More Email in Business Communication Picks
Helping the Disabled Communicate at Work
by Milton Kazmeyer, Demand Media
Technology not only offers great
advancements in worker productivity, but also accessibility. If any of your
employees have physical disabilities or other impairments, chances are there is
a technological solution that can help them participate and communicate at work
on par with the rest of your workforce.
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Physical
Disability
For those with physical
disabilities, communicating through email and other common computer tasks can
be difficult. Windows features a number of accessibility options that change
how the keyboard works to help make it easier to type and to reduce unwanted
keystrokes, you can even configure the keyboard for a one-handed user. In
addition, ergonomic mice or specialized pointing devices can make it much
easier for someone with a physical disability to navigate the Windows graphical
user interface.
Vision
Impairment
Vision impairment can also make it
difficult to communicate at work. Windows features built-in magnifiers for
those who may have difficulty reading normal type on the screen, or you can
always adjust icon and font sizes for maximum readability. Reducing the
brightness of the screen, or switching to white text on a black background may
also aid those employees with vision problems. For blind employees,
text-to-speech programs can make email and Web browsers easy to use, and
special Braille displays translate text into tactile language.
Hearing
Impairment
Hearing impaired employees can take
advantage of the fact that a significant percentage of business transactions
happen through email or the Web, but there are also devices to aid the deaf in
the workplace. Many systems that traditionally provide audio cues, such as
telephones or email notifications, can provide visual cues instead, such as
special lights mounted on desks that flash to get the employee’s attention.
Voice synthesizer programs can aid in communication, although these programs
may have difficulty with technical or specialized terms. For phone
conversations, a standard TDD, or Telecommunications Device for the Deaf system
may suffice. These systems use an intermediary operator who communicates with
the hearing-impaired employee through text and the other participant via voice.
Learning
Disabilities
Technology can also aid those with
learning disabilities in the workplace. Employees suffering from dyslexia can
greatly benefit from automatic spell check programs built into most email and
word processing suites, systems that seamlessly correct transposed letters to
improve their ability to communicate with the written word. Word prediction
programs can also help aid those who have difficulty expressing themselves,
translating fragments of text into complete words and sentences.
Is Having a Text Signature Important?
by Andy Warycka, Demand Media
Your email signature can be an important business tool.
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Identification
A good signature gives the message recipient a quick snapshot of who you are and how to reach you. Including your name, title, and company name will let them know who they are communicating with right away, rather than having to infer it from the email address alone. Adding contact information such as an office number, mobile number and physical mailing address also gives the recipient a quick and easy way to see your contact information.Marketing
Your signature also allows you to market your business and brand more effectively. Every time you communicate with a potential client, they see your company name at the bottom of your email. Even when communicating with non-clients -- such as arranging for a contractor to do repair or maintenance work in your office -- you are spreading your business name and putting it in front of more pairs of eyes. Even if they personally have no need of your services, they may think of you first if asked for a recommendation in your field.Related Reading: How to Embed a Graphic in an HTML Signature
Mobile Signatures
While there are arguments for and against using specific mobile signatures like the ubiquitous "Sent from my iPhone," it's still a good idea to include some form of indication that you are replying from a mobile device if it results in a terse message that may include typos. Keep it simple, professional and non-manufacturer specific -- saying a message is sent from your iPhone while communicating with an Android developer may send the wrong message. "Sent from my mobile" is short, sweet and to the point.Things to Avoid
Though it seems counterintuitive, placing your email address in your signature isn't necessary -- if they are reading your email, they already have your address. An exception might be if you tend to send email from accounts you rarely check, but generally it is unnecessary. Motivational quotes and political statements are also superfluous -- a business email signature is no place for expressing strong personal opinion. It's also best to avoid images in a signature and keep everything in plain text so the recipient doesn't have to download an attachment every time they get email from you.Advantages & Disadvantages of the Use of Email as a Business Communications Tool
by George N. Root III, Demand
Media
One of the instant forms of business communication is email. But email has
several downfalls to go along with its benefits that make it a challenging way
to send information. Before you get involved in an email conversation with a
business associate, you should spend some time understanding the advantages and
disadvantages of using email as a business communications tool.
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Speed
When you need to get an important message to a client or business associate who is located thousands of miles away, one of the fastest ways to do it is by email. The advantage email has over the telephone in communication speed is that you can send attachments with an email that contain important documents or even a presentation to clarify your message.Availablity
Thousands of email messages can be archived into folders on your computer or handheld communication device such as a cell phone to be retrieved when you need them. The convenience of email prevents you from having to keep file folders filled with papers and it makes your important correspondence portable.Related Reading: Advantages & Disadvantages of Using Standardized Written Communication in Organizations
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