The email remains a basic tool for many companies. But instead of solving problems as it did in the past for many organizations today, the mail has become a bottleneck for productivity. Let’s see why this problem occurs and if we can fix it or not.
It is essential to establish good practices of e-mail. Good training for users is key to writing emails is clear and meets its objective. In this media, less is more. A good question, one clear wording help save a lot of time. Beyond this point, there are other problems that must be resolved.
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Using outdated protocols in many companies
Mail is associated with the domain of the company. In many organizations still mail protocols such as POP are used, very useful for years when computers were connected to the Internet, mail is downloaded and reconnected only to send the answers.
Today when the mail accounts are also configured on mobile devices, it is necessary that our mail is much more agile. Perhaps not even need to use a mail client like Outlook and the best is to seek global solutions, which also mail account give us more functionality such as Google Apps or create email accounts with online Exchange for small organizations.
For companies a needed today is synchronization of calendar, contacts, received and sent items , which are always at hand, without knowing if a contact saved on the desktop, from the phone or from the web. Logically, if the mail is only used on an office computer, something increasingly common, not a problem this synchronization.
This is almost inseparable from the mail. Receive virus messages from strangers or people you trust and which decided to open or run a file remains a source of security problems. Mail is one of the vectors usual to ransom ware attack, among others.
This does not mean that if we use another form of communication, as a intraweb an instant messaging application or a social network, these problems can continue as it is something that depends on the intervention of the user. Simply a link that leads to a modified page to have a security problem in our company share.
Using mail as database
Another issue on which much time is lost in the mail is in search for old messages. This is because a history of many years crawls, since it is considered that the mail is a database of messages we have received. While this causes many times the mail go much slower than it should.
Also in many organizations email account has become a way to receive notifications .In other applications, websites, electronic government, etc. as it remains a universal form of communication that all businesses have.
A form of communication that is no longer agile
Therefore, mail has become a form of communication that is no longer agile for the company. Domestically many applications already use instant messaging, enterprise social networks or similar that allow communication internally in the organization much more agile, more natural conversation.
We see it in the way that many companies make contact and communicate today with its customers, where the mail has been replaced by messaging apps like WhatsApp. What bad thing about this issue is that in many cases the answer is expected to be immediate, regardless of whether we are in working hours. But despite this drawback, many prefer thus expediting communications?
The truth is that he still has much life to the mail, although we may have to learn to use it differently or integrated with other solutions. Learn that we do not need to start to work and check e first task is one of the routines that have to change. Use e to what we can actually solve a problem, instead of giving us more work.Tags: e-mail