Is your company also using emails as the main internal communication tool? Are you and your colleagues relying on emails to collaborate or discuss problems? If so, you probably already experienced the ineffective side of emails for day-to-day communication at work. While emails are a great tool for connecting and reaching out to vendors or clients, using it as a default tool for the internal communication is not a great idea. Here is why you should not use email for internal communication:
1. Email overload
We live in an era of communication overload and emails are contributing to the problem. Our inboxes are always packed with emails. On average workers have up to 100 unread mails in their inbox and everyday +50 new emails come in. When people are bombarded with so much information they will scan, skim through, or delete emails which makes it easy to miss important information.
2. Not made for collaboration
So many people use email as a collaboration tool even though it was never designed to be one. When managing projects and troubleshooting problems, communication via email becomes confusing and does not provide the overview you need.
3. Ineffective content archiving
With emails you can easily loose track of what has been going on. There is no effective way to backtrack all communication about a specific project. It is a headache if you have to start searching your inbox based on keywords or who sent the email. If you want structure in your inbox you will have to do that manually…
4. Emails are kind of Old-School
Did you know that text messages are read within the first three minutes after receiving them, while this is only true for 20% of mails? Today we do not use emails for our personal communication and that is mainly because the original format of emails was designed for desktops, so it is not the go-to mobile communication tool. What is also interesting is that the next generation of workforce (Generation Z) don’t even have a personal email address and are estranged from emails.
5. Emails do not support media richness
People are used to chatting with each other via Facebook or other communication platforms that allow a variety of media. You can send a picture, a video, or a gif to the person you are chatting with, which can bring more meaning to your message and more fun to the conversation. With email you are limited to emojis and text. This lack of media versatility is important if you keep in mind that memes and videos are starting to take over plain text.
6. No accountability
With email there is no easy way to find out whether someone has opened your message or not. There is little to no accountability and it is very easy to ignore a message or to not reply to a message. Many company cultures accept the fact that someone did not reply or did not follow-up a certain mail because they understand the overload employees have to deal with.
A better alternative to company email...
We cannot deny that email has a purpose when it comes to external communication and getting in touch with your audience, yet for internal communication emails are not the solution. For your business to thrive, communication between colleagues, departments, etc. needs to be on point. Corporate communication tools like Microsoft Teams allow peer-to-peer communication, as well as communication in groups. By using chat as a communication channel, you will create a fast and effective way for your employees to communicate with each other.
Ready to make the shift from email to a corporate communication tool? Or what to find out more?
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