E-mail provides benefits to improve operations efficiency

Real Estate Weekly, March 7, 2001 by Scott Donnelly

During the past several years, email has evolved internationally as a key component in conducting business. It improves overall group functionality and negates geographical and time boundaries, facilitating current business trends like telecommuting and globalization. Today, email is playing an increasingly important role in business-to-business e-commerce, allowing companies to interact electronically for tasks like receiving quotes and placing orders.

Yet as the use of email as a business communication tool grows, many companies are still unaware of how their employees' use of the email and the Internet can affect overall organizational security and/or result in severe legal ramifications.

Every company should have an Internet use and mail use policy in place. Businesses should consider retaining a network support vendor who can help to educate users about email protocol, determine issues of concern and define a strategy for addressing key issues.

For example, to protect against the ever-growing presence of viruses and hacker attacks, a company's network must be protected by a firewall. This can range from a simple hardware product known as an appliance firewall, to a large-scale, enterprise-wide firewall. The costs range from a few hundred to thousands of dollars.

In addition, a number of software programs on the market can scan email, identifying any viruses contained in attachments. Other mail gear protection products can block email messages with objectionable words and pictures. As issues of inappropriate content and sexual harassment in the workplace escalate, this is becoming a necessary consideration.

Maximizing The Benefits Of E-mail

A support vendor can also help its clients to maximize the benefits of email. Too often, companies purchase and install an email software program without truly understanding its functions and proper use. An outside vendor can evaluate business communications and flows, and make recommendations for facilitating these processes through the use of email.

With proper implementation, training and support, an in-house mail server can provide a wealth of communication benefits, enabling businesses to improve operational efficiency. A mail server typically operates on a dedicated PC, running email communications software programs such as Microsoft Exchange. The server manages both internal mail as well as external mail to and from the Internet.

When a mail server is used in conjunction with end-user desktop software, like Microsoft Outlook, companies can distribute standard memos, instructional messages and departmentalized communication via e-mail. It also offers features such as scheduling, calendar management and memos.

With Outlook, users can organize their emails into a variety of folders and create "to do" and daily task lists from these communications. They can also develop address books that allow them to send to individuals or custom groups such as departments, executives or key employees. Outlook also integrates with a variety of other software products including Word and Excel, enabling users to easily attach and exchange documents.

E-mail will continue to evolve as technology progresses, becoming increasingly important in conducting day-to-day business. Someday, it may be the most critical enterprise communication tool.

Businesses that take the time to understand its proper use and features now will reap a wealth of operational benefits well into the future.