of the email of the company. Hence, the company holds the right to dismiss the privilege given to the employees to use the formal emails if they find any misuse of the formal company mail (Mayer and Mitchell 2012).
Though emails are widely used in business dealings all over the world, there are many serious issues encountered with the use of emails. A great deal of the company’s communication regarding business and the company’s workflow is dependent on the use of emails. Though email forms the basis for the communications in business, it has some flaws and uncertainties attached to it. Some of them are listed below:
The company Computershare Limited uses official emails to maintain a steady workflow in the business. There are some issues attached to the use of emails for this purpose. The company cannot use emails to share active applications with its employees or customers as emails are more efficient to deliver written messages. The use of emails is not a very efficient method to share files as the files do not get dispatched in a much organised manner (Sapp et al. 2013).
Another issue that the use of emails has is the problem of email addiction. Some people develop a deep connection with their email inbox that interferes in their day to day activity. Some people develop the habit of checking their email inbox very frequently even when they are not in their office. Physicians and psychologists term this habit of people to be addicted to emails (Clouse et al. 2015). The author describes some of the symptoms that reflect email addiction as follows:
People can get rid of email addiction very easily by following some simple steps which the author describes below:
Email addiction is a problem that is increasing day by day with the development of technology and with the increase in work pressure.
Email is the least expensive and fastest method of communication, but the non-judicious use of emails in business can pose a great threat to the business. The employers of the company Computershare Limited have concerns regarding the use of emails by their employees. The concern of the employer is regarding the following issues:
The author discusses some of the legal issues in connection with the formal email policy of the company.
Emails play a significant role in the issues regarding discrimination of all kinds. Hence, while formulating the email policy, the company would include a norm that no employee should use their personal emails on the company’s system. The company also has a rule in its email policy that employees should only exchange professional information with other employees of the company. The email policy of the company also includes a point that the company does not allow, nor permit any of its employees to convey controversial messages regarding age, gender, caste, religion or race through the company email (Barry et al. 2014).
Every business organisations should formulate their email policy keeping in mind the protection of privacy of their employees. Though employees use the company’s email to conduct business transactions, they have the right to protect the privacy of the information they share in the company’s email (Brooke and Paige 2015).
The company Computershare Limited has established a formal email policy for its employees. The formal email policy of a company has certain benefits. The acceptable use policy of emails set out by the company defines the responsibility of each employee to use the company emails judiciously in their business dealings. The company encourages its employees to use its email to support the goals and objectives of the company. The formal email policy of the company states that the employee must assure that they use the company email in a way that is acceptable and non-objectionable, the use of the emails must agree with the existing legislative policies. Under the email policy of the company, the employees should not create any unwanted risk in the business of the company by misusing their email. Hence formulating a formal email policy the company can ensure the above mentioned facts. Moreover, another important benefit of establishing a formal email policy of the company is that the company can avoid certain unwanted behaviour of its employees (Zucker et al. 2013). Some of the unacceptable behaviour of the employees include the following;
These are some of the activities of the employees that the company can avoid by formulating a formal email policy.
The formal email policy of the company Computershare Limited is quite strict. The company encourages all its employees to strictly follow the formal email policy. The following are some of the ways following which the company can implement its formal email policy:
Conclusion
The report describes the formal email policy of the company Computershare Limited based in Australia. The report highlights the necessity of the formulation of the email policy of the company. The report throws light on some of the issues involved in the usage of emails. It describes the problems of email addiction and the legal implications of the use of emails. The report states the process in which the company enforces the email policy on its employees.
References:
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Clouse, K., Schwartz, S.R., Van Rie, A., Bassett, J., Vermund, S.H. and Pettifor, A.E., 2015. High mobile phone ownership, but low Internet and email usage among pregnant, HIV-infected women attending antenatal care in Johannesburg. Journal of telemedicine and telecare, p.1357633X14566569.
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Lee, J.L., Choudhry, N.K., Wu, A.W., Matlin, O.S., Brennan, T.A. and Shrank, W.H., 2016. Patient use of email, Facebook, and physician websites to communicate with physicians: A national online survey of retail pharmacy users. Journal of general internal medicine, 31(1), pp.45-51.
Maiello Brungo & Maiello. (2010). Legal Issues and Email: Why Your Business Should Have an Email Policy – Maiello Brungo & Maiello. [online] Available at: https://www.mbm-law.net/newsletter-articles/legal-issues-and-email-why-your-business-should-have-an-email-policy/839/ [Accessed 4 Jun. 2016].
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