Communication is the heart of an organization. In most organizations, important communication is maintained over distributed and individually controlled email mailboxes. While these mailboxes come as the default storage mechanism with the use of email, they are not ideally suited for the need. It is possible to increase efficiency by 20% and prevent opportunity loss through the use of our powerful yet very easy-to-use and highly flexible tool - Communication Tracker.
2. Mailbox Management Problem
Important information gets stored in
email mailboxes.
Managing them is a pain though! @
◦ Growing noise – only 10% email relevant
◦ Staying organized takes time and
discipline
◦ People who are not organized bother
others for finding past emails
◦ People get dropped out of conversation When someone leaves your
◦ Unintentionally when someone organization, mails in his
presses Reply instead of Reply All mailbox are lost.
◦ Because messages go to their spam What if there were any important
folder, or simply get lost in a crowded email that you could need later?
Inbox
3. Related Problems
You are busy and someone is Task Management Issues:
added to your team to help you.
• You assign task to someone and
Now, in addition to your already she forgets to report back
pressing work, you need to find
more time to find and share • Everyone in the team is not in
relevant past emails with the loop over the progress or any
newcomer. delays of a task.
4. Root Cause
Individually controlled mailboxes
is the wrong place to store
important communication.
An organization needs a central
place to which everyone concerned
has access and can search.
Like discussions, tasks are also
needed to be available centrally, so
that everyone in the team can know
the progress.
5. The Solution
Communication Tracker
Central place to store
discussions and tasks –
project-wise
Accesses restricted at project
level
Simple to use
Zero learning curve
Integrates with email
Tracks important information
6. Benefits
Saves productive time
.. otherwise wasted in managing mailbox, searching and forwarding
communication to others or following up for task progress
Prevents opportunity loss
.. that could be caused by tasks getting dropped or misreported, important
communication not found
MIS and Reports for zero extra effort
Dashboard view to find out the top level status of projects
My tasks view to check on all tasks waiting on me or assigned by me
Daily / Weekly communication reports in email
Saved bandwidth (reduction in spam)
Individual email ids are no more public
Emails one received are based on one’s notification settings
Saved storage
No duplication in central repository
Individual mailboxes redundant and need not be backed up
More Security
If used with SSL and no message forwarding
7. Design Principles
Guidelines Used While Designing Communication Tracker:
Zero Learning Curve
Simplicity upheld over feature-richness
Most users find it familiar and too easy
Extended Team
Catering to the needs of the extended team comprising of people both internal and external
to organization
Organizational continuity
Communication preserved even if people change
Kept features like ‘private message’ out which could kill this
Evolution over Revolution
Ease of use reduces chances of resistence
Capturing one’s inputs over email even if one does not want to log in to Communication
Tracker
Visualization
Using standard signal colors to capture health of discussions
More Value for Less Effort
For the same effort that it takes to write email, Communication Tracker gives you a great
MIS and consolidated reports.