Email is one of the most commonly used tools to communicate, whether in business or everyday life.Ever since it became mainstream with the birth of Hotmail in 1996, it has helped people do more things together and has made information exchange much faster and easier than before. Other forms of communication (like SMS and VoIP) have surfaced since then, but email is here to stay. However, how people use email has changed dramatically with the rise of the volume of emails one receives from different channels. From work, family, notifications from social media, promos (spam or spam-like), our inboxes get filled easily and we always end up overwhelmed. Email, at times, no longer serves to make communication easy and even lowers productivity. According to a study by Mimecast, there are about 32 emails sent per user by day, and 4.6MB of emails received in a day. We spend an average of 4 hours a day using email, meaning that email impacts approximately 50% of our working day. Adding to this, 39% of users regularly send, receive and check emails outside working hours.
Now-a-days, many businesses use email as part of its marketing and customer service efforts to share information with prospects, customers, and vendors. Say your customer sends you an email and your response doesn’t get sent, chances are you can bid them goodbye. But as technology change, you can now move collaboration out of your inbox by using other tools to run projects. Why not message your team using instant messaging services like Skype, Yahoo Messenger or Google Talk which now allows you to keep record of conversation history and use it as documentation? You can also use other forms of file sharing systems like Google Drive, Sky Drive, and Dropbox. There are shared task lists and other solutions to monitor your project’s progress, regardless of your business function. Email certainly is no longer the only go-to form of communication to have in your company.
Today, there are more advanced software that combine collaboration, file exchange, and progress monitoring in a single place. These products act more like online work spaces or work platforms that bring people together and work, sometimes even without having to exchange a single email. Such tools enable you to focus on one thing – say your project – instead of sifting through emails to have an idea of what’s going on in your team. Also, they store all the information you need in one place so you won’t scramble to find important data and you can have better access to what other teams or departments have.
Although point solutions are fine, we at the Xamun Team place our bets on an integrated system that brings all stakeholders and information together in one place. Take a look at what we’ve built to know what we’re talking about.