E-mailObjectiveWhat is E-mail?History of E-mailHow E-mail WorksSlide 6Key E-mail FeaturesE-mail OverloadE-mail OverloadSlide 10Slide 11E-mail and KMSSlide 13How to Make an Effective E-mailHow to Make an Effective E-mail (Cont’d)Slide 16The Future of E-mailSummaryReferencesCompanyLOGOE-mailJong Hun KimKnowledge Management SystemsOctober 6, 2005ObjectiveWhat is E-mail?History of E-mailHow E-mail WorksKey E-mail FeaturesE-mail OverloadE-mail and KMSDiscussionWhat 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.”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-1960’sSNDMSG & READMAIL-Early 1970’sMAIL & MLFL- 1972MS/ MH- 1975Sendmail- Early 1980’sOnline Services- 1993How E-mail WorksE-mail serves exchange messages using the SMTP protocol.E-mail AddressesE-mail ServersE-mail Client ProtocolsHow E-mail WorksKey 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 TechnologyE-mail Waits for YouE-mail is One-to-ManyEmail is almost FreeE-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.”E-mail OverloadMain reasons of E-mail overloadAutomated filters will never catch all of the spamApart from spam, legitimate e-mails will continue to increase in volume.E-mail OverloadProblems from E-mail OverloadEasy to forget critical action itemsTakes longer to replyTakes longer to find a specific messageStressful to look atCrash, losing all contentsE-mail OverloadWays to manage E-mail OverloadChoose your service provider wiselyDo the Inbox on a regular basisLet people know upfront that you do not want to receive certain types of messagesAsk people you know to stopUse a junk e-mail filterDon’t respond to spammersSet up a separate e-mail addressE-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.”E-mail and KMSThe knowledge value of E-mailHidden Knowledge AssetsAccess to E-mail Archives is ProblematicHow 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?How to Make an Effective E-mail (Cont’d)Using Distribution Lists Composing Your Messages Make the heading meaningfulKeep each message short and clear. Start each message by stating its purpose/contextHow to Make an Effective E-mail (Cont’d)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 optionsThe Future of E-mailSpam, 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.SummaryEmail is the most effective and powerful technology for knowledge management.Until better tools appear, we have to learn how to use today’s tools.ReferencesEmail. Wikipedia. Retrieved Sep 11, 2005, from http://en.wikipedia.org/wiki/EmailGet 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.cfmThe history of email. Retrieved Sep 11, 2005, from http://www.nethistory.info/History%20of%20the%20Internet/email.htmlTips for Mastering E-mail Overload. Retrieved Sep 11, 2005, from http://hbswk.hbs.edu/tools/print_item.jhtml?id=4438&t=globalizatioHow Your Email Program Gets the Mail. Retrieved Sep 11, 2005, from http://email.about.com/cs/standards/a/pop_basics.htmReducing E-mail Overload and the Stress That Comes With It. Retrieved Sep 11, 2005, from http://stress.about.com/od/timemanagement/a/emailstress.htmE-mail. Retrieved Sep 11, 2005, from http://www.webopedia.com/TERM/e/e_mail.htmlWhat is Email?. Retrieved Sep 11, 2005, from http://www.psmail.net/moreonemail.htmEmail training significantly reduces email defects. Retrieved Sep 11, 2005, from
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