Email Communication for Project Management

Ever wondered why people in history fought wars on horseback? Because horses were the fastest beasts on the planet in their times! So you do understand the importance of speed and accuracy. Then why are you ignoring it when running your construction business by using an outdated emailing system?

Please note that a business is a warfare on its own. It starts when you try to gain your customer’s attention and continues as you understand their needs and try to fulfill them properly and at the right time. And the thing that drives your success here is a clear and concise exchange of information.

Hence, if you’re still riding on sluggish conventional email communication you must realize that you’re digging your business’s grave yourself.

Here are 5 major challenges one usually faces while carrying out email communication in a conventional way. 

Check how many of these stand true in your case. 

Challenges in traditional Email Communication methods

1. Email Overload

They can cause information overload. Much important information gets buried under tons of newly received emails. 

2. Emails get clogged

Emails can get clogged in the system and might not get delivered for hours: Imagine that you’ve sent an important mail to a client and are hopeful for a positive reply. But 7 days go by and nothing. You check your mail and alas the mail got clogged in the system and your work is now delayed by a week!

Has something like this ever happened to you before? 

Cause it’s true for many!! A low Email Deliverability Rate is a major problem – almost 20% of the emails never make it to the receiver’s inbox. 

3. Time wasted in checking Emails

People waste a lot of time checking emails on a daily basis: According to reports, 55% of Americans check their emails within an hour of waking up. Most of these emails are spam. Hence they waste a considerable amount of time for nothing. 

4. Emails are wrongly used as a collaboration tool

When used as a collaboration tool, emails complicate the communication process. Multiple threads in a single email make employees lose track of information.

The emailing system was never designed to be used as a collaboration tool but it is being used as one. Once people are CCd in a mail, you see a long thread of messages coming back and forth. This results in important messages being lost. 

5. Emails are not “marked as read”

You’ve sent an email to someone. Now you just have to sit and wait for them to reply. Why? Because there’s no way of knowing whether they’ve received the email or not, or if they’ve opened and read it. In such a case, the receiver can easily avoid accountability by stating ‘I didn’t receive/check the email’

Have you faced any of these issues so far?

Let us now contradict this with the features of an Email Project Management tool. 

Features of Email Project Management Tool

1. Defines Triggers and the Following Response

There’re certain email sequences every department uses on a daily basis. A good Email Project Management tool helps you configure such conversations by defining triggers and the following actions. 

2. Defines Project Timeline

Such a system helps you keep an eye on all your email recipients. You can very well see whether they have checked their emails. This eases the task of the person in charge. It also helps to define the project timeline and complete the work on time. 

3. Offers Shared Inbox

While an email makes collaboration sound like a challenge, this tool offers you a shared inbox. As an admin, you can give access (there are different access levels) to the members of your team. This improves transparency. There’s also a separate chat box dedicated to immediate conversations. 

Now that we know what we’re signing up for let’s see how this efficient tool actually benefits you

Benefits of Email Project Management Tool

1. It saves your time

You save a lot of time when you leverage a centralized communication system. The system supplies relevant information to your employees as and when required. This results in seamless task completion.  

2. Effective Task Management

A centralized system not only reduces communication time but also helps with task management. Since all your employees know what each one is doing, the time wasted in connecting with the right person in case of need is crunched down to the minimum.

3. Easy to Use

You’re running a construction company. What area would you want your employees to spend their time in? Surely not in figuring out how a certain software works, right? That is exactly what an Email Project Management tool offers you. Your team does not need to grapple to get their head around the tool. Working with such a tool seems like a cakewalk. 

4. Single Email Communication Software for all your needs

This tool helps you meet all your communication needs and saves a lot of your time. You get to watch your employees working stress-free. Because now they don’t have to switch between multiple platforms for the fear of losing important information.

A Better Alternative to Conventional Emails

An Email Project Management tool like BLDON ensures communication flows freely across the organization and that all employees are kept informed at all times.

BLDON is a one-stop solution for all your project needs. With BLDON you can consolidate all your project information and improve visibility and avoid risks. Check out other products offered by BLDON here. You can also read more about CRM and Construction tech in the blog section.