Company

LOGO
E-mail
Jong Hun Kim
Knowledge Management
Systems
October 6, 2005
Objective
What is E-mail?
History of E-mail
How E-mail Works
Key E-mail Features
E-mail Overload
E-mail and KMS
Discussion

What 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-1960s
SNDMSG & READMAIL-Early 1970s
MAIL & MLFL- 1972
MS/ MH- 1975
Sendmail- Early 1980s
Online Services- 1993
How E-mail Works
E-mail serves exchange messages
using the SMTP protocol.
E-mail Addresses
E-mail Servers
E-mail Client Protocols

How E-mail Works
Key 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 Technology
E-mail Waits for You
E-mail is One-to-Many
Email is almost Free


E-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 Overload
Main reasons of E-mail overload

Automated filters will never catch all of the
spam
Apart from spam, legitimate e-mails will
continue to increase in volume.
E-mail Overload
Problems from E-mail Overload

Easy to forget critical action items
Takes longer to reply
Takes longer to find a specific message
Stressful to look at
Crash, losing all contents

E-mail Overload
Ways to manage E-mail Overload

Choose your service provider wisely
Do the Inbox on a regular basis
Let people know upfront that you do not want to
receive certain types of messages
Ask people you know to stop
Use a junk e-mail filter
Dont respond to spammers
Set up a separate e-mail address

E-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 KMS
The knowledge value of E-mail

Hidden Knowledge Assets
Access to E-mail Archives is Problematic
How 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
(Contd)
Using Distribution Lists
Composing Your Messages
Make the heading meaningful
Keep each message short and clear.
Start each message by stating its
purpose/context

How to Make an Effective E-mail
(Contd)
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 options


The Future of E-mail
Spam, 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.
Summary
Email is the most effective and powerful
technology for knowledge management.

Until better tools appear, we have to learn
how to use todays tools.


References
Email. Wikipedia. Retrieved Sep 11, 2005, from http://en.wikipedia.org/wiki/Email
Get 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.cfm
The history of email. Retrieved Sep 11, 2005, from
http://www.nethistory.info/History%20of%20the%20Internet/email.html
Tips for Mastering E-mail Overload. Retrieved Sep 11, 2005, from
http://hbswk.hbs.edu/tools/print_item.jhtml?id=4438&t=globalizatio
How Your Email Program Gets the Mail. Retrieved Sep 11, 2005, from
http://email.about.com/cs/standards/a/pop_basics.htm
Reducing E-mail Overload and the Stress That Comes With It. Retrieved Sep 11, 2005, from
http://stress.about.com/od/timemanagement/a/emailstress.htm
E-mail. Retrieved Sep 11, 2005, from http://www.webopedia.com/TERM/e/e_mail.html
What is Email?. Retrieved Sep 11, 2005, from http://www.psmail.net/moreonemail.htm
Email training significantly reduces email defects. Retrieved Sep 11, 2005, from
http://www.sciencedirect.com/science/article/B6VB4-4F0GR6R-
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