Challenges around effective email management
Email has become an integral part of our business operations, not only in the way we communicate with other people and organizations but in the way we manage our lives. The pace at which emails are being sent and received and overall volume is ever increasing and unlikely to decrease over time as more and more people get connected every day. Where people had to follow a process and send a well-considered letter or fax in the past, everyone with your email address now have direct access to your inbox and can demand attention. Due to the pervasive nature of email and the ability of communication to captivate a user’s attention, the traditional email client like Outlook has for many people gone from being just a basic communications tool to a mission critical business operations and information management tool use, used for:
- Managing their tasks/commitments/workflow
- A storage facility for information and documents
- A backup or single source of reference for all communication
- Storing client and contact information
Communication tools, on their own, were not designed to be task managers and can never replace the need for a business nervous system. Email clients play but one part in a much bigger picture. Your system (or way of working) is broken and you are probably quite stressed if:
- Emails are coming in faster than you can deal with them, which means you often feel overwhelmed or you are falling behind.
- Your day revolves around crisis management, attending to work based on interruptions (including new emails arriving) or always catching up working on whatever is in your inbox.
- A structured way of working and traditional task lists do not work for you and you struggle to cope with all the demands on your time. You have a habit of monitoring emails and “replying quickly” to someone so that you can at least feel like you are making some progress but then leaving the “big things” for later when it is “quiet”.
- People abuse their direct access to you (and your inbox), pushing their own agendas, priorities and expectations onto you.
- You are CC’ed on, or you CC everyone else on, all emails. This invites further, often unwanted, communication which can quickly escalate and get out of hand or create noise by involving you on things you do not need to be involved with.
How does WorkPool solve these problems?
We have 3 options to deal with emails. You can:
- Continue to use your existing email client (like Outlook) and copy and paste information into WorkPool as emails.
- Switch to WorkPool’s email client (similar to Gmail and Yahoo) with advanced features to simplify your administration. This is preferable for users sending and receiving mostly business communications only and dealing with high volumes.
- Configure your email server to continue receiving emails in your email client (Outlook) and selectively drag-and-drop emails into your WorkPool environment. This is useful for people who receive both personal and business related emails in their inbox to filter communications themselves.