It won’t be long before the email phobia of Gen Xers and Millennials percolates up to the C-Suite, and by then email will be considered as archaic as the 8-track tape player. Meanwhile, the standard in big corporate and government offices is, unfortunately, death by email.

Email is a communications tool employees love to hate. Many have all but abandoned it in their private lives in favor of social media, but at work it remains an endless time drain. For smaller companies, email accounts frequently go on the fritz, with servers not recognizing passwords, mailboxes getting full and filters not properly working. How many times have employees had to admit, sheepishly, that they must have missed that email, or that it got stuck in their outbox?

Time Management Around Email

One of the biggest challenges with email is that many employees don’t know how to manage their time around it, allowing their emails to dictate the flow of their day. They are constantly reactive, dropping one ball to pick up another because a new email came in that had to be addressed right away.

Books like The Everyday Email Eradication Plan encourage workers to empty their inboxes. Like kids with an Xbox, employees are addicted to checking their incoming email, and smartphones have made the situation exponentially worse. Employees are tethered to their inboxes 24/7.

There’s no question email is more efficient than a phone call and notes on a yellow pad. Documenting conversations, action items, plans and strategy can all be done by email, but there are more efficient ways to enhance office communications.

A Better Way: Enterprise Portals

For example: an enterprise portal. Using a secure enterprise portal, teams can collaborate in the cloud much more efficiently than the two-way street of one employee emailing another back and forth, or the group chiming in on a mass email.

An enterprise portal creates a secure, shared workspace that allows internal teams or suppliers or even clients to collaborate and share items piecemeal. Permissions to files can be as broad or as specific as needed. Data migration is simple and more efficient than pinging email chains back and forth.

Most companies have projects that need various levels of approval. Enterprise portals that offer secure, permission-based file sharing streamline this process and allow users to quickly and efficiently track the progress of a particular project. Employees will no longer waste time or be frustrated searching for email in their Gmail or Outlook accounts.

Improved Productivity with a Secure, Cloud-Based Solution

Email is grossly inefficient as a collaboration tool. Employees have to spend hours drafting messages and must know when an email was sent and who sent it, as well as what the subject line was. Sometimes, they have to remember a specific keyword from the content just to find it again! Too often, even that might not be enough.

Both employers and employees are often resistant to change in office procedures. Training on a new device or system seems like a waste of time. But ask any manager who has implemented a secure cloud-based solution, such as an enterprise portal, if they’d ever go back to the old way of doing business. The answer will be a resounding no!

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