9 – Reasons to replace Email with a Project Management tools

Reasons to replace Email with a Project Management tools:- The first email was sent in 1971. Today, French executives receive an average of 88 emails a day and spend about 5.6 hours a day reading, answering and sorting. Among all these emails, one distinguishes:

• Urgent emails that require an immediate response,
• The emails you can answer later (but you have to mark a small flag if you forget them),
• The emails of which one is only copied without knowing why,
• Emails that do not require an answer,
• Emails that do not deserve a response,
• Emails to invite you to a meeting,
• The stupid emails of joking colleagues,
• Emails of more or less professional discussions with your colleagues,
• The spam

Difficult to stay focused in front of such a lot of messages. And how can we deal effectively with all this information without affecting the daily workload?

Like his ancestor, mail, before him, email or email is becoming obsolete. Some companies have totally suppressed email and some predict that by 2020, the email will have totally disappeared. How to communicate then? Collaborative project management tools that have instant messaging to facilitate exchanges

Reasons to Prior Project Management tools Instead of Emails

Here are the 9 reasons why it is better to drop the email in favor of a collaborative project management tools.

1. A source of Stress

When you receive between 30 and 50 emails a day, checking your mailbox can become a source of stress and anxiety and lead to a sense of frustration and helplessness. It becomes difficult to assimilate process and prioritize this vast amount of daily information. This “in obesity” then becomes a source of ill-being.

2. Inefficiency

According to a study by Cerfa, this abundance of e-mail messages has a negative effect on the employee. Indeed, 43% of French employees are interrupted at least every ten minutes by an email and 31% admit being distracted in their work. When one knows that it takes 64 seconds for an employee to resume the thread of his thought after interrupting his work to read an email, this represents many minutes lost every day.

3. Email is not a collaborative tool

The email is a linear exchange that allows only to communicate, not to collaborate, contrary to a tool of collaborative work. Collaborative project management tools help foster collaboration and creativity. They are information sharing tools that make it possible to make available all the essential documents and information and thus facilitate the exchanges within the team.

4. Bad for internal Communication

Too many emails can interfere with internal communication within a company. Why would you move or pick up the phone to ask a colleague when you can send him an email? To remedy this, some companies like Price Minister have set up a half-day or a day per month or week without an e-mail in order to favor oral exchanges.

5. Spam

True scourge, spam or unwanted e-mail would represent between 85 and 95% of the daily traffic of emails according to Signal Spam. Even though the mailboxes manage to filter nearly 90% of the spam, an average of 20 would still reach professional mailboxes. Declining productivity of employees and spending to protect them, spam has a significant financial impact for companies.

Collaborative project management tools are equipped with a collaborative messaging system that allows to discuss online and to centralize exchanges in a secure environment.

6. Wrong interpretation

Dry, annoyed or neutral, difficult to know the tone chosen by the sender of an email, especially at work, you cannot use smileys to soften the tone of an email. Hence the advantage of using instant messaging that allows for immediate, more relaxed and warm exchanges.

7. What a waste of time

Not only do you waste time sorting, organizing and scheduling your emails, but by storing in the wrong place or inadvertently deleting an important email, you misplace precious information. You will then lose time searching for this information and eventually you are wasting time on the person who sent it to you because it will have to relay you the email that you have unfortunately lost.

8. Ecological impact

Did you know that an email of 1Mo generates 275 grams of CO 2? E bout 200 billion emails are sent daily, representing an environmental impact considerably according to ADEME. Failure to data centers (or data centers) where transit and are stored emails. Thus, a company of 100 people generates the pollution equivalent of 13.6 tons of CO 2 each year, ei 14 round trips from Paris to New York only by sending emails. Think of deleting your mails as you go.

9. Storage of documents

To send a document by email, you must attach it as an attachment. The recipient must first download the document and then store it in a folder where it will be easy to find it and finally open it. Thanks to a collaborative management tool, you store your working documents directly on the platform and you attach it to a task: a real time saving!

In Conclusion

The long reign of email on business communications is coming to an end, dethroned by the collaborative management and sharing tool. This tool is a real revolution in the organization of work and has many advantages that have already seduced many companies.