Overview with tools, software, best practices and alternatives

What are Reports via E-Mail?

Reports via e-mail are statements of information that are sent utilizing an electronic mail or an e-mail. Internet access is used to send reports either to supervisors or subordinates.

Who send reports via e-mail?

Primarily, reports are sent via e-mail by company or office secretaries. Office workers also send reports to their superiors. Reports can be formal and informal, legal statutory and non-statutory, informational, analytical, and research.

Formal reports are strict in tone and are usually prepared and submitted by superiors in an organization such as executives, supervisors, and managers. However, their subordinates can also prepare and submit such kind of reports. Informal report, also known as normal report, is not strict for having a very serious tone and it does not follow a specific structure.

In legal requirements, reports that are prepared in relation with constitutional or legislative requirements of law are termed as statutory reports. Those that do not have any legal requisites are called non-statutory reports.

When categorized into function, information reports contain functional data that tackle a particular business activity. Those that encompass interpretation, analysis, and recommendation are called analytical reports. Research reports present the findings of a specific study.

Aside from secretaries and office workers, even top leaders of companies or firms such as executives also send reports thru the electronic mail.

Why do people send reports via e-mail?

People send reports via e-mail since it is easy and fast. Time is gold in the workplace and with the use of the internet, one can easily send information to other people. With just a single click on the laptop or desktop or one tap in a smart device, a person can send data to others.

The e-mail has also been used as a channel of communication of people who are far away. In businesses, the media of communication are the smart devices or the laptops. Sending reports thru e-mail allow people in the workplace to exchange ideas and generate a response on a particular topic such as trends in commerce.

Generally, people in the workplace have knowledge in sending reports or other information using the e-mail. They send their reports via e-mail if they want their reports’ content to be reviewed either by their superiors or subordinates.

Sometimes, having illness is inevitable that people in the workplace have no choice but to send the report thru the electronic mail.

How to send reports via e-mail

To send reports thru e-mail, one has to use a messaging site or application. Usually, information such as the recipient and the subject are entered into the appropriate spaces. Then, message is entered into the body. Some organizations require the report to be in the body of the e-mail while others prefer to have the report attached with the e-mail. After entering all the necessary information as well as the report itself, the sender can click send. Sites and applications have “sent items” for the users to verify if their e-mails are successfully sent or not.

Advantages of sending reports via e-mail

Sending reports thru e-mail is beneficial for some reasons.

First, it is simple and fast. Users just have to enter the information needed and send to the recipients. Provided that the user knows what to include in the e-mail, there will be no problem.

The second reason why sending reports thru e-mail is favorable is that users can send the report to multiple recipients at once. Similar with today’s SMS sending, people just have to enter the names or e-mail addresses of the report and in one click, the report will be sent to them.

Another reason is that sending reports via e-mail is more cost-effective as compared to sending the documents via courier or direct mail. There is no need to print the report. Provided that the user has an internet connection, sending information can be done anytime and anywhere. There will be no need to drop by a courier and pay an amount of money just to send the report.

Disadvantages of sending reports via e-mail

Since sending reports via e-mail require a stable internet connection, failure or absence of online access will not allow people to send their reports to the respective recipients.

Poor internet access will be a problem to users because it delays their reports. This is an obstacle especially to office workers who have an urgent report or those who are chasing a deadline.

Worse than a poor internet connection is the absence of electrical power in a specific locale. Power outrage caused by faulty wiring in the area as well as typhoons will not let users send important reports or documents via e-mail.

Best practices for sending reports via e-mail

Efficiency is a key in sending reports via e-mail. There are common practices that make distribution of reports thru e-mails efficient.

One is segmentation of e-mail list. Segmentation is the process of clustering e-mail contacts into smaller subgroups based on common factors. E-mail contacts can be grouped according to department or seniority, for instance.

For those working in different time zones, it is best to inform the recipient the expected time the report will be sent. This ensures proper coordination between the sender and the recipient. This is also applicable to those working for a deadline.

Since the electronic mail requires stable internet connection, it is important to maintain the online access, at the workplace or at home. Office sites should regularly check the stability connection and should have a back-up plan if ever connection goes down. Some companies provide their office workers devices such as smart phones and laptops including online access to ensure that reports are sent successfully in a specific time frame.

How Teamreporter helps at doing reports via e-mail

Teamreporter is a web based e-mail application that utilizes structure by replacing status meetings with schedule report mails. It has an easy and automated method that helps users to receive status updates from team members. It also helps facilitate communication within the workplace by sharing the team progress and conflicts. Sending reports to e-mails using Teamreporter can also track the activities of the team or company as it creates an automated report in an archive.

In addition, Teamreporter serves as an aid to CEOs hear the voice of their teams by gathering information easily and identify potential and existing problems fast. For project managers, they can track the report’s progress with no trouble since they can receive updates on the project’s status. The app will also suit various workflows as well as work environments since users can adjust the app to their own workflow. There are also reminder mails and reports while it configures team members who will be given reports. In addition, it does not require an additional software, hardware, or training.

Alternatives to sending reports via e-mail

Sending reports via e-mail will not be possible if the internet access is slow or down. For slow internet connection, waiting for it to work faster will take time so it advisable to contact a service technician. Contacting the internet service provider is the step to take for poor and absent internet stability.

For those users who cannot access the internet but are not chasing a deadline may consider sending the report via direct mail. However, it is costly and takes days to reach the recipient.

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