[INSERT NAME]
[INSERT INSTITUTION NAME]
Routine and Goodwill Emails
Good morning colleagues,
I would like to bring to your attention the new policy on Email Communication in our company. As you may have noticed, our internal email system has been slow for the past one week. The Information Technology department has been moving the email system to a new server which will be able to handle speed better. We also feel that along with the hardware upgrade, we need to improve our email use in order to improve the efficiency of our internal communication. I have summarized the entire company email policy below.
All email communications concerning company matters must be made through the internal email system and not personal emails. Communication is restricted to work-related matters only, and personal matters should not be discussed on the company internal email system. Email communication should be used only when absolutely necessary, and must be kept short and to the point. Urgent matters should be discussed face to face or through telephone calls. Email should not be used to discuss matters requiring deliberation or decision making. Such matters should be handled face to face or through telephone calls. Email communication with clients is restricted to sharing of files and reminders. Any other communication should be done through telephone calls or face to face if you are at the client’s premises in order to save on time.
Please also note that email messages and files exchanged through the internal company email system constitute part of the company documentation. You are therefore required to keep all messages for record purposed. The email system automatically sends messages that are older than three months to the archive, so you do not need to delete them.
We have created a company computing cloud where all group communications shall be conducted. This will eliminate the need to copy everyone on a group email and facilitate communication to and from client premises. We are currently creating login accounts for everyone. My department will be conducting a short training session on the use of cloud computing tomorrow at 12.30pm. Everyone is required to attend. In the meantime, sharing of common files should be done through the company document server. You should alert the person you intend to share the file with through a telephone call immediately you share it.
Please email me back by the end of the day to confirm receipt of this announcement. For clarification on any matter appearing in the policy, please contact me or my department directly or through a telephone call. Have a nice day.
Best Regards,
[Insert Name]
Vice President, Employee Communications.
KPMG.
Telephone: 0800 555 6796
Cellphone: 0770 786 643
Summary
I have sent an email to my colleagues concerning a new email policy in our company. I have started by reminding them of the problem we have had with the email system and telling them of the solution we have found while reminding them that the way we use email could also affect the efficiency of the whole communication system. This serves to catch their attention and make them want to read more on the action they must take to improve internal communication.
In my email, I have emphasized several key points. I have insisted on the need to keep email communication short and to the point . This is aimed at preventing misunderstanding. I have emphasized the need to use email restrictively because it is also important to interact face to face with fellow colleagues and clients in order to build personal relationships for business purposes. I have reminded them on the need to copy people only when it is important. I have also insisted on the need to use telephone calls and face to face meetings to discuss matters that require deliberation. This ensures that decisions are made quickly
I have insisted that email communication be restricted to office hours only (Grabinger, 2008). I reminded my colleagues that emails messages are a part of company documentation and are not to be treated as private property. I have therefore told them to keep all messages sent and received through the company internal email system for record purposes. I have also announced the launch of a computing cloud which will ease sharing of information. Finally, I have given a timeline by which I expect a reply from my colleagues confirming receipt of the email. This is as a way of calling the reply to action .
References
Petraeus shocked to hear of emails, associates say. (2012, November 13). Retrieved May 29, 2013, from http://search.proquest.com/docview/1151214676?accountid=28844
Grabinger, R. S. (2008). TAME THE EMAIL BEAST! A BAKER'S DOZEN. Performance Improvement, 47(4), 5-6. Retrieved from http://search.proquest.com/docview/237235613?accountid=28844
Mindtools. (2013). Writing Effective Emails: Making Sure Your Messages Get Read and Acted Upon. Retrieved May 31, 2013, from http://www.mindtools.com/CommSkll/EmailCommunication.htm
Peele, T. (2012, January 29). IT'S TIME TO GET TOUGH ON OFFICIALS' TEXTS, EMAILS. Retrieved May 29, 2013, from http://search.proquest.com/docview/1034248216?accountid=28844
The University of North Carolina. (2012). Effective E-mail Communication. Retrieved May 31, 2013, from http://writingcenter.unc.edu/handouts/effective-e-mail-communication/
Willis, N., & Gordon, R. (2012, Oct 25). Don't hide behind your emails. Retrieved May 29, 2013, from http://search.proquest.com/docview/1115208107?accountid=28844
