We’ve said it before and we’ll say it again, email is great for a lot of things, but it definitely shouldn’t be any organization’s primary mode of communication. Instead of creating new processes and introducing efficient technologies, we’ve grown dependent on email, which was never intended as a project management or workflow technology. To highlight the pitfalls of email, we’ve identified the four types of emails we all get on a regular basis that make us go…
The Forward -the email thread with about 127 conversations forwarded to you with little or no direction. You finally get to the bottom of the thread and realize you still have no idea what role you play in all of this. You read it again, and eventually ask the sender for some context. Next comes an overwhelming feeling of annoyance. You’ve read, reread, asked for clarity, and wasted a whole lot of time. The only real message “The Forward” sends is that the sender values their own time and not that of the recipient.
The Emotionally Androgynous -the all caps and exclamations email that has obviously been written by someone who is either extremely angry or excited…or are they? With email, intent and tone are not always obvious. And no, the solution is not to add smiley faces on the end of everything. When messages aren’t crafted with the reader’s perspective in mind, they can be detrimental to office morale, or even create an unprofessional atmosphere in the workplace.
The Article -isn’t it the best when your manager or co-worker sends you an article with no indication why? You’ve been sent an article on the latest ad retargeting best practices. Okay…am I implementing these? Am I giving you feedback on the article? Should I assume any deliverables and if so, what?! It’s annoying. Again, the sender is sending the crystal clear message that they don’t have time to make sure the recipient has all the information they need. Then, more emails go back and forth. An Atlassian report revealed that an average of $1,800 is wasted annually per employee on unnecessary emails.
The Siri -when the person sending you an email seems to not care in the least that their email makes zero sense. The same Atlassian report revealed that poorly written communications can cost your business as much as $4,100 per year, per employee. If your employees or colleagues have told you multiple times they need a translator, maybe let’s not have Siri send your messages?
Again, we realize email is an essential tool today and it’s here to stay, but there are ways to optimize the use of email. Here are a few tips from author and entrepreneur David Silverman aimed at making our email communications better:
Include a call to action. Does your e-mail ask the reader to do anything? If not, why are you sending it?
Be upfront. Is the e-mail’s purpose clear from its subject line and first sentence?
Assume nothing. Verify what you think the audience already knows, because it may not.
Think it through. Are your views or requests clear? Don’t force people to read your mind.
To conclude, there are better, more efficient ways to communicate. Email is now this puzzle piece that we continuously try to make fit into these spaces that is just isn’t supposed to be. It doesn’t fit into the CRM role, or the project management role, or the workflow management role, or the operations role. We’d love to talk with you about the technology that does fit. Contact us today.
January 19, 2021
Software development is a team-based endeavor because of the complexity involved in launching a new system. Gone are the days when one developer can be point on the whole back-office software stack. It now takes multiple specialized roles to (appropriately) fulfill the software delivery lifecycle. A typical software project requires: Leadership Product management Project management […]
January 13, 2021
One definition of rot is the process of deterioration. Something that decays over time. By this standard – software rots like food in the Nebraska heat. It’s true. If your software isn’t regularly updated, it deteriorates and breaks down. Consider this – software is written to work at a moment in time…but time marches on. […]
January 4, 2021
OMAHA, NE, January 4, 2021 – In late 2020, Volano Solutions announced it has changed its name to Volano Software and launched a new website: www.volanosoftware.com. The name change was made to more accurately reflect what the company does, and the website was designed to be more informative and user-friendly to clients and prospective clients […]
June 2, 2020
According to LinkedIn technology (software) has a higher overall turnover rate than retail. With that, it isn’t a matter of if, but a matter of when. Volano has engineered a culture of “by developers, for developers” and this helps our retention. In fact, most of the folks that work at Volano have been here +5 […]
June 2, 2020
It is hard enough to build a successful business, and few want to invest time and resources into worrying about an Intellectual Property Assignment. But alas, you must do your homework. Fortunately, we make it easy for Volano customers. When asked – “Who owns the software and IP for my project?” – it is an […]
May 28, 2020
Many of us remember the grade school game Telephone. It was funny to see how a simple message would get garbled as it was passed along from person to person. But it’s not as funny when that message is a critical business requirement that will be turned into software that will power your business. Yet, […]