I am baffled that project managers still rely upon email despite all the online communication tools and apps available. It’s slow, it takes a lot of time, and it can be difficult to filter through.
While many project managers have given up email, there are still managers who prefer email to manage their projects. I’m not sure what the “why” is behind this decision.
Here are four reasons email is the 21st century’s AOL. It is outdated and clunky. This article will help you understand why email is a poor tool for project management. It will also provide information about better tools.
1. Email can lead to more confusion and less information
Email should not be used as your primary tool for communicating and discussing ideas. It’s easy to lose sight of the conversation, which can lead to a lot of confusion.
It becomes more difficult to understand the conversation thread the longer it goes. This whole thing can drive anyone crazy. This problem has not been solved by “stars” or “labels”, nor have they addressed the issue of finding the correct attachments in each reply.
2. Email drafts can be a time-consuming task.
Are you using an email system for assigning work? If so, you will need to send emails each time you assign a task to someone. Then wait for confirmation that they have understood your requirements. You must do this for each task you assign to email-based project management.
It sounds like a lot of work, doesn’t it?
This is fine if a small number of people are involved. For larger projects, it is a waste of time and can lead to miscommunications.
3. Email project management lacks a central storage system
Different departments have different collections of data, files, and information. Emails are not a good way to organize all this information in a cohesive manner. Inadequate data sources can lead to unnecessary delays that can prove costly for your company.
Email systems are not ideal to store digital assets such as files, conversations, files, and progress reports.
It doesn’t offer an organizational system that can help you sort through your project’s information quickly. Your time is precious as a project manager. Don’t waste your time.
4. Email project management does not support a solution-oriented approach.
Project managers must be ready for unexpected events. Project managers know that problems can appear out of the blue.
Project managers must bring together their digital and physical assets in an emergency situation to find a solution.
You think you can do it via email? Do you really believe that email will provide a prompt response?
What’s the solution?
Software for project management.
Projects are about managing a large number of files and documents. It shouldn’t surprise that there are special features to organize them.
To-do lists and task timers can be accessed immediately.
These features can be compared to what you’re currently using.
Email is a dead letter. Project management software is a game changer.
Managers had to use email at one time.
This is a long time ago.
It’ll feel like you’re going from dial-up mode to fios once you start using these project management tools. You won’t want to go back.
Are you looking for Project Management software? Capterra’s top-rated Project Management software solutions are listed.