Here are five pain points of using email in the workplace.
Email has taken over our working lives. According to McKinsey Global Institute, an average employee spends 13 hours a week reading and responding to email, which is equal to 650 hours a year spent on valueless work. But how else is email such a burden for businesses? To explain, here are five pain points of using email in the workplace day-to-day.
Sending files to the wrong recipient/receiving the wrong file
How many times have you (or somebody who work with) sent over the wrong file, to the wrong recipient? Or maybe you’ve been on the receiving end and been sent the wrong attachment. If that file contains sensitive information about another business or client (such as an invoice or proposal), sending a file to the wrong address can be embarrassing for both the sender and the receiver. What’s more, there’s also the risk of a security breach if the data gets into the wrong hands.
Navigating the use of the dreaded “Reply all”
“Reply All” can cause some problems, and three instantly come to mind. You either: risk using it too much and frustrate your colleagues/clients, forget to use it when needed and miss out an important contact as a result, or even use it accidentally and end up sharing your ‘personal opinion’ with everyone – all of which are counterproductive. If you were trying to communicate ideas with a team, a simple group chat would be a lot more efficient.
Limiting file attachment sizes
It can be restricting when sending files over email, mainly because of the file size limits that are set by email providers. For instance, Gmail, Yahoo Mail and AOL have a maximum attachment support of 25MB, and Outlook is limited to 10MB without OneDrive. It’s understandable, as otherwise, the email servers run the risk of being overwhelmed with large emails and causing it to stop working efficiently. However, it’s inconvenient at work when you do have to send large files, whether that’s a one-off occasion or on a daily basis.
Lack of security for sharing files
Security is one of the top priorities for all businesses, especially where client and employee personal data is concerned. And with email, the risk of data breaches (as well as hacking and spam) is going to be higher than when using a robust cloud-based storage solution, that offers two-factor authentication and content access permissions. An unfortunate part of email is that your file attachment will be available to anyone who receives it unless you use a third-party cloud tool to protect your document with a password.
Too easy to miss important emails
Not only are hours being wasted when searching for information at work, but important emails are being overlooked completely. It’s easy to do – and missing emails could simply be hanging out in your spam inbox – but that doesn’t mean it’s acceptable. The first issue is that missing emails can lead to a lack of accountability. And secondly, recipients (whether that’s the client or an employee) won’t be able to make progress on their side of a project if they have to wait around for a response from you. Either way, productivity is reduced.
Emails are wasting valuable time that we can’t afford to lose at work, so changes need to be made. Trying to limit or eliminate internal email to employees is not going to be the effective solution to email overload, according to a study by the Grossman Group. However, companies need put in alternative policies and tools to reduce the overbearing amount of emails we are sending and receiving.
Implementing a client portal solution
A client portal is a perfect tool: offering audit trails to track logins and downloads, file permissions to control content access, universal search to instantly retrieve files, email notifications of user activity and more. And with solutions like Clinked offering features like an unlimited file upload size, client portals may solve just about all of the pain points of email that you’re experiencing.
So if you’re considering a client portal for your company, read through these eight questions that you should be asking before implementing the software.
If you’d like to find out more about Clinked client portals, you can head over to our website, take a look at our features or sign up for a free 10-day trial today.