Posted on February 8, 2014 at 6:04 pm
By Ludre Stevens – YuDoGlobal, CEO
In Part 1 I discussed the use of response management solutions – just one of the various approaches and solutions businesses are employing to improve, or at least lessen, the issues created by poorly managed email inboxes.
Social Platform Tools Prove to be Inefficient
Effective task management is a huge short-coming of standard email management tools. Several solutions including Asana, Yammer, Producteev and SalesForce Chatter have come to market to specifically address task management. Built on a social platform, these tools provide various capabilities to capture, track and monitor activities and tasks outside a user’s email box. The goal of these products is to eliminate, or at least reduce, the use of internal email.
Here lies the problem – users must access and work directly within these social platforms, which creates another environment a user must manage. Since these tools do not manage email, users still need to deal with their inbox for tasks and requests coming from outside their team. Furthermore, most of these tools do not enable tasks to be assigned or monitored across departments or functions. This means you can track some of your tasks, but ultimately not all tasks—highly inefficient approach if you ask me.
Gimmick Apps Add to the Chaos
Another entry to the task management landscape are task reminder tools, such as VIP Organizer, Remember the Milk and PingMe, that allow users to enter and organize tasks and receive email or text message reminders. While these applications may be quick, easy-to-use, and are often free, they do little to offer true task management. And receiving email reminders only adds to a user’s already chaotic inbox.
What’s a Company to Do with Email?
For most email users, a task management solution such as YuDoMail that works with their existing email program and captures and manages tasks found among all emails is the preferred approach. Rather than forcing users to access a separate application or moving some communication to another application, you can manage all your email, both internal and external, with YuDoMail. And with its robust tracking and reporting capabilities, YuDoMail provides management and employees with a complete picture of work in progress and completed requests for themselves and others. This drives accountability, improves productivity and ultimately reduces the use of email as a follow-up tool.
Another productivity enhancing feature within YuDoMail is “Notice.” Within YuDoMail team members can post a piece of information (notice) that everyone needs to be aware of but they don’t need to act on, such as the cancellation of a client meeting or an internal change in procedure. When team members select “done” the “notice” is removed from the request list and the action is tracked, making it clear who has and has not read the item. Notice also supports collaboration, whereby team members can easily share ideas and comments on an issue—without ever having to send one email.
The future of email for business is not to ban it or replace, but rather couple it with a sophisticated productivity tool — YuDoMail.