How do you start your work day? If the answer is, “get a coffee, turn on my computer, and check my emails,” you’re not alone. But there’s a better way. With the rise of social intranets, mobile devices, and collaboration software, communication is more streamlined. And while email may not be phasing out of our day-to-day routines yet, we can increase our productivity and reduce our time in our inboxes by integrating new technology.
Collaborative knowledge management is supplementing email for business communication. Whether teams use an internal social intranet or schedule in a shared calendar, new processes are taking over conversations outside of the traditional email inbox. If you haven’t supplemented your email communications yet, consider collaborative knowledge management tools.
Here are some reasons you should make the shift:
Collaboration Software Saves Employees Time
McKinsey’s Social Economy report has shown that employees spend 28 percent of their time checking and responding to email. With the number of emails coming in, inboxes are overwhelming and nearly impossible to navigate. Even with email platforms’ navigation tools, your search to find the right email chain to answer questions can be an annoying task.
Collaboration tools give team members the access to all the company and project information they need to amplify their performance. With intuitive search, you can ask questions to find the best answers with existing related content. And if someone hasn’t addressed the question or comment yet, you can tag the people who will be able to participate and chime in, without overloading anyone’s inbox.
Eliminate Confusion With Collaborative Processes
Email chains are seldom a conversation between Party A and Party B. There is almost always a Party C, D, E, F, and so on. Emails get forwarded, CC’ed, BCC’ed. As soon as someone hits “reply” instead of “reply all,” the conversation gets especially confusing.
Your solution? Collaborative a knowledge management platform that:
- Have a common dashboard
- Share information with the right audiences
- Eliminate the confusion of email
- Keep direct communication in one place
Using this tool, files and conversations attach to one another. Furthermore, your content is intelligently associated with related information; this prevents you from having to search for an attachment in your list of emails. As you update documents and files, there’s no need to resend them by email. Instead, the latest versions of files are accessible to everyone in the knowledge management platform, rather than being locked away with a specific team member.
Transparency Builds Trust
Email simply pushes out information. However, knowledge management and collaboration software encourages a push and pull effect in company communication, awareness, and accountability. Thus, social collaboration solutions give your organization the opportunity to communicate as broadly or specifically as necessary.
For example, leadership can either share high-level ideas and concepts or privileged information to targeted groups. Likewise, leadership can send information to the entire company to encourage a better connection. As a result, employees will feel that the company values their communication and contributions. Consequently, they will be more likely to trust the leadership’s decisions.
Communication and Collaboration Are More Meaningful
Simply put, email is not built for collaboration. Attempting to update collaborative documents through email is a waste of your time. By publishing your documents within your collaboration software, team members can provide up-to-date information. In turn, this allows for comments and real-time conversation.
As workplaces globalize and telecommunications normalize, using email as your primary knowledge sharing tool is likely to become confusing and inefficient. Naturally, people want fast solutions and immediate answers.
If your organization can adapt to these pressures with a collaborative software, you will empower your team with the tools they need, leading to a more productive and engaged workforce.