Comprehensive Analysis Report on Email Communication: Usage and Trends

This report analyzes email communication based on survey data, exploring drawbacks such as lack of human interaction and damaging messages, and benefits like speed, reliability, and wide scope. The findings indicate that while email is widely used, there are concerns regarding impersonal interactions, misinterpretations, and time management. The report highlights that most participants send a manageable number of emails daily and recognize the importance of email training. Recommendations include developing training plans to address drawbacks, encouraging continued email usage, and developing training manuals to highlight the benefits of email usage to increase user satisfaction and productivity. The report emphasizes the need for senior management to train participants on work-life balance to avoid pressure while sending mails.

In Figure 1, the majority of
the respondents show that
lack of human interactions
inc. impersonal; 252 (25%) is
the main drawbacks to using
email. In addition, 183 (18.1)
participants believed that
Damaging Messages inc.
misunderstandings and
sending to wrong people is
also one of the main
drawbacks of using emails.
Moreover, Excessive load;
82 (8.1%) and Time wastage;
77 (7.6%) are the third and
fourth main drawbacks to
using email identified.
Moreover, Potential for
misinterpretation inc.
language barriers and
Reliant on systems inc.
computer literacy accounted
for 68 (6.7%) of the
identified reasons for the
main drawbacks when it
comes to email usage.
Failure to respond inc. not
reading and not action; 60
(5.9%) and Blanket approach
inc. irrelevancies + junk; 58
(5.7%) are among the lowest
cases identified as the main
drawbacks for using email.
Figure 1: Main drawbacks
to using email
Furthermore, the results
indicate the top five issues
that the educationists
believe are the main
benefits of using email,
(Hartley, Lala, Donaghue,
and McGarty, 2016). The
results as shown in Figure 2
confirms that Speed,
reliability, ease, wide scope
and distance; 70% is the
main benefits of using email
as displayed in the pie-
chart. Moreover, Record of
messages, Asynchronous
inc. personal time
management and access,
Immediate response and
cost-effective are also
identified as the main
benefits of using email and
these responses accounted
for 17%, 8%, 3%, and 2%
respectively as shown in the
pie-chart below.
Figure 2: The main
benefits of using email
The largest physical distance
between the participants and
the recipient is almost 10
with approximately 258
participants. However, the
number of populations using
email is too few.
Figure 3: Distance between the
respondent and the recipient
On average, 37% and 30% of
the participants confirmed
they normally send between
0-10 and 11-20 emails daily.
Only about 1% send over 70
emails in a day. This number
is too low, and people should
be encouraged to continue
using emails for their
communications, (Simis,
Madden, Cacciatore, and
Yeo, 2016).
Figure 4: Average emails
sent per day
Moreover, a total of 189
participants are trying to
communicate with a group
or individual with 10. In
addition, 8 participants with
1 do communicate with a
group or individual.

Figure 5: Communication with a
group or individual
Additionally, the results in
figure 4 show that only 36%
of the participants in one
way or the other would like
to change their email usage
while a majority; 64% are not
interested in changing their
email usage.
Figure 6: Changing email
usage
Figure 7: Considering the
impact on the recipient
before sending emails
Moreover, the results in
Figure 7 show that only 361
participants do consider the
impact on the recipient
before sending emails with
the main area of
consideration being the
appearances and
interpretation of the
message, recordability. In
addition, 158 participants do
consider the impact on the
recipient before sending
emails when it comes to
Time management (self and
others, is it needed,
managed expectations).
Unfortunately, only 11
participants consider
positivity of email before
sending emails while 22
participants see no issue at
all.
The findings in figure 8
confirm that majority of the
participants; 203 had the
highest score of 9.8
considering the time
pressure that they may be
under while sending mails.
Only 3 participants with a
score of 1 confirmed that the
time pressure that they may
be under while sending mails
is minimal.
Figure 8: Time pressure that
participants may be under while
sending mails
Furthermore, the majority of
the participants; 87% have
attended training on the use
of email in the past 12
months while only 13% of
the participants have not
attended training on the use
of email in the past 12
months.
Figure 9: Attended training on the
use of email in the past 12 months
Moreover, the analysis in
figure 7 shows that only
approximately 100
participants have attended
training in the past 12
months out of the total 1010
participants. In fact, only 80
participants undertook
training on software or
hardware while 9

participants undertook other
forms of pieces of training.
Moreover, 7 and 8
participants took training on
accredited courses and
content management
training in the past 12
months.
Figure 10: Specific training attended
in the last 12 months
In an average workday, the
majority of the participants;
270 held the opinion that at
least 10 emails are
manageable to send
followed by around 170
participants who believed
that at least 20 emails in a
typical day can be sent. At
least 30 participants believe
that even one email is okay
for an average day.
Figure 11: On an average workday,
average emails participants believe
that are manageable to send
From the results in Figure 11,
a total of 276 participants
had the highest score when
it comes to whether the
content of what they wish to
communicate is suitable for
email. This number is too low
compared to 1010
participants. Unfortunately,
9 participants had a score of
1 when it comes to whether
the content of what they
wish to communicate is
suitable for email, (Pashler,
Rohrer, Abramson, Wolfson,
and Harris, 2016).
Figure 12: Whether the content of
what participants wish to
communicate is suitable for email
On the question, how
comfortable the recipient is with
the use of email to
communicate, only 126
participants seem to be
comfortable with a score of 10
while about 27 participants seem
not to be comfortable with the
use of email to communicate.
Figure 13: How comfortable the
recipient is with the use of email to
communicate
Recommendations
Based on the results, there is
a need for senior
management to develop a
new training plan addressing
issues of human interactions
inc. impersonal, damaging
Messages inc.
misunderstandings and
sending to wrong. On
average, 37% and 30% of the
participants confirmed they
normally send between 0-10
and 11-20 emails daily. Only
about 1% send over 70
emails in a day. This number
is too low, and people should
be encouraged to continue
using emails for their
communications.
From the findings, it
evidence that the
participants recognized
Speed, reliability, ease, wide
scope and distance as the
main benefits of using email
as displayed in the pie-chart.
Therefore, it is important for
the management to continue
encouraging and educating
all people to make use of
their emails as an alternative
means of communication.
This can be made possible by
developing weekly if not
daily reminders to encourage
all people to be constantly or
regularly check their emails.
Additionally, the results in
figure 4 show that only 36%
of the participants in one
way or the other would like
to change their email usage

while a majority; 64% are not
interested in changing their
email usage. On this note,
there is a need to develop
training manuals highlighting
the benefits of email usage
so that the participants not
interested in changing their
email usage may see the
sense and change their
attitude towards email
usage.
Training will form an
important aspect when it
comes to attitude change
towards email usage. Based
on this finding, there is need
for the senior management
team to train the participants
on work-life balance while
sending mails so that they do
not do it while under
pressure.
References
Hartley, L.K., Lala, G.,
Donaghue, N. and McGarty,
C., 2016. How activists
respond to social structure in
offline and online
contexts. Journal of Social
Issues, 72(2), pp.376-398.
Pashler, H., Rohrer, D.,
Abramson, I., Wolfson, T.
and Harris, C.R., 2016. A
social priming data set with
troubling oddities. Basic and
Applied Social
Psychology, 38(1), pp.3-18.
Simis, M.J., Madden, H.,
Cacciatore, M.A. and Yeo,
S.K., 2016. The lure of
rationality: Why does the
deficit model persist in
science
communication?. Public
Understanding of
Science, 25(4), pp.400-414.