Email

1
E-mail

• Jong Hun Kim
• Knowledge Management Systems
• October 6, 2005

2
Objective

• What is E-mail?
• History of E-mail
• How E-mail Works
• Key E-mail Features
• E-mail Overload
• E-mail and KMS
• Discussion

3
What is E-mail?

• E-mail is text-based mail sent via the computer
  from one person to another.
• E-mail is an ideal method for sending documents
  already on your computer using attachments.
• E-mail is a way to communicate with people as
  close as your office or as far away as the other
  side of the world.

4
History of E-mail

• E-mail is a natural use of networked
  communication technology that developed right
  along with the evolution of the Internet
• Timesharing computers-1960s
• SNDMSG READMAIL-Early 1970s
• MAIL MLFL- 1972
• MS/ MH- 1975
• Sendmail- Early 1980s
• Online Services- 1993

5
How E-mail Works

• E-mail serves exchange messages using the SMTP
  protocol.
• E-mail Addresses
• E-mail Servers
• E-mail Client Protocols

6
How E-mail Works
7
Key E-mail Features

• We have come to realize that we have in our
  hands something very big, and possibly very
  important. It is now plain to all of us that
  message service over computer networks has
  enormous potential for changing the way
  communication is done in all sectors of our
  society.
• E-mail is A Push Technology
• E-mail Waits for You
• E-mail is One-to-Many
• Email is almost Free

8
E-mail Overload

• E-mail overload is a problem that affects nearly
  everyone with an e-mail account.
• Business Week recently estimated that corporate
  e-mail users receive an average of 20 to 30
  incoming e-mails a day, and that e-mail volume
  may grow by as much as 80 in the next year.

9
E-mail Overload

• Main reasons of E-mail overload
• Automated filters will never catch all of the
  spam
• Apart from spam, legitimate e-mails will continue
  to increase in volume.

10
E-mail Overload

• Problems from E-mail Overload
• Easy to forget critical action items
• Takes longer to reply
• Takes longer to find a specific message
• Stressful to look at
• Crash, losing all contents

11
E-mail Overload

• Ways to manage E-mail Overload
• Choose your service provider wisely
• Do the Inbox on a regular basis
• Let people know upfront that you do not want to
  receive certain types of messages
• Ask people you know to stop
• Use a junk e-mail filter
• Dont respond to spammers
• Set up a separate e-mail address

12
E-mail and KMS

• Email is the simplest and one of the most
  effective technologies for sharing knowledge at a
  distance. Threaded discussions on in-house email
  systems or on the Internet are a great way for a
  community of practice to raise questions and
  exchange solutions.
• About 35 percent of the business information
  used in day-to-day business is stored in e-mail
  messaging systems.

13
E-mail and KMS

• The knowledge value of E-mail
• Hidden Knowledge Assets
• Access to E-mail Archives is Problematic

14
How to Make an Effective E-mail

• Selecting Your Audience Correctly
• Who should be the main addressee
• If you are replying to a message does reply go
  the to right address
• Should my reply go just to the sender, or all or
  just some of the original recipients?

15
How to Make an Effective E-mail (Contd)

• Using Distribution Lists
• Composing Your Messages
• Make the heading meaningful
• Keep each message short and clear.
• Start each message by stating its purpose/context
  

16
How to Make an Effective E-mail (Contd)

• Handling Incoming Messages
• Don't publicize your email on web pages,
  newsgroups, or register with web sites
• Having a Well Organized Information Base
• Clarify your information priorities
• Making Full Use of Your Email Software
• More sophisticated search options

17
The Future of E-mail

• Spam, business e-mail, and personal e-mails all
  increase.
• Spam-require the right mixture of legislation and
  spam-fighting technology.
• The state of e-mail clients-all of clients could
  stand improvement.

18
Summary

• Email is the most effective and powerful
  technology for knowledge management.
• Until better tools appear, we have to learn how
  to use todays tools.

19
References

• Email. Wikipedia. Retrieved Sep 11, 2005, from
  http//en.wikipedia.org/wiki/Email
• Get Started with Email. Retrieved Sep 11, 2005,
  from http//email.about.com/od/getstartedwithemail
  /
• Handling Email Overload. Retrieved Sep 11, 2005,
  from http//www.stretcher.com/stories/01/011008j.c
  fm
• The history of email. Retrieved Sep 11, 2005,
  from http//www.nethistory.info/History20of20the
  20Internet/email.html
• Tips for Mastering E-mail Overload. Retrieved Sep
  11, 2005, from http//hbswk.hbs.edu/tools/print_it
  em.jhtml?id4438tglobalizatio
• How Your Email Program Gets the Mail. Retrieved
  Sep 11, 2005, from http//email.about.com/cs/stand
  ards/a/pop_basics.htm
• Reducing E-mail Overload and the Stress That
  Comes With It. Retrieved Sep 11, 2005, from
  http//stress.about.com/od/timemanagement/a/emails
  tress.htm
• E-mail. Retrieved Sep 11, 2005, from
  http//www.webopedia.com/TERM/e/e_mail.html
• What is Email?. Retrieved Sep 11, 2005, from
  http//www.psmail.net/moreonemail.htm
• Email training significantly reduces email
  defects. Retrieved Sep 11, 2005, from
  http//www.sciencedirect.com/science/article/B6VB4
  -4F0GR6R-1/2/6e8130c8b281029598bc40fe5934fdaf