Email vs. IM vs. SMS

Email, Instant Messaging and SMS are the most commonly used methods of communication in today’s world. They play a very important role in day-to-day business activities. They have changed the overall course of business we do today. But all three have their unique characteristics and own pros and cons, and learning them will help to understand when and how to use them.

Advantages

• Email is easy to use, fast, cheap and, reliable and secure. Due to these advantages it is widely used in internet marketing. All the correspondence can be easily managed without the paperwork. Mails are delivered instantly and can be accessed from any part of the world.
• Along with the normal text messages, different files like photos, videos, music etc can also be attached. All these sent and received messages and attachments can be stored safely, and forward them in future to any number of people whenever required.
• Emails help to cut down the expenses because storing data online means no need of files, folders and cabinets. Accessing information is also quick and easy.

Disadvantages

• The main drawback of email is that the necessity of internet connection to access it so not convenient to many people. Though mails are delivered in seconds, they may not be received because of non availability of internet connection.
• Email accounts can get hacked. Receiving spam and junk mails, which is very common, causes overload on the space.
• Viruses can be spread easily through emails to damage your computer.

Advantages

• It is faster than emails and two or more people can exchange information almost instantly without any time delay. One-on-one personal chat is beneficial in business world to get real time information from colleagues, employees and partners who are working remotely.
• You can form your buddy list for IM and create private chat rooms to send messages back and forth with those who are online.

Disadvantages

• Both the parties should have account on same IM and should be available online at the same time.
• One cannot use IM to exchange confidential or sensitive information because your messages can be hacked by criminals without you knowing it.
• Instant messaging allows transferring files, which is actually very convenient, but it can be dangerous if the file is virus infected and can damage computer or the entire network.
• You can lose the history of messages so very difficult keep records.

Advantages

• Like Instant Messaging, SMS are really instant. They are reliable and low cost communication mechanism compare to phone calls. Many online messaging services allow to send free SMS and set alerts and reminders.
• Mobile users usually always carry their mobile with them so it is convenient to keep in touch with people. Delivery of the messages to multiple people at a time is possible.
• As long as you have mobile, SMS can be sent and received using any platform and device. With the use of DND one can keep SMS spam free.

Disadvantages

• SMS are usually limited to 160 characters, hence limiting the length of the message. So the important precise message has to be divided in multiple messages.
• Simple SMS text messaging does not support sending media files for which you need EMS—Enhanced Messaging Service.

By considering above comparison one can understand that all three modes of communication, Email, IM and SMS, have their own strengths and weaknesses. Depending on the situation one has to choose the right tool.