Almost daily I face the need to highlight the benefits of current mode of communications which is meant for the better. Both for the clients and also the service provider.
A typical business has the similar keyword – ‘reduce expenses’ in their budget. I noticed operators cutting down on energy cost – namely electricity by switching off air-conditioning partially, switching off lighting in stages and to my surprise by shutting down partial operation. Management may just want to have good figures on paper but by visiting on site spells disaster. Yesterday, I was at T*S*O branch in Station 18, Ipoh. It was 3.15pm and only routine staff were seen to be loitering around. Customers were nowhere to be seen except for students with their uniform around the sitting area. The ambient temperature was humid. Air-conditioning has been shut down, more than adequate for minimum cooling. Patrons having their quick bite at KFC had tissues wiping off sweat from their foreheads. I could not find a comfortable spot to settle down. On my way out of the humid building at about 3.25pm, I noticed a group in uniform was seeking fresher air by the exit door. Phew, I sincerely hope that was not their daily ordeal. Back to topic…

Every time I frown whenever I am being told to quote a ‘super efficient’ fax machine. Heck, is email so difficult to be implemented? The usual drill, fax machine must be cheap in consumables, refillable ink or refurbished toner, thermal paper a no-no and always being requested is also the lightning isolator. Known to most of us, a simple email solution is ideal. Yet, the management has difficulty to adjust to the nature. Why?

Fax Machine
+ easy, buy off the shelf
+ press the numbers and hit start
+ can also function as photocopier (yea right)
+ look more office-gadget (oh my!)
- waste of space
- waste of another redundant phone line (although can be shared with voice)
- waste paper/toner/ink (even refurbished ones do not come free)
- risk being strucked by lightning via phone line (isolator is not full proof by the way)
- junk fax as a result will add to waste of paper/toner/ink (expensive models have junk filter?)
- maintenance (fax machines do get paper stuck, staples/paper clips , hair??)
- line busy syndrome (yea, auto redial)
- P&C syndrome (yea, put the machine next to management then)
- out-of-paper (on-board memory function is not free)
- dark tones, re-fax and re-fax

Email
+ type and send
+ need copies, reprint (for hardcopy)
+ need to cc (cc in email)
+ need to bcc (bcc in email – something a fax machine cannot emulate)
+ cost of sending / receiving (bundled with your internet connectivity)
+ read and archieve/delete (no waste of paper/ink)
+ able to access anywhere – smartphone / PC / Cybercafes
+ ability to send documents in actual form – (colour is a yes)
- spam (can be rectified by spam filter)
- clients do not have email to receive (your clients need to get a life!)
- need to scan forms that are hand-filled (al-cheapo 3-in-1 printer settles it RM200) or rather get the form eletronically and filled up electronically
- attachments are applications specified (use pdf for portability)
- attachments can be modified and manipulated (use pdf )
Sigh, most of the time I ended up supplying the email solution and a ‘back-up’ fax machine to be bundled with, for good old times, the legacy remains…
Should there be a time when a supplier/client without a proper ‘working’ email be regarded as a supplier/client without a banking account?? It’s year 2010…













