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Evolution of Office Management: Mastering Email Communication

This presentation by Ella L. Davis explores the history of office management and the transformative impact of electronic communication on workplace efficiency. From traditional interoffice equipment like speaking tubes and typewriters to modern tools such as email and computers, the session discusses how technology has reshaped communication in businesses. Key topics include managing email problems, ensuring security, and generating effective email practices. Learn about the benefits of email, potential issues, and tips for maintaining professional communication in the digital age.

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Evolution of Office Management: Mastering Email Communication

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  1. EMAIL: TODAY’S COMMUNICATION MEDIUM Ella L. Davis Alvernia University January 15, 2010 MBA 670 Corporate Communications Instructor: Dr. Jodi Radosh

  2. Introduction • History of Office Management • Electronic Communication • Managing Email problems

  3. History of Office Management Office Workers • Family Businesses - Owner & Clerk • Scientific Management – Workers are Instruments • Attractive Workplace

  4. Early InterofficeEquipment Speaking Tubes

  5. Early InterofficeEquipment Pneumatic Tubes

  6. Early Outside Communication Equipment Mechanized Mail Room

  7. Early Outside Communication Equipment Mechanized Mail Room

  8. Early Outside Communication Equipment Telegraph

  9. Early Outside Communication Equipment Telautograph Facsimile

  10. Early Outside Communication Equipment Telephone

  11. Document Administrative Equipment Typewriters Word Processors

  12. Document Administrative Equipment Stamps

  13. Document Administrative Equipment Stamps

  14. Document Administrative Equipment Copy Press

  15. Document Administrative Equipment Electrostatic Photocopying Machine or Xerography

  16. Electronic CommunicationComputers Eniac 1946

  17. Electronic CommunicationComputers Univac c 1960

  18. Electronic CommunicationComputers Internet

  19. Thought Question - How many of the machines we just discussed have been replaced by computers?

  20. Electronic Office Changes • Computers – • Address and Stamp Postal Mail • E-mail • Copiers • Scan documents to electronic files • Telephones • Voice mail • Fax • Cell phones

  21. Electronic Office Changes • Computers – • Address and Stamp Postal Mail • E-mail • Copiers • scan documents to electronic files • Telephones • Voice mail • Fax • Cell phones paperless office?

  22. Email benefits • eliminates boring meetings, • does away with telephone tag, • can communicate when convenient • provides clear documentation, • reduces response time, • enhances efficiency Hershkowitz-Coore, S. (2005). E-mail: Toxic or terrific? The Journal for Quality and Participation , 11-14.

  23. Managing Email problems • Email Security Issues • Broadband security risks • Laws governing surveillance • Cyber security and authentication • Certified mail challenges • E-mail certification • Protecting the corporation, respecting employee privacy • Personal security and privacy

  24. Managing Email problems • Legal issues • Unsolicited Email • Sexual Harassment • Document Retention

  25. Generating effective ecommunications • Habits from hell: • @ 1: E-tête-à-tête? • @ 2: Inappropriate forwards • @ 3: Sending large attachments to all • @ 4: Unread email • @ 5: Using offensive language Institute of Engineering and Technology. (2008, 24 May - 6 June). exposed: emails's worst habits. Engineering & Technology , pp. 58 - 60.

  26. Generating effective ecommunications • Habits from hell: • @ 6: Office spam - Copying-in too many people • @ 7: Emailing the wrong person • @ 8: Misspelling • @ 9: Long email ‘trails’ • @ 10: Emailing company confidential information outside Institute of Engineering and Technology. (2008, 24 May - 6 June). exposed: emails's worst habits. Engineering & Technology , pp. 58 - 60.

  27. Generating effective ecommunications • Good email practices: • Write clear emails • Get off mailing lists • Have a real conversation • Avoid personal emails • Review who will receive the email • Name that attachment • Full signatures • The art of smart emailing – Common sense company policy Institute of Engineering and Technology. (2008, 24 May - 6 June). exposed: emails's worst habits. Engineering & Technology , pp. 58 - 60.

  28. Conclusions Tools - • Mechanical Electronic Workers - • Execute Tasks Autonomous • Responsible for appropriate use of tools • Functionality of tools • Solutions - • Training • Company Policy

  29. Thank you

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