Question

Name one potential pitfall of the overuse of technical communications tools and examine how to avoid or address the issue.

Answer 1

Technical communciations tools can include all the communciation done using digital channels at the workplace. A pitful of oversing these communciation can be seen in the use of emails. Email is a digital communciation used to document information and conversation and send it to the other pserson instantly. It also helps in keeping a track of the conversation held on the same topic over a period of time. Seeing its benefits to the workplace, it is very essential tool to use but overusing it has become common and a drawback in the work culture. WIth every small and huge issue being conveyed on emails the inboxes of employees get clogged up increasing the chances of important messages getting ignored.

Though it is used for all formal communciations held at workpalces but it is not a real time communication. Irrelevant trail mails, exeessvie communication and freedom of using this medium for any kind of wrong communication can be pitfalls of this tool. An example of it can be that an employee is waiting for an important email from one of his clients but with his inbox cluttered with internal trail mails which are not even relevant for his work, he happens to overlook this important email. Such a situation can cause delay in work and miscommunciation between the parties.

To address this issue, a strict control and monitoring should be held over the use of emailing at workplace. It should be seen that only the important information which cannot be made over phone or face to face communciation is done through emails. Also only the people to whom the conversation will be erelevant should be marked in the emails. Backup of emails should be taken after which the mailboxes should be formatted at time intervals so that only important and relevant infromation occupies the inbos space keeping the communciation sorted and organized.