Email is not the only way to communicate with others

Effective communication is the lifeblood of any successful organization, yet the reliance on email as the primary mode of communication often falls short. According to a recent survey by Workfront, 60% of workers waste up to an hour each day navigating communication barriers, highlighting the inefficiencies of email-centric workflows.

So, why is email not the best way to communicate? For starters, the sheer volume of emails can be overwhelming, leading to important messages being overlooked or lost in cluttered inboxes. Additionally, email lacks the context and nuance of face-to-face interactions, increasing the risk of miscommunication and misunderstandings. In fact, a study by Gallup found that miscommunication costs companies with 100,000 employees an average of $62.4 million per year.

Recognizing the limitations of email, forward-thinking organizations are exploring alternative communication channels to foster more effective collaboration and knowledge sharing. From instant messaging platforms to video conferencing tools, the options for communicating beyond email are numerous and can cater to different team dynamics and preferences.

One emerging solution that addresses the shortcomings of email is AI-powered contextual communication platforms. These innovative tools leverage artificial intelligence to organize conversations around specific contexts, ensuring that information is easily accessible, and discussions remain focused and productive.

As we look to the future, it’s clear that email alone will not be sufficient to meet the communication needs of modern businesses. A study by Radicati Group predicts that by 2024, the average office worker will send and receive around 126 emails per day, further exacerbating the challenges of email overload and miscommunication.

To thrive in this digital age, organizations must embrace a multi-channel approach to communication, leveraging a range of tools and technologies that foster collaboration, context, and efficiency. By looking beyond email, companies can unlock new levels of productivity, innovation, and employee engagement, positioning themselves for long-term success in an increasingly competitive and dynamic business landscape.

6 Reasons to avoid emails

1. Avoid emails for important messages

In 2020, approximately 306 billion e-mails were sent and received every day worldwide. This figure is projected to increase to over 376 billion daily e-mails in 2025. When you share a piece of important information through email, there are chances that it will get lost in the deluge, accidentally deleted, land up in the spam folder or simply be forgotten.

2. Avoid emails for sending complicated messages

Don’t choose emails when you want to discuss complicated matters for the first time. For any complex matter, the recipient would want further clarifications, which would result in back-and-forth emails, filling your inbox.

This will get compounded when there are multiple recipients. Email is great for documenting key decisions, action items etc, but when it comes to discussions, it does a poor job. When you think the matter needs a linear path choose emails, otherwise don’t.

3. Avoid emails when the time is short

When you want to discuss something and the time is short, don’t choose emails. Sending emails for urgent matters could turn out to be a risky thing to do. People may be out of station, driving or digitally disconnected from all notifications by muting themselves.

When you send emails, everybody takes their own time to respond. In such cases, email is not the only way to communicate. For matters that need an immediate response, choose instant messaging chats or phone calls.

4. Avoid emails for long messages

When you want to send something that runs into multiple paragraphs there are chances that it might not even be read. Emails should be short and brief. If at all you want to communicate something that is too lengthy then consider attachment or publish the content and provide the link.

5. Avoid emails to share sensitive information

Avoid emails when you want to send any personal and private messages to your colleagues. Sensitive information that is shared through emails can easily be saved and forwarded to other unintended recipients. Don’t forget that some people have the habit of hitting “reply all” whenever they reply to any message.

Work email should be used to share work communication only. To share your personal and private messages, there are plenty of other messaging services that you can use like Skype, WhatsApp, Facebook Messenger, etc.

6. Don’t send emails to seek opinions

When you want to receive opinions or feedback from many teammates, don’t choose emails. You should send online surveys rather than emails. Otherwise, you will simply be deluged with replies to emails, and you will end up wading through the emails for the rest of your workweek. So, avoid emails to target a large group of people.

But work is not just limited to emails. It also includes chats, shared documents, phone calls and to-dos. Users should know when and how to use other forms of communication. Consider using Clariti, the workplace essentials app that includes all forms of communication including email.

