The Advantages of Email in Business Communication

No matter what business you’re in, email has you spoiled. This amazing tech, now decades old, lets you send messages around the world in seconds, almost for free. From a laptop or smartphone, you can use email to do business from the beach or the boardroom, and literally anywhere in between. Although a few uses remain for traditional mail, email can handle all the basics: ordering, billing, contracts, announcements and more.

Lightning-Fast Communication

Communicating by email is almost instantaneous, which enhances communications by quickly disseminating information and providing fast response to customer inquiries. It also allows for quicker problem-solving and more streamlined business processes. As a result, small business owners can accomplish more in less time.

Shrinking Your World

Email reduces geographic and time zone barriers for businesses. Employees or contractors from around the world can communicate, regardless of their location. Likewise, customers can send sales questions and support requests by email based on their own time zone schedules.

Targeting Your Customers

Email lets businesses market to targeted audiences. Customers can opt in to receive email communications about products they own, sales or new items. Customers who receive targeted emails based on their preferences are likely to be more receptive. Email marketing can also target customers based on their status with a business. For example, a business can tailor messaging to new customers, existing customers and repeat customers.

Efficiency and Productivity

Email can help increase productivity. Business owners can communicate with established distribution lists, automatically forward information based on a topic, or send information to specific individuals as needed. Most email software provides customization features you can tailor to the type of work performed, volume of daily email messages and the needs of the worker. Effective email use can reduce over-dependence on face-to-face consultations and meetings.

Penny-Pinching Economy

Moving communications from physical mail to email can result in significant savings in postage costs, shipping supplies and employee resources. Businesses can also decrease customer service support costs by focusing on email customer support options rather than phone-based services.

Used by Almost Everyone

In past decades, when email was new, businesses caught on quickly to its utility, speed and low cost. Today, email is a nearly ubiquitous service; almost everyone has at least one email account, making it a must-have for modern business communications.

Bells, Whistles and Add-ons

Modern email has become more than just simple text messages. You can create colorful, appealing flyers using the same Hypertext Markup Language (HTML) used to build websites. Email attachments provide a quick, convenient way to share Adobe Portable Document Format (PDF) files, spreadsheets, and nearly any type of computer file of 25MB or less. Gone are the days of scrambling to the fax machine to get a signed contract; electronic technology now lets you and your business partners sign digital contracts conveniently through email.

Automated Message Handling

A significant business benefit from email is the ability to process incoming and outgoing messages automatically. Software can automatically file incoming emails by sender, content or subject. It can automatically respond to inquiries by sending confirmation notices and responses to messages. Software can also routinely send messages such as reminders, newsletters and statements without human intervention.