Company management should conduct routine monitoring of all employee e-mail correspondence. Such monitoring will reduce the waste of resources such as time and system capacity, as well as protect the company from lawsuits.
Write a response in which you discuss your views on the policy and explain your reasoning for the position you take. In developing and supporting your position, you should consider the possible consequences of implementing the policy and explain how these consequences shape your position.
The statement provided for analysis is that 'Company management should conduct routine monitoring of all employee e-mail correspondence. Such monitoring will reduced the waste of resources such as time and system capacity, as well as protect the company from lawsuits'.
E-mail correspondence is one of the main methods by which employees of any organization communicate. This communication can be within the organization with fellow employees or outside of the organization with vendors, partners etc. Within the organization, the e-mail can be personal that is limited to a set of people involved in a particular project. Leads of verticals within a company such as Finance, Human, Resources etc also use e-mails to send out group communications i.e. a common email to all the employees of a firm.
There are two points that need to be taken into consideration when addressing this issue. First, e-mails are considered as form of formal communication. Once an e-mail is sent out, it cannot be retracted as all the content is now documented and available to the receiver. A large number of decisions in a company are taken based purely on the communication through a chain of e-mails. Hence it is very important that the statements used in these e-mails are accurate and also respectful towards the involved stakeholders. Second, it is known through multiple surveys that a large part of the employees days is spend reading and responding to emails. The same time could be utilized in actually completing the required action items.
Given the above two points, company management should consider providing training around best practices for drafting e-mails. The training sessions could include guidelines around around how to draft crisp and concise e-mails, how to draft e-mails in a formal manner yet effective manner, who are the stakeholders that should be typically addressed etc. A set of e-mails templates addressing different types of subjects can be shared with the employees as examples for reference. Training employees will ensure reducing the waste of resources such as time and system capacity, which is the intention of the author.
Most company e-mails contain sensitive data such as numbers, facts and figures. Employees may also use e-mails for personal communications will fellow employees. Most companies would like to operate by building a culture of trust among the employees. Monitoring their e-mail would indicate lack of trust and also invasion of their privacy. Also, a company might have a million e-mails a day, monitoring those and then having a conversation with each of the employees who seem to detract will be a tedious task. Hence, monitoring employee e-mails does not seem to be the best method to achieve the stated desired outcome.
Instead, after conducting the training sessions as mentioned above, companies can measure the change in the number of lawsuits, if any. They can also conduct surveys to understand whether the time spent by employees responding to e-mails have reduced, whether the sentiment around e-mail communication is positive and so on.
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Grammar and spelling errors:
Line 1, column 158, Rule ID: DID_BASEFORM[1]
Message: The verb 'will' requires the base form of the verb: 'reduce'
Suggestion: reduce
...il correspondence. Such monitoring will reduced the waste of resources such as time and...
^^^^^^^
Line 5, column 274, Rule ID: LARGE_NUMBER_OF[1]
Message: Specify a number, remove phrase, or simply use 'many' or 'numerous'
Suggestion: Many; Numerous
...cumented and available to the receiver. A large number of decisions in a company are taken based ...
^^^^^^^^^^^^^^^^^
Line 5, column 387, Rule ID: SENT_START_CONJUNCTIVE_LINKING_ADVERB_COMMA[1]
Message: Did you forget a comma after a conjunctive/linking adverb?
Suggestion: Hence,
...mmunication through a chain of e-mails. Hence it is very important that the statement...
^^^^^
Line 5, column 612, Rule ID: BEEN_PART_AGREEMENT[1]
Message: Consider using a past participle here: 'spent'.
Suggestion: spent
...t a large part of the employees days is spend reading and responding to emails. The s...
^^^^^
Line 7, column 174, Rule ID: ENGLISH_WORD_REPEAT_RULE
Message: Possible typo: you repeated a word
Suggestion: around
...ining sessions could include guidelines around around how to draft crisp and concise e-mails,...
^^^^^^^^^^^^^
Line 7, column 249, Rule ID: IN_A_X_MANNER[1]
Message: Consider replacing "in a formal manner" with adverb for "formal"; eg, "in a hasty manner" with "hastily".