Clariti holds the key

AI-powered Clariti offers a solution to the challenges posed by reliance on email communication. By leveraging the power of contextual communication, Clariti enables teams to break free from the constraints of email silos and embrace a more efficient and collaborative approach.

With Clariti, conversations are organized around specific contexts, ensuring that information remains relevant, accessible, and easy to navigate. This contextual approach eliminates the need for lengthy email threads, reducing the risk of miscommunication and information overload. Instead of sifting through cluttered inboxes, team members can access all the necessary details, files, and updates within a centralized, context-driven environment.

Moreover, Clariti’s AI capabilities facilitate seamless collaboration by maintaining the flow of conversations across various communication channels. Whether it’s instant messaging, voice calling, social feeds, bring email from Gmail, file sharing, or event scheduling, the context remains intact, allowing teams to seamlessly transition between different modes of interaction without losing critical information or context.

By consolidating communication and collaboration into a single platform, Clariti empowers teams to work more efficiently, make informed decisions, and foster a culture of transparency and alignment. The elimination of email silos promotes cross-functional collaboration, encourages knowledge sharing, and facilitates a more cohesive and productive work environment.

As businesses continue to embrace digital transformation, the need for effective communication tools that go beyond email becomes increasingly crucial. Clariti’s innovative approach to contextual communication positions it as a frontrunner in this evolution, equipping organizations with the tools they need to stay agile, responsive, and competitive in an ever-changing business landscape.

Top 10 ways Clariti conversations allow users to reduce email overload

  1. Streamlined communication: With Clariti, all your communication related to a particular subject is in one place, making it easy to find and access information without sifting through multiple email threads or chat windows.
  2. Reduced clutter: With all communication related to a subject in one place, you can reduce the number of emails in your inbox and make it more organized.
  3. Improved collaboration: With all team members having access to the same conversations, it becomes easier to collaborate and share ideas, making teamwork more efficient.
  4. Less duplication: By having all communication in one place, you can avoid sending duplicate emails or repeating information that has already been shared.
  5. Increased productivity: With less clutter and better organization, you can focus on your work and be more productive.
  6. Faster decision-making: With all information related to a particular subject in one place, you can quickly make decisions without having to sift through multiple emails or chat windows.
  7. Easy information retrieval: With Clariti’s search functionality, you can easily find information related to a particular subject and retrieve it whenever you need it.
  8. Simplified follow-up: With all communication related to a subject in one place, you can easily follow up on specific tasks and discussions without having to go through multiple emails or chat windows.
  9. Improved accountability: With all communication related to a subject in one place, it becomes easier to track progress and hold team members accountable for their contributions.
  10. Better communication experience: Clariti conversations provide a better communication experience by bringing all your communication together, making it easier to manage, collaborate, and stay organized.

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Frequently Asked Questions

Leverage AI-powered contextual communication platforms like Clariti that consolidate conversations, files, and updates in a centralized, context-driven environment.

Email can also be easily misconstrued; a casual comment can come across as rude or insensitive when it’s not read in the proper tone. And once you hit “send,” you can’t take it back. For these reasons, email is not always the best way to communicate.

Face-to-face conversation is often best for delicate or personal matters. This allows you to gauge the other person’s reaction and ensure that your message is being interpreted correctly. Similarly, telephone calls can be a good way to quickly resolve simple issues without the back-and-forth of email chains.

Tools like Clariti may replace emails. Clariti has combined email with chat for team communications. When you receive an email in Clariti, you can start chatting from the same email with other Clariti participants. This reduces email forwards and time wasted in copy pasting contents in chats.

Some of the examples of miscommunication are sending an email to the wrong recipient, not being clear in the email subject line, misunderstanding the tone of an email, forgetting to include important information, not responding to an email in a timely manner.

There are several reasons why people may choose to avoid using email to communicate with others: Lack of immediacy, misinterpretation, spam and clutter, security concerns, lack of personal touch.

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