{"id":1959,"date":"2016-06-06T17:51:23","date_gmt":"2016-06-06T17:51:23","guid":{"rendered":"https:\/\/www.binfire.com\/blog\/?p=1959"},"modified":"2016-06-06T17:51:23","modified_gmt":"2016-06-06T17:51:23","slug":"email-dead-think","status":"publish","type":"post","link":"https:\/\/www.binfire.com\/blog\/email-dead-think\/","title":{"rendered":"Did someone tell you that Email is dead? Read this first!"},"content":{"rendered":"

As a long-time practitioner of Collaborative Project Management, it sometimes seems that \u201cCollaboration\u201d has become the most overused term in software today.\u00a0\u00a0 In the race to real-time synchronous communication, email is often the first casualty.\u00a0\u00a0\u00a0 As I will explain below, in many cases, solution vendors simply masquerade their software as collaboration alternatives to email without really understanding the true meaning of collaboration.<\/span><\/p>\n

Let\u2019s start with a common definition. What is Collaboration?\u00a0 Collaboration is not a modern concept nor is it a software, tool, or process.\u00a0\u00a0 Collaboration means working together to achieve a common objective.\u00a0 Simple. People often confuse \u201ccollaboration\u201d with \u201cinformation sharing\u201d but it\u2019s not the same thing.\u00a0 You can collaborate using pen and paper, walkie-talkies, or smoke signals as long as you are working towards a common goal.<\/span><\/p>\n

Part 1:\u00a0\u00a0 Data shows email is the slowest growing <\/strong><\/span><\/p>\n

An inescapable fact in today\u2019s hyper-connected world is the surge in Instant Messages (IM) spurred by the growth in social media consumption. According to the Radicati Group<\/a>, there are currently 2.2 billion IM accounts and this is expected to grow by an annual<\/strong> rate of 7% over the next four years. By 2020, IM accounts are expected to reach 4.1 billion(it has reached 4.2 billion in 2023).<\/span><\/p>\n

\"Email<\/a><\/span><\/p>\n

On the other hand, Radicati estimates that when it comes to business email, the number is likely to grow by only 3% (less than 1% a year) between 2016 and 2020.<\/span><\/p>\n

The result of these converging trends is an emerging narrative that email is dying and is being replaced by more efficient and collaborative forms of communication.<\/span><\/p>\n

Part 2: Why does email have a bad name?<\/strong><\/span><\/p>\n

Now that we\u2019ve put the definition and usage data behind us, let\u2019s look at why email has been considered the anti-collaboration tool.\u00a0\u00a0 About three years ago, our good friends at McKinsey published a research report<\/a> claiming that a whopping 28% of interaction workers\u2019 workweek is spent reading and answering emails.<\/span><\/p>\n

\"Email2\"<\/a><\/span><\/p>\n

Although I have always been suspicious of the McKinsey data, there is no doubt that email has limitations.<\/span><\/p>\n

To make things easy, let\u2019s start with what email does NOT do.<\/span><\/p>\n

Email is not a Knowledge Management System<\/strong><\/b><\/span><\/p>\n

 <\/p>\n

Email is not a Knowledge Management System and was not built to be. The inboxes of our employees and co-workers contain valuable information and data that will never be distributed widely.\u00a0 The potential learning of an organization is typically not captured.\u00a0\u00a0 Email is a closed system that cannot be indexed and searched by colleagues.<\/span><\/p>\n

Email is not a Document Management System<\/strong><\/b><\/span><\/p>\n

Few things are less efficient than using email to distribute, manage and track documents within a shared environment.\u00a0\u00a0\u00a0\u00a0 Between version control issues and multiple people on cc that \u201creply all,\u201d it is often a herculean task to keep track of the different threads and to track down the latest version of a document.<\/span><\/p>\n

The email was not designed for brainstorming<\/strong><\/b><\/span><\/p>\n

Have you ever tried replacing a virtual (or physical) whiteboard with an email thread to a large group? Trust me, it does not work.\u00a0\u00a0 Email is best for sharing information with a (relatively) small group but when it comes to brainstorming, email threads tend to get hijacked by the loudest voices (or most vociferous typists).<\/span><\/p>\n

Email is not a Project Management Software<\/strong><\/b><\/span><\/p>\n

In an era of online project management software<\/a>, it should seem obvious that Project Managers should not use email to assign activities and tasks to their team.\u00a0\u00a0 Sure, ad-hoc requests via email are acceptable, but Project Management requires discipline that involves risk, dependencies, and deadlines that cannot be tracked and managed via email.<\/span><\/p>\n

Part 3: Why has everyone joined the anti-email bandwagon?<\/strong><\/span><\/p>\n

Email has become the scapegoat for all inefficient and redundant communications.\u00a0\u00a0 In the past few years, a number of software vendors such as Asana, daPulse, and Trello have staked their claim as Collaboration solutions<\/a> that cut down on redundant and time-wasting emails.<\/span><\/p>\n

As I will explain below, in many cases, solution vendors simply masquerade their software as collaboration alternatives to email without really understanding the true meaning of collaboration.<\/span><\/p>\n

Part 4: How does email fit in Collaboration Project Management?<\/strong><\/span><\/p>\n

From the perspective of Collaborative Project Management, an email is a valuable tool when used appropriately.\u00a0\u00a0\u00a0\u00a0 Here are just a few examples of when email is probably the best communication tool to use:<\/span><\/p>\n