Can you remember the 1980s when communication with a customer or supplier involved a letter or fax? Remember how companies would take the time to think about a complete and proper response? Remember how there was a protocol for communicating and that letters were typed with full addresses, names, titles and both spell and grammar checked?
With the introduction of e-mail instant communication, we have all gone backwards in time and forgotten about how communications can affect our corporate image. Employees are replying to e-mails with out thinking, without representing the company’s interest and most of all, owners and managers have no idea until it is too late. Furthermore, all these corporate communications are on individual’s computers and may be deleted or lost at any time.
Last but not least, we are facing an increasing problem with Spam and un-solicited e-mails. The response to this threat is more complicated e-mail filtering software at all levels; the servers, the e-mail software such as Outlook, and the IP providers. The result is that many important communications may never get to the intended person or company. For example, If I placed an order using the following words: “Go ahead and mount those 50 parts and get them to the dipping department as soon as possible”, the e-mail filtering may consider the words “mount” or “dipping” as a possible spam and direct the communication to junk. Additionally, when e-mail is sent, it bounces off a variety of servers, if one of them is not set-up with the proper reverse DNS information, the e-mail will also be refused by the next server. Can we rely on this form of communication any longer? The answer is NO, and CIS Version 4.1 will provide the solution!
CIS Version 5.0 will include a complete communication system. Managers may communicate with other managers, customers or suppliers. Customers or Suppliers can communicate with managers. Each manager, customer or supplier will have their own Communication Log including threaded replies to each communication ID. Each communication is numbered. Attachments may be included and viewed instantaneously, No formatting or filtering problems!
Additionally, there will be a corporate log that will include all communications that may be accessed by selected executive management who are given permission within the CIS system. For example, this will enable a Customer Service Manager to review all corporate communications. Knowing this, employees and managers will most likely improve their communication skills; “think before talking”.