...d concise e-mails, how to draft e-mails in a formal manner yet effective manner, who are the stake...
^^^^^^^^^^^^^^^^^^
Transition Words or Phrases used:
actually, also, first, hence, if, may, second, so, then, well, as for, such as, as well as
Attributes: Values AverageValues Percentages(Values/AverageValues)% => Comments
Performance on Part of Speech:
To be verbs : 24.0 19.5258426966 123% => OK
Auxiliary verbs: 20.0 12.4196629213 161% => OK
Conjunction : 12.0 14.8657303371 81% => OK
Relative clauses : 11.0 11.3162921348 97% => OK
Pronoun: 17.0 33.0505617978 51% => OK
Preposition: 69.0 58.6224719101 118% => OK
Nominalization: 19.0 12.9106741573 147% => OK
Performance on vocabulary words:
No of characters: 2616.0 2235.4752809 117% => OK
No of words: 494.0 442.535393258 112% => OK
Chars per words: 5.2955465587 5.05705443957 105% => OK
Fourth root words length: 4.71445763274 4.55969084622 103% => OK
Word Length SD: 2.92132406762 2.79657885939 104% => OK
Unique words: 246.0 215.323595506 114% => OK
Unique words percentage: 0.497975708502 0.4932671777 101% => OK
syllable_count: 813.6 704.065955056 116% => OK
avg_syllables_per_word: 1.6 1.59117977528 101% => OK
A sentence (or a clause, phrase) starts by:
Pronoun: 4.0 6.24550561798 64% => OK
Article: 8.0 4.99550561798 160% => OK
Subordination: 3.0 3.10617977528 97% => OK
Conjunction: 0.0 1.77640449438 0% => OK
Preposition: 2.0 4.38483146067 46% => More preposition wanted as sentence beginning.
Performance on sentences:
How many sentences: 25.0 20.2370786517 124% => OK
Sentence length: 19.0 23.0359550562 82% => The Avg. Sentence Length is relatively short.
Sentence length SD: 37.0599514301 60.3974514979 61% => OK
Chars per sentence: 104.64 118.986275619 88% => OK
Words per sentence: 19.76 23.4991977007 84% => OK
Discourse Markers: 3.6 5.21951772744 69% => OK
Paragraphs: 6.0 4.97078651685 121% => OK
Language errors: 6.0 7.80617977528 77% => OK
Sentences with positive sentiment : 10.0 10.2758426966 97% => OK
Sentences with negative sentiment : 3.0 5.13820224719 58% => More negative sentences wanted.
Sentences with neutral sentiment: 12.0 4.83258426966 248% => Less facts, knowledge or examples wanted.
What are sentences with positive/Negative/neutral sentiment?
Coherence and Cohesion:
Essay topic to essay body coherence: 0.370906993865 0.243740707755 152% => OK
Sentence topic coherence: 0.107280949966 0.0831039109588 129% => OK
Sentence topic coherence SD: 0.120912122424 0.0758088955206 159% => OK
Paragraph topic coherence: 0.231119529747 0.150359130593 154% => OK
Paragraph topic coherence SD: 0.194348568745 0.0667264976115 291% => More connections among paragraphs wanted.
Essay readability:
automated_readability_index: 13.4 14.1392134831 95% => Automated_readability_index is low.
flesch_reading_ease: 52.19 48.8420337079 107% => OK
smog_index: 8.8 7.92365168539 111% => OK
flesch_kincaid_grade: 10.7 12.1743820225 88% => OK
coleman_liau_index: 13.46 12.1639044944 111% => OK
dale_chall_readability_score: 8.73 8.38706741573 104% => OK
difficult_words: 130.0 100.480337079 129% => OK
linsear_write_formula: 10.5 11.8971910112 88% => OK
gunning_fog: 9.6 11.2143820225 86% => OK
text_standard: 11.0 11.7820224719 93% => OK
What are above readability scores?
---------------------
Rates: 66.67 out of 100
Scores by essay e-grader: 4.0 Out of 6
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Note: the e-grader does NOT examine the meaning of words and ideas. VIP users will receive further evaluations by advanced module of e-grader and human graders.