BUSINESS COMMUNICATION

ASSIGNMENT
NAME : NIYATI SINGH

ROLL NO. : 1341146

BBA2B

Question: 1

Which amongst the following is the most important for

writing an effective email? Justify your answer.
According to me messages clear and brief is most important for writing an
effective mail.Emails, like traditional business letters, need to be clear and
concise. Keep your sentences short and to the point. The body of the email
should be direct and informative, and it should contain all pertinent
information. See our article on writing skills  for guidance on
communicating clearly in writing. Unlike traditional letters, however, it costs
no more to send several emails than it does to send just one. So, if you need
to communicate with someone about a number of different topics, consider
writing a separate email for each one. This makes your message clearer, and
it allows your correspondent to reply to one topic at a time.

Following are some examples:-

Bad Example Good Example

Subject: Revisions For Sales Report Subject: Revisions For Sales Report

Hi Jackie, Hi Jackie,

Thanks for sending that report last Thanks for sending that report last
 Bad Example Good Example

week. I read it yesterday, and I feel

week. I read it yesterday, and I feel
that Chapter 2 needs more specific
information about our sales figures.
I also felt that the tone could be
more formal.
Also, I wanted to let you know that
I've scheduled a meeting with the
PR department for this Friday
regarding the new ad campaign. It's
at 11:00 a.m. and will be in the
small conference room.
Please let me know if you can make
that time. Thanks! Monica
that Chapter 2 needs more specific
information about our sales figures.
I also felt that the tone could be
more formal.
Could you amend it with these
comments in mind?
Thanks for your hard work on this!
Monica
(Monica then follows this up with a
separate email about the PR
department meeting.

It's important to find balance here. You don't want to bombard someone
with emails, and it makes sense to combine several, related, points into one
email. When this happens, keep things simple  with numbered paragraphs or
bullet points, and consider "chunking"  information into small, well-organized
units to make it easier to digest.

Notice, too, that in the good example above, Monica specified what she
wanted Jackie to do (in this case, amend the report). If you make it easy for
people to see what you want, there's a better chance that they will give you
this.

QUESTION 2:
Is fax considered to be more secure than email? Why?
What is cloud faxing?
Yes, fax is considered to be more secure than email. It is because it is
stored, saved, copied and forwarded multiple times without any form of
encryption. This means that email can very easily become compromised and
the important data within it can be read and downloaded by unscrupulous
third parties. Cloud faxing, and even manual faxing, is a different story
entirely. Email may be a much newer technology than fax, but fax use
continues to grow by more than 12% every year. This has left many
onlookers confused as fax seems like an outdated technology that should be
left in the past. However, there are very legitimate and important reasons as
to why faxing is better – an important one being its inherent security.

The problem with email is:- Sending a document via email is almost like
writing it on the back of a postcard and popping it into the mailbox, to be
read by every single person who handles it on its journey to its destination.
When you click “send” on an email it gets sent through firewalls, ISPs,
servers, virus checkers and even data harvesting bots. It is stored, saved,
copied and forwarded multiple times without any form of encryption. This
means that email can very easily become compromised and the important
data within it can be read and downloaded by unscrupulous third parties.
Why fax is better Cloud faxing and even manual faxing, is a different story
entirely. Any kind of faxing uses the Public Switched Telephone Network
(PSTN) which is inherently secure. When a document is sent by fax it is
converted into base64 binary at its source, sent through the PSTN and then
reassembled at the other end. Hacking into the PSTN would require direct
manual access to the telephone line, and even if a file was intercepted it
would appear as nothing but noise, making it impossible to interpret/ read.
Cloud Fax is a feature that allows a machine to send and receive faxes via a
cloud fax service provided by an Internet fax service provider. ... When you
enter into a cloud fax service use agreement, you will obtain a fax number
for receiving. Online cloud-faxing solutions are an evolution of physical fax
machines, often offering the same or improved functionality while bringing
data transmission processes into the 21st century. Fax solutions operate
through computer software and mobile apps. Cloud fax has all the
advantages of traditional, manual faxing with none of the disadvantages.
With cloud fax you don’t need two fax machines, reels of paper and lots of
expensive ink. You just need a computer or mobile device with connectivity
to send the data and some form of receiving device at the other end –
another computer, a tablet or a smart phone. With manual faxing it is
necessary to stand and feed page after page of documents into a fax
machine – and then wait in line for the received documents to be printed.
With cloud faxing there is much more flexibility. There is no need to hover
over a machine collecting pages, making sure no-one else intercepts
sensitive documents – files come straight to a fax inbox, all in one place,
ready to be viewed by an individual or a team at any time at the click of a
mouse.