Portfolio 1: Email Communication Analysis in ICT - [University Name]

This assignment analyzes the role of email in business communication within an ICT context. Task 1 identifies and describes two advantages of email over scheduled meetings and mobile text messages, highlighting benefits such as cost-effectiveness, global reach, and support for documentation and media sharing. Task 2 presents two scenarios where email is not the optimal communication channel, such as urgent announcements or complex discussions requiring immediate feedback, and proposes alternative communication methods like social media and video calls for improved efficiency and clarity. The assignment demonstrates an understanding of effective communication strategies and the limitations of email in specific workplace situations.

Professional Skills
for
Information and Communication Technology

1
TASK 1
Two advantage of email over scheduled meeting
 Distance doesn’t matter: People sitting in any part of the world can be informed
through the help of email at the cheapest possible cost. Through email it is possible to
add as many people as possible.
 Supports documentation: Every point of discussion can be shared in a written form.
This helps in sending the members with all kinds of documents easily without even
losing a single document.
Two advantages of email communication over mobile text messages
 Supports sharing of all types of media: Large numbers of documents in different types
such as pictures, videos and other kinds of kinds of documents can be attached with
the email which is not possible in the case of mobile text messages.
 Cost Reduction: The cost of doing emails is lower especially in the case of
intercontinental communication when compared with mobile text messaging.
Task 2
Two different scenarios
Scenario 1: In my company once an immediate holiday on the next two day was to be
informed and employees were supposed to work from home but when the HR managers
decided to inform it to be employees it was seen that many still reach the office on the next
day as they did not saw the email.
Scenario 2: Once Company wanted to change its HRM policy for which they wanted to do
discussion with all the employees. First email communication was used to communicate with
the employees and to take suggestions from them. It was found that email was not a good
option in this scenario as it needed a detailed discussion.
Why email is not recommended
In scenario 1, Email is not recommended as the people usually do not see the emails regularly
especially when they are not in the office. In this case whenever an important and urgent
message had to be transferred, it is not good to communicate through email. It is a fast

2
communication medium but it is not necessary that all will acknowledge it so that mass
communication might not happen.
In scenario 2, email communication is not recommended as it is not is not a good way to
discuss on anything especially when it comes to making someone to understand. It is just a
method to communicate anything. Detailed communication is not possible with this.
Alternative way of communication
In both the cases the modern day medium such as use of social media can be an effective way
of communication especially when it comes to communicating anything fast. It also help in
making video call which will help the people to discuss anything face to face while being
virtually present at that particular place.
Advantages of this communication
 It is a fast method of communication as people these days are highly active on this.
 Every type of document can be shared that too with as many people as possible at the
same time.
 It restricts the need of being present at particular place and multiple people can be
added to the conversation.
 Witten, voice, and video all the three ways of communication can be done through it
which makes it easier for anyone to do any types things can be explained easily.