This paper examines business communication in the modern virtual workplace, where globalization and internet technology have transformed how employees interact across geographic and cultural boundaries. Using Guffey, Rhodes, and Rogin's model of the communication process as a framework, the paper analyzes three sample business emails, evaluating each for purpose, environment, noise, tone, and potential for misinterpretation. The analysis highlights what constitutes effective digital communication — including clear language, appropriate tone, and awareness of the absence of nonverbal cues — and identifies common pitfalls such as emotionally charged wording that can damage professional relationships in a virtual context.
Communication is an integral part of every workplace because it enables all employees to work together as a cohesive unit. Globalization and the internet have dramatically changed the business environment and led to the development of a global and virtual workplace. Today, technology has made it possible for people to work from home and communicate with teammates who are working on the other side of the world. This necessitates more effective communication that cuts across cultural and linguistic barriers. Additionally, the absence of nonverbal gestures makes it all the more imperative that communication be clear, precise, and unambiguous.
Communication has been defined by Guffey, Rhodes, and Rogin (2010) as "the transmission of information and meaning from one individual or group to another." The communication process that makes it possible to transmit ideas begins with the sender. The sender thinks of an idea, encodes it into a message, and sends it to the receiver through various communication channels. The receiver then decodes the message and sends feedback to the sender (Guffey, Rhodes, and Rogin, 2010).
In the light of this process, three business emails are analyzed below.
The sender of this message is the manager, while the receiver is the subordinate or employee. The purpose of the message is to inform the employee that there is a mistake in the file he submitted, and the manager wants the employee to review the file and correct the error. Specifically, the message notes a 158-camera deficit in the spreadsheet sent by the employee, Robert. The manager is unable to identify the discrepancy because there are multiple links with no video. Therefore, the manager asks the employee to go through the list and identify where the count differs.
The environment in which the message was sent is within the office, and the technology used is email sent through the internet or an intranet, along with spreadsheet software. There is little noise in this message because it is directed to the right receiver, and the supervisor clearly identifies what is wrong and how it should be corrected, leaving little room for ambiguity or misinterpretation.
The receiver, or employee, can respond with the appropriate corrections to the file or provide an explanation for the discrepancy. It is also possible that the spreadsheet sent by Kratos Company is incorrect, which may require further communication between the manager and a company representative.
In this message, the sender is an employee working for a police or other intelligence organization seeking to further the development of a particular camera equipment for future use. The receiver is the person responsible for manufacturing and distributing the camera. The purpose of this message is to inform the receiver that the camera sent for testing and evaluation is satisfactory and that the board will fund its further development. The sender also asks the receiver to provide contact details of other agencies using this product, which would help clarify the procedures and policies for its use.
The environment in which this message is sent is a professional business context, typically a communication between an organizational representative and an equipment manufacturer. The medium is likely print or email, with the internet as the underlying technology. There is also a possibility the message could be sent by regular mail through the post office.
There is little room for noise in this message. The sender uses appropriate language that is simple and understandable, and even requests specific information about usage policies and procedures from other agencies, which further reduces ambiguity. The tone is cordial, leaving little chance for the receiver to misinterpret the message.
In response, the receiver can thank the sender for the funding and provide contact details of other agencies using the product, along with any available documentation regarding the procedures and policies for using the camera.
Mr. Cook,
Thank you for your message — I am happy to learn that the results are satisfactory. I would like to thank you and the board for approving the request for funding, and I look forward to a long-term working relationship with your organization. I have attached to this email some of the documentation I have regarding the use of the camera, as well as a list of agencies currently using this product. The contact details of the agencies' representatives mentioned in the attached file should provide all the information you need regarding the policies surrounding the use of this camera. Please let me know if you require any further information.
Thank you very much.
Dave
"Example of poor tone and formatting in workplace email"
Business communication using technologies such as email and the internet has replaced traditional forms of communication to a large extent, thanks to a diverse workforce and globalization. This requires users to understand the communication process as well as the rules and etiquette associated with it in order to make digital communication an effective means of information transfer.
You’re 75% through this paper. Sign up to read the remaining 1 section.
Sign Up Now — Instant Access Already a member? Log inAlways verify citation format against your institution’s current style guide requirements.