List three problems that may occur when communicating electronically and describe ways to prevent them from happening

Question

What will be an ideal response?

Answer 1

Answer: Always follow good communication standards when answering an incoming or placing an outgoing call. Telephones at workstations are reserved for business use only. Personal calls must be done on your break or before or after your scheduled hours. When delivering messages by voicemail, the receiver hears your words and your tone of voice, but your body language is still invisible. You need to speak slowly and clearly to be sure your message is understood. With e-mail, the "tone" of your message could be misunderstood. Speak with the person face-to-face or via a live telephone conversation. With e-mail or voicemail, you might accidentally send or forward a message to the wrong person(s). Or someone might send or forward your message to someone else without your approval. Slow down and think first. Make your messages short and to the point. Omit sensitive or confidential information. Exercise care when forwarding previous messages. Double-check the content of the entire message and confirm to whom it is being sent. You cannot be sure electronic messages are received and read. If important, be sure your message made it to the right person. Electronic communication leaves a documented "trail" that could be used against you. Consider having a live conversation to avoid a documented communication record. Even deleted messages can be retrieved. Stop and think before you send any electronic message. Remember that you may be dealing with confidential information. If you are sending confidential or potentially sensitive information through a fax, call ahead and let the recipient know to be ready. Using an online fax may help avoid security issues, as it lets users send and receive faxes from the privacy of their own computers. Be especially careful posting personal information on social networking sites, blogs, or other places on the Internet. Once personal information or photos of you are out on the Internet, they cannot be retrieved. Anyone who has access to your online information can manipulate the content and share your information with anyone they care to. Protect the security of your computer and passwords. Change passwords on a regular basis. Don't view inappropriate websites. Follow company policies regarding the use of business computers. Failure to do so could breach confidentiality, violate HIPAA laws, and result in job termination.