Improving Office Communication: The Benefits of Email
Benefits of Email Communication
Joshua, a manager, instructed his subordinate, Leona, to mobilize their team and prepare a report on how the office could be made more environment-friendly. Leona misunderstood Joshua and explained to her team members that their manager wanted them to minimize the usage of office resources. In this context, why would it have been better for Joshua to communicate to Leona through an e-mail instead of instructing her orally?
When it comes to effective communication in the workplace, choosing the right method is crucial. In this scenario, Joshua's oral instructions led to misunderstandings among the team members. Communicating via email could have prevented this confusion and here are some reasons why:
1. Clarity and Documentation
Email messages provide a written record of communication that can be referred back to for clarification. In Leona's case, if Joshua had emailed the instructions, she could have revisited the message to ensure she understood it correctly. Written communication helps in clarifying doubts and ensures everyone is on the same page.
2. Avoiding Misinterpretation
Oral communication can sometimes be prone to misinterpretation, especially when complex instructions are involved. In an email, the message is clearly laid out in written form, reducing the chances of misunderstanding. Leona would have had the opportunity to read the email multiple times to grasp the content accurately.
3. Formality and Precision
Email communication is more formal and precise compared to oral instructions. When communicating important information or instructions, using email ensures that the message is well thought out and articulated. This helps in preventing any confusion or miscommunication that may arise from verbal exchanges.
Conclusion
In conclusion, using email as a communication tool in this scenario would have been beneficial for Joshua and Leona. Email offers clarity, documentation, and precision that can help in effective communication and avoid misunderstandings. Incorporating email communication in the workplace can enhance productivity and streamline processes.
Why would it have been better for Joshua to communicate to Leona through an e-mail instead of instructing her orally?
The email message can be read again for further reference by Leona.