At your business, are you still using email? If yes, how many folders do you have in your mailbox? Moreover, how many RE: or FWD: do you have with the same subject? If you consider that these numbers are big enough to handle them and actually do your job maybe it’s time to reconsider the way you manage your internal business communication.
Your email rules may seem good enough to manage your personal communication and pending issues. But this, does it really work in team or business level? At work, most of the times a new email means action. Something should be done by you, your team or in most complicated cases a cross-functional work should be done through collaboration by several business departments.
Let’s do baby steps. A customer asks you via email to do something, you do it and that’s it. However, the most of us we have a lot of things to do even at the same time. Therefore, we should prioritize and schedule our email/tasks in an easy and effective way. Obviously, a simple email service cannot help you on that.
Let’s make things a bit more complex. As team leader, you receive an email based on which you have to assign a task to a member of your team. So, you forward to him the initial email along with some guidance. He receives your message and asks for further information. You reply and then he sends you some drafts for approval. After a number of sent and received emails you reach the desired and final result. He uses this final outcome to do his job and then he has to send you some feedback. Although that the first email that may come from a customer cannot be avoided, the rest sent and received emails for internal communication purposes such as guidance, approval and feedback can be eliminated using a collaborative task management system. Such kind of software offers alternative ways of synchronous and asynchronous internal communication enabling you to enhance team collaboration and productivity.
Let’s be realistic. In the real business world, an email can be the trigger for a whole business process. For example, the sales department receives an order via email and has to communicate with the warehouse department for the availability of the product and the distribution department for the execution of the order. Furthermore, if there is no availability of the product the warehouse department should communicate with the production or/and supplies department and then give feedback to the sales department. In such cases, there is a great need for collaboration and coordination among the several responsible departments and imagine how many emails can be sent and received among the employees of the respective departments without using a collaborative Business Process Management tool to satisfy the customer’s inquiry. Of course, the benefits of using a collaborative Business Process Management tool is not only a cleaner inbox but also enhanced supervision by executives as well as greater engagement by employees considering their work as a part of the whole business effort.
Improving your business communication, you improve your business performance 😉