This is from a blog post by Tom Gibson:
Email’s been the whipping boy for all things bad about business
communication. That may change soon with help from an unlikely new
friend.
IS EMAIL SEXY AGAIN? In August, Google introduced Gmail Priority
Inbox, a new feature that learns to identify your important email for
you. Imagine, just the email you need right now, right in front of you.
Then in November Facebook announced a major messaging rethink.
Facebook Messages will be a “modern messaging system” that unifies
email, Facebook messages, chat and SMS in a single application. Like
Google, Facebook also recognizes that some emails are more important
than others. What’s important for Facebook? Email from Friends of
course. Non-Friend emails will side-step the Inbox and land in the
“Other” folder.
Two new but very different takes on an old email effectiveness challenge: how to bring your important email forward.
GMAIL, FACEBOOK? … BUT I USE OUTLOOK!! Yes, at work we all do, and
like most other business email users you too might be wondering how
these and other social developments affect you.
As for highlighting important email, don’t expect help from Microsoft
anytime soon. While Outlook excels as an email program, it’s the
Outlook add-in market we look to for productivity automation. On the
social front there is hope. Outlook 2010 includes a Social Connector
feature for passive awareness. A good start.
WHAT’S SOCIAL GOT TO DO WITH BUSINESS? WHY NOW? In case you are
inclined to dismiss social communication and its tools as only for
younger generations (or to use when not at work), I challenge you to
consider that our interactions at work couldn’t be more social. Email is
often awkward and too formal in our social world of business. That
these emerging social tools better handle it outside of email , and in a
complementary way to email, is now a re-defining opportunity for email,
and for you. Read on to learn how.
THREE INDISPUTABLE EMAIL TRUTHS To better understand how social media
can help email, let’s be up front about what we all now know to be
true.
Truth #1 – Email doesn’t do social. An asynchronous medium, email
fails us for communications requiring real-time back and forth,
discussions, emotionally sensitive issues, and urgent matters.
Truth #2 – Email is for the keepers. Emails to set meetings and
interim updates are annoying. In contrast, we like and want to keep
emails that contain (1) information to do our jobs with colleagues and
clients, and (2) external information like e-newsletters that keep us
informed.
Truth #3 – Email is the world’s most popular business information
system. Surprised? Where does your most important business information
reside? Many haven’t noticed, but with automatic sorting and browsing
tools, vastly improved searching and cheap disk space all converging,
email now rocks as a way to manage your information.
THREE WAYS TO UP YOUR EMAIL GAME
1 – USE SMS & CHAT FOR THROW-AWAY EMAILS
Your first surprise may come when you notice people who are unresponsive
via email often respond quickly to your text (SMS) messages. And you’ll
find chat surprisingly effective for clarifying things in quick Q&A
sessions. It’s easy to set up free accounts.
Is it professional? Absolutely, when used appropriately. You’ll see
rapid and broad uptake of these tools this year. For your team, consider
Yammer, a social networking product designed specifically for internal
communications. Either way, start with those you communicate with most,
and you’ll soon enjoy correspondingly fewer emails.
2 – SEPARATE OUT YOUR IMPORTANT EMAIL
When helping clients we look to see how many newsletters they receive.
If just a handful, Outlook’s Rules feature can handle the job. For more,
we recommend Nelson Email Organizer, an Outlook add-in that separates
correspondent (important) mail from bulk mail that can be read later.
3 – KEEP ALL THE OUTLOOK EMAILS YOU WANT
People who work hard deleting email and religiously file to folders may
feel efficient, when in fact they’re stuck in old ways. The trend today
is to email less but save more of it, and find it using new browsing
& searching technologies instead of filing.
We help shift people into the new ways. For many, improving their
workflow and how they use Outlook is just what’s needed. For those
managing many external relationships, more is needed. Nelson Email
Organizer has its own version of “friends”—it puts all email (sent and
received) from each person you correspond with into
automatically-created NEO virtual folders. It makes it easy to browse to
any email you need.
For those who just want to improve on Outlook’s search, X1 or NEO Find can be a great fit.
CAN SOCIAL MEDIA REALLY SAVE EMAIL? Not entirely. But increasingly it
will take over the social exchanges email is poor at. Then email
programs can do what they do best – manage the information we all need
to better do our jobs.
About the writer:
Tom is principal trainer for Slipstream Advantage Group. He coaches
busy professionals and trains companies in the new ways to manage email.
Contact Tom at SlipstreamAdvantageGroup.com.
