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Goodbye Email, Hello Collaboration Software

Written by Dana Youngren

How do you start your work day? If the answer is, “Get a coffee, turn on my computer, check my emails, then start my day,” you’re not alone. But there is a better way. With the rise of social intranets, mobile devices and collaboration software, communication is becoming more streamlined, and email is phasing out of the day-to-day routine.

Collaborative knowledge management is replacing email for business communication. Whether teams are using an internal social intranet or scheduling in a shared calendar, new processes are taking over conversations outside of the traditional email inbox.

If you haven’t replaced or augmented your email communications with collaboration tools, consider collaborative knowledge management. Here are some reasons that to convince you to make the shift:

Collaboration Software Saves Employees Time

McKinsey’s Social Economy report has shown that employees spend 28% 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 an email platform’s search tools, finding the right email chain to answer your questions is a cumbersome task.

Collaboration tools give team members the access to all the company and project information they need to amplify their performance. Intuitive search allows you to ask questions and find the best answers with existing related content. If the question or comment hasn’t been addressed 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, etc. Emails get forwarded, CC’ed, BCC’ed. As soon as someone hits “Reply” instead of “Reply All” the conversation gets especially confusing.

Collaborative knowledge management tools provide your team with a common dashboard, sharing information with the right audiences, eliminating the confusion of email with direct communication in one place. Files and conversations are attached to one another, and content can be intelligently associated with related information to avoid trying to find an attachment in your long list of emails. And as documents and files are updated, there is no need to resend. Files are more readily accessible, updated and identified, instead of being locked to a specific team member.

Transparency Builds Trust

Email simply pushes our information — collaboration software encourages a push and pull effect in company communication, awareness, and accountability.

Social collaboration solutions give your organization the opportunity to communicate as broadly or specifically as necessary in multiple ways. Leadership can share high-level ideas and concepts or share privileged information to targeted groups and ask for feedback, or send information to the entire company to encourage greater communication and company connections. When employees feel that their contribution to company communication is valued, they will trust their leadership in their decisions and employee engagement and retention increases.

Communication And Collaboration Is More Meaningful

Simply put, email is not built for collaboration. Updating documents through email communication is a poor use of time and more prone to errors and confusion. By publishing your documents within your collaboration software, team members can provide up-to-date information, while allowing for comments and real-time conversation. Even more effective is a collaborative software that is searchable, intelligent, and integrates with your suite of existing systems (like Google Drive, Salesforce, Zendesk, or Dropbox, for example).

As workplaces become more global and telecommuting becomes the norm, using email as your primary chain of communication is a confusing and inefficient way to share knowledge. People want fast solutions and immediate answers, and if your organization can adapt to these pressures with a collaborative software, you will empower your team with the tools they need and want to be more productive and more engaged.

Harness The Power Of Knowledge Sharing With Digital Transformation

Companies that grasp what the digital workplace is really all about are willing to change the ways people and applications connect across their organizations. By fostering a digitally driven culture of collaboration, they break down silos, share knowledge more effectively, and compete more successfully.

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