Knowing the advantages and disadvantages of email will help you analyze the time you spend using it.
What is the Advantage of Email?
1. Fast Client Communication
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 contains important documents or even a presentation to clarify your message.
2. Availability and Portability
The increased use of email has resulted in business people receiving hundreds of emails every day.
Yet, 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 the email prevents you from having to keep file folders filled with papers.
It also makes your important correspondence easily portable without lugging around unwieldy file folders.
3. Reduces Shipping and Mailing Costs
Aside from the cost of your internet connection, email is free. One of the benefits of email communication is that you can send as many messages, files, videos, documents and presentations as you want without having to pay anything.
It significantly reduces your company’s shipping and postage costs as well as the time – and the cost of that time – you or a co-worker spend packaging documents for mailing, addressing them and getting them in the mail.
4. Easy to Use
E-mail frees us from the tedious task of managing data for daily use. It helps us manage our contacts, send mails quickly, maintain our mail history, store the required information, etc.
An e-mail is delivered instantly and anywhere across the globe. No other service matches the e-mail in terms of speed.
6. Easy to Prioritize
Because e-mails come with a subject line, it is easy to prioritize them and ignore the unwanted ones.
7. Reliable and Secure
Constant efforts are being taken to improve security in electronic mails. It makes e-mail one of the secured ways of communication.
8. Informal and Conversational
The language used in e-mails is generally simple and thus, makes the process of communication informal. Sending and receiving e-mails takes less time, so it can be used as a tool for interaction.
9. Easier for Reference
When a person needs to reply to an mail, he/she can use the provision of attaching previous mails as references. It helps refresh the recipient’s know-how on what he is reading.
10. Automated E-mails
It is possible to send automated e-mails using special programs like autoresponders. The autoresponders reply only to those messages with generalized, prewritten text messages.
Postal mails use paper as a medium to send letters. Electronic mail, therefore, prevents a large number of trees from getting axed. It also saves the fuel needed for transportation.
12. Use of Graphics
Colorful greeting cards and interesting pictures can be sent through e-mails.
This adds value to the e-mail service. Advertising tool: Nowadays, many individuals and companies are using e-mail service to advertise their products, services, etc.
13. Info at your Fingertips
Storing data online means less large, space taking file cabinets, folders, and shelves. You can access information far quicker if you learn how to use email this way.
Send the same message to any number of people. Adaptations are simple, too. If you have a product or service to sell, email is an effective medium to get your message out.
15. Free Delivery
Sending an e-mail is virtually free, outside the cost of Internet service. There is no need to buy a postage stamp to send a letter.
16. Global Delivery
E-mail can be sent to nearly anywhere around the world, to any country.
17. Instant Delivery
An e-mail can be instantly sent and received by the recipient over the Internet.
18. File Attachment
An e-mail can include one or more file attachments, allowing a person to send documents, pictures, or other files with an e-mail.
19. Long-term Storage
E-mails are stored electronically, which allows for storage and archival over long periods of time.
What is the Disadvantage of Email?
1. Vulnerability to Loss
It would take a manual effort on the part of someone to access all of your important printed documents and destroy them.
But all of your emails and important information can be lost with a simple hard-drive crash. If you store your email information on another server, then you could lose your data if that site goes down or out of business.
Be sure to use a back-up method for important emails that you want to save even for a short while, such as copying them regularly onto a flash drive.
2. Accessible to Others
When someone hands you a business letter, you are the only person that receives that letter. Never consider your emails to be private.
Since email is sent over networks, it’s possible that others could gain access to them or receive them by mistake.
An email can be intercepted by a hacker or go to an incorrect email address and wind up in someone else’s inbox.
Therefore, be careful of what information you send in an email. If it’s private information that you don’t want anyone else to see, email may not be the best communication method to use.
Your sensitive information and messages are very accessible to hackers and even unsuspecting recipients when you use email.
Unsolicited email can overwhelm your email system unless you install a firewall and anti-spam software.
Other internet and email security issues may arise, especially if you’re using the cloud or remote access.
A virus could seriously affect your computer. If you want to know how to use email effectively, it’s worth learning how to deal with these.
Easily spread through email attachments. See how to detect spam, malware, and viruses.
5. Sending Emails by Mistake
At a click of a button, an email can go to the wrong person accidentally, potentially leaking confidential data and sensitive business information.
You should take care to minimize the likelihood of business data breach and theft.
6. Data Storage
Electronic storing space can become a problem, particularly where emails with large attachments are widely distributed.
7. Emotional Responses
Some emails cause upset or anger. A reply in the heat of the moment can’t be easily retracted, but it can cause lasting damage.
8. Information Overload
Too many people send too much information. They cover their backs citing ‘need to know’ as the justification. Learn how to use email effectively and you’ll reduce time wasted on this.
9. Lacking the Personal Touch
Some things are best left untyped. An email will never beat a handwritten card or letter when it comes to relationships.
Emails from people who don’t take the time to read what they write before clicking ‘send’. Time is wasted, either to clarify or, worse, acting on a misinterpretation of the message.
11. No Respite
Your email inbox is like a garden; it needs to be constantly maintained. Leave it and will continue to grow. Ignore it at your peril!
12. Pressure to Reply
Once it’s in your inbox, you feel an ever-increasing obligation to act on it. Procrastinating doesn’t make it go away. Do it, dump it or delegate it.
13. Sucks up Your Time
Over checking messages is so common, but it is time wasted on a low value, passive activity. Better to check once or twice a day.
14. Too Long
How long is too long? It’s hard to say exactly, but the longer it goes on, the harder it is to take in. Email is suited to brevity – keep it short and sweet.