AN UPGRADE FROM OUTLOOK TO MICROSOFT 365
Introduction
This paper aims at justifying the need for an upgrade in our email communications systems. This upgrade will help us realize responsive emails and GIF animations. Email communication revolutionized the passage of information to many recipients from a single source, thereby reducing the cost of information sharing. Accordingly, Email communication increases networking within the hospital, making it easy for members of the hospital to share and convey information and thoughts crucial to the hospital’s respective functions. But then, the need to embrace technology in institutional communication cannot be overemphasized. Embracing technology in communication frees Human Resource Professionals from executing mundane tasks. It follows; incorporating updated technology to a company’s communication can improve communication effectiveness and experience.
For a long time now, our company has been using Microsoft Outlook for Email communications. However, Outlook is somewhatsomewhat outdated compared to the advancing strides made in Information Technology. For instance, Microsoft 365 contains advanced features that lack in Outlook. This paper discusses the differences between the two software and recommends how to improve Email communication to this hospital.
Background
This paper is influenced by my experience with Outlook. In fulfillment of my communication duties at the Human Resource Department, I created an Email design and tried to send it to our employees. I intended each recipient to receive an Email containing a GIF explainer for advertising and updates about our services and compliance to increase awareness. However, I was disappointed when I realized the Emails were not working. Consequently, I did some research where I gathered that the current Outlook is not compatible with creative emails. Accordingly, I requested a new PC thinking that the issue might be solved. Unfortunately, the result remained the same. Outlook does not support a
professional, responsive Email. I was willing to buy a Microsoft 365 subscription myself, but then I realized that even if I have Microsoft 365, my colleagues will not be able to see the responsive email style because they need a subscription too, so I stopped thinking of buying a subscription. I wrote to our IT department. They tried to help, but we have received no solution so far. The hospital should fit every computer in the hospital with a Microsoft 365 software that promotes responsive Email.
Statement of the Problem
Based on the above analysis, the issue that needs to be solved is whether the hospital needs an upgrade of its Email communication system from Outlook to another Software, preferably Microsoft 365, that recognizes responsive communication.
Benefits of a professional, responsive Email design
Responsive Email designs are becoming more popular in establishments. The first step before introducing an improvement to the Email design is to probe the Emails’ usage habits. The Human Resources Department has been sending many Emails to the employees. It follows; Emails are the best way of passing information in the Department. This means that there is a need to improve Email design for more efficient communication.
Before probing the benefits and importance of responsive Email designs, I will first define what Responsive Email Designs are. Essentially, responsive Emails are Emails that are suited to the recipients’ devices. This means the Emails will adjust themselves depending on the device of the recipient. Also, responsive Emails are not limited to plain text alone. They include different formats and styles in the display of the texts. Images in this design are not attached as in Outlook. They also avoid using hyperlinks in their display, but buttons. Lastly, they are equipped with a good User Interface that makes it easy for them to operate.
Several reasons explain how beneficial responsive emails are to the hospital. First, responsive emails enhance communication between the management and the employees. The recipients will be convinced to open the Emails because of the new experience they get from the new software. Notably, the users can navigate the texts in the Emails faster because of the enhanced design. Another advantage of the responsive design is that the hospital will send professional Gif animation or video updates by Email. As already discussed above, this cannot be done on the Outlook system. The responsive design also draws the attention of the recipients. In the marketing department, almost all customer now has a mobile phone, and everyone receives at least ten to fifty emails a day. However, not every recipient will read the Emails unless we are creative. When the hospital incorporates the new design into the communication system, no Email will remain unread in the recipients’ inboxes. Lastly, the responsive design will improve our home care service communication. For instance, notifications, advertising, and marketing will be done more effectively.
Some of the best practices for responsive designs in Emails include a single-column display. This display reduces the trouble in navigating different planes for the same Email. The new designs also use a font of between 13 to 14 points for texts and no smaller than 20 points for the headings. Accordingly, recipients will have no trouble viewing the texts. Best market practice in responsive design also ensures that the most important information comes first in the Emails. Not only does this draw the attention of the recipients, but it lessens the recipient’s work in decoding the information in the texts. Responsive designs also avoid the use of hyperlinks. It is not uncommon for recipients to click on different hyperlinks than they intended. The responsive design seeks to tackle this problem by ensuring recipients only have access to the hyperlinks they need. Lastly, the new system also improves the quality of images. It includes responsive images that better the user experience.
In the long run, the responsive design will enhance communication within the hospital. Notably, the recipients will not face any challenge in reading the contents of the Emails. All communication will be passed effectively, and the recipients will remain connected remain through the Email system. At this point, it is evident that an Email system that allows no responsiveness is a poor communication. Responsiveness can be measured by how the recipients enjoy accessing their Emails and reading the content therein.
Microsoft 365
Microsoft 365 enables individuals to create responsive Emails at their comfort. The software is equipped with mechanisms that automatically generate responsive data for Emails. It comes in both a free edition and a Pro-edition. The Pro-edition has more features than the free edition. Some of these exclusive features include an ability to have an unlimited number of layout designs. The options for subscriptions may run from one month to one year. On the other hand, Microsoft Outlook has failed to keep up with the advancements of technology. For instance, many subscribers have complained that Emails in Outlook cannot be viewed from a personal Laptop- they can only be viewed from the office computer. Outlook also has speed issues. Lastly, there have also been concerns about spam messages being sent unexpectedly via Outlook. This can be detrimental to the hospital because it will affect the value of communication. Accordingly, I recommend this software for the reasons and benefits already stated above.
Embracing Technology
I believe that our hospital is at the forefront of enhancing technology solutions. Besides, we earned recognition for digital health performance in 2016. These milestones necessitate the need to have an edge in our Emails system to enhance communication. Accordingly, I also recommend that the hospital buys a Robot Receptionist, not for replacing receptionists really, but for increasing creativity. Some hospitals already have a robot and many business companies and hotels. I believe we should not be left behind in such developments. The idea is that when we buy the Robot, we also can make a video explainer to show when our customers make a reservation and receive an appointment notification by Email or text. The notification includes a scan code such that when customers arrive at our hospital reception, they can show the Robot the scan code from their mobile devices and the Robot reads the scan to welcome them by their names, retrieve their appointment times, name of the clinic, then guide them on how to reach the clinic.
My suggestion might seem impractical but bearing in mind the age of technology we are in, I believe we can achieve whatever technological objective we set. Besides, it is logical for the marketing department to build its reputation. The Robot could be customized to move hands and say anything, and consequently, the advancement will draw the public’s attention. Ultimately, the media will cover our progress and promote us freely. Our customers will also feel proud to stay with us, and new customers would love to try our services.
Recommendations and Conclusion
In light of all the analysis above, I recommend that the hospital conducts an overhaul of the Microsoft Outlook communication system and obtain a Microsoft 365 subscription. This subscription will go a long way in enhancing communication in the hospital. I also recommend that the hospital adopts Robot Receptionist technology. This step will go a long way in promoting the hospital. And in the long run, the hospital will get more customers.
REFERENCE
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Microsoft Store. 2020. Get Marble Responsive Email Designer 365 – Microsoft Store En-GB. [online] Available at: https://www.microsoft.com/en-gb/p/marble-responsive-email-designer 365/9p817pkj0643?cid=msft_web_chart#activetab=pivot:overviewtab [Accessed 8 November 2020].
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