What is wrong with Email and how to fix it


    E-mail is so firmly entrenched in the daily life of a huge number of people and organizations that most of them do not even think about the effectiveness of this means of communication. However, email has one big problem - it has the property of "sucking" a person into correspondence - the more messages are sent, the more you need to send. In such circumstances, returning to truly priority work is rather difficult.

    Email Issues

    According to various studies , office workers spend up to a third of their time sorting out rubble in a mailbox. E-mail takes so much work time that some companies even introduce special regulations for working with this tool (in particular, prohibiting employees from using the mail at certain hours or checking it more often several times a day), and some even refuse it.

    But why does email take so long? There are several reasons for this, most of which are directly related to the so-called “human factor”.

    Wrong choice of communication tool

    Very often people use email in situations that are more suitable for other means of communication. For example, you can arrange a short meeting by simply sending an invitation to the calendar application used by the company - and there is no need for a five-letter discussion.


    In addition, many users do not consider it necessary to describe the essence of their message in the Subject field and do not pay attention to formatting and highlighting main thoughts. As a result, their interlocutors spend a large amount of time understanding the essence of the letter. Tags like “Urgent” or “Quick Question” could save a lot of time and highlight those messages that require more attention.

    Irrelevant correspondence

    The mailboxes of millions of email users are clogged daily with spam and automatically generated messages from various services (service information such as password changes, newsletters and digests, etc.) The

    spread of message types makes it necessary to filter messages. Some people use shortcuts for this , others create special rules in the mail client. However, developing your own e-mail system requires time and perseverance, which not everyone has. Forcing yourself to create labels and set up rules for sending spam, notifications, messages from important recipients is not so simple.


    Remove unnecessary tasks

    There are a fairly large number of projects that are trying to solve email problems. The developers of these services claim that to one degree or another, e-mail is simply necessary, but there is an opportunity to improve the quality of the mail.

    Typically, fighters for improving email are divided into two categories - some create more thoughtful email clients, while others try to rob email of the “service for everything” status and stop people from using email for inappropriate tasks like quick discussions or task management.

    Projects, like Voxer, which is trying to replace some emails with voice messages, or Asana, whose creators are promoting a structured approach to organizing discussions on project tasks. Kato.im

    Project Teamhe also takes the approach that email can be squeezed out of certain areas where its use is unjustified. We have created a tool for corporate communications, which in many cases can replace email. By clicking on the image, the full size will open. In order to communicate with the “outside world”, companies will still use email for many years to come - there are no prerequisites that the number of companies that abandon it will grow rapidly. However, for communication within the company, within the team working on one project, e-mail is not needed and is an inefficient means of communication that can only be distracting.


    E-mail is largely an automatic letter that does not help in any way in the discussion of projects by team members. Kato platform allows employees to highlight only the necessary information, getting rid of the "noise". Through integration with third-party services like Google Docs or Heroku, employees can see all the information about the project in one place.

    The free version of the service has extensive functionality (for example, an unlimited number of connected employees, an unlimited history archive with the ability to search). Thus, as part of the team, email can be completely replaced without unnecessary costs.

    Conclusion: You need to save time

    E-mail is not going anywhere, but it is in our power to reduce the time we spend getting through an endless series of alerts, spam and messages, 90% of which are “water”.

    Email is not to blame for the fact that people do not always use it for its intended purpose. It is only necessary to recognize that there are services that are more effective in specific situations. This will solve the main problem of email and start saving resources, the main of which is time.


    Also popular now: