Productivity at Work: – Email is an essential communication tool that takes on a phenomenal scale. In order to communicate with customers, suppliers, it is a quick solution that often avoids spending time on the phone. But within a company, is email the best solution when it comes to improving productivity at work? Nothing is less sure. Below this post is all about the role of banning internal emails for improving productivity at work.
5 – Reasons to Ban Internal Emails to Improve Productivity at Work
- Email: a waste of time?
Each user of email will agree exchange by email can quickly become a journey of the fighter. You can see this when you decide to search for an email with specific information. This may seem simple, but considering the number of emails received each day by a professional, everything can very quickly become complicated. Who sent me this email? What folder is it in? Certainly there are perfectionists who instantly classify their emails and find them easily, but how many are they?
- Stop watching our emails every minute
Productivity at work is certainly not improved when we spend our time looking at whether a new message has arrived: How often do we interrupt a task (sometimes important and often urgent) to take a look at our emails? It’s totally counterproductive to spend your time watching your emails. Better to watch them punctually and focus on the real work to be done.
- Did the information sent by email pass?
To send an email to one of his collaborators to ask him to perform an action is risky. In fact, once the information is sent, will it really do that? Will he warn you? On your side, you will move on to something else and, perhaps, forget this email sent. Using collaborative tools you would have a real follow up with information about the tasks in progress and the tasks performed.
- And if everyone did not process emails in the same way
Productivity at work comes through organization; it is the basis of everything, but, how to organize a tool that everyone uses differently? Within a company, some employees will look at their emails on a regular basis, respond to them, and do what they are asked to do. Others, on the other hand, will accumulate emails, never store them and delete them if they do not really feel concerned. Meanwhile, the information is lost, the work is not done and the company loses in efficiency, even credibility.
- An email is not a task!
It is amazing to see the number of people sending tasks by email. Outside, the email serves to communicate, not to organize and to plan activities. It is sent to one or more people, who will see it, or not, who will sometimes respond to all, sometimes only to the original sender. In short, communication is quickly broken and tasks are not fulfilled. Let’s stop sending emails internally to accomplish actions, use tools designed to create tasks and centralize communication! With various project management software’s for example, you can easily transform an email into a task:
- Object> Task name
- Body> Comment
- Recipient> Assigned
By setting a deadline and a priority level, you no longer waste time retrieving information, ensuring that nothing is forgotten, and knowing what to do and when to do.