Benefits of email and the internet
Advantages and disadvantages of using email for business
Email is fast, cheap, and easy to use for sharing information. It helps businesses send data efficiently but comes with certain risks to manage.
Advantages of using email
Email can increase efficiency and productivity across the business. Key benefits include:
- low cost - same price regardless of distance or number of recipients
- speed - arrives in minutes (or hours at most)
- convenience - stored until read, easy to send to many people
- permanent record - track messages, replies, and timestamps
One of the main advantages of email is that you can quickly and easily attach electronic files such as text documents, photos and data sheets, and share them with multiple contacts at once. Check your internet service provider's limits on attachment size, and know that some businesses may also restrict file types or sizes for safety.
You can further increase your efficiency by setting up your email software to:
- auto-save contacts to your address book for every message you send or receive
- auto-reply to incoming emails, eg to send order confirmations or out-of-office notices
Disadvantages of using email
Despite the benefits, email can present some risks, including:
- spam
- viruses
- data storage issues
- data protection issues
Unsolicited email can easily overwhelm your email system unless you install a firewall and anti-spam software. Viruses can spread through email attachments or links, and other internet and email security issues may arise, especially if you're using the cloud or remote access. Electronic storing space can also become a problem, particularly where emails with large attachments are widely distributed. The less formal nature of email can lead to careless or damaging comments, and accidental sends may risk leaking confidential or sensitive information.
Protect your business with an email and internet acceptable use policy. Take steps to prevent business data breach and theft, and add firewalls, anti-spam software, strong password practices and staff training for layered security.