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When Slack, the Searchable Log of All Conversation and Knowledge, made its debut in 2012, it was nothing short of spectacular. It injected a sense of excitement into the realm of productivity software. With its vibrant interface, comprehensive searchability, and engaging features, Slack was not just a tool; it was a revolution. Users could pin important chats or threads, and the array of emojis available was nothing short of a delight. I’ve seen people use nearly every one of them, bringing a new level of personality to work communications.

By 2019, it was reported that Slack users were sending over 200 messages per week on average, solidifying its status as the preferred alternative to email for many.

However, a significant shift occurred for my company in 2018 when we were acquired, and the new parent company used Microsoft Teams instead of Slack. The transition was met with widespread dismay. At that time, Teams was significantly lacking in comparison, especially in terms of its chat and messaging functionality—though its video calling feature was notably superior to Webex at the time. The process of moving from Slack to Teams was cumbersome; migrating messages and channels was not straightforward and required extensive manual effort to preserve our history.

Microsoft Teams has since overtaken Slack due to its integration with Office 365 products and its high-quality video and conferencing features especially on mobile.

The number of daily active users of Microsoft Teams has risen in the past year, increasing from 270 million users in 2022 to 300 million in 2023.

Furthermore, even within Teams, migrating from one tenant to another was fraught with difficulties. Personal and group chats were lost in the process, leading to a loss of valuable communications in both instances.

Email: A Timeless Pillar of Digital Communication

Since its inception in 1971 by Ray Tomlinson, email has stood the test of time. Evolving over five decades into an indispensable part of our digital communication landscape. Unlike fleeting trends in the tech world, email has not only persisted but thrived, adapting to the changing needs of users and businesses alike. Its longevity speaks volumes about its fundamental utility and resilience as a communication tool.

Email’s unmatched versatility is one of its strongest selling points. It serves as a universal platform, accessible to anyone with an internet connection, free from the constraints of proprietary systems that many chat applications operate within. This universality ensures that emails can be sent and received across different services, making it a truly open and decentralized form of communication.

Despite the growth and prominence of mobile messengers and chat apps, e-mail is an integral part of daily online life. In 2022, the number of global e-mail users amounted to 4.26 billion and is set to grow to 4.73 billion users in 2026.

Moreover, email supports a level of formality and structure that chat applications struggle to match. It allows for detailed, thoughtful exchanges that can be archived, searched, and referred back to, which is invaluable for professional contexts and personal record-keeping. The ability to attach files, embed links and format the content further enhances its utility, making email an all-encompassing tool for information sharing.

In the realm of privacy and security, email protocols have evolved to include end-to-end encryption options, providing users with secure channels for sensitive communications. While chat apps often tout real-time messaging as a key feature, the asynchronous nature of email encourages more deliberate communication, allowing users to respond at their own pace, thoughtfully crafting their messages.

Mastering Effective Email Communication Strategies

In today’s digital workplace, a common battle story involves confronting a daunting backlog of emails after a brief absence. Despite the rise of messaging apps, which have become the go-to method for quick exchanges, emails retain a critical role in professional communication.

They allow for clear, thoughtful articulation of ideas or situations, often devoid of the emotional charge that can accompany instant messages. Moreover, emails serve as an indispensable record of decisions and notices, providing a permanent archive of critical communications.

However, it’s pragmatic to accept that not all emails will be read. The daily deluge of messages and notifications, combined with the preference for immediate interactions via platforms like Teams or Slack, has shifted attention away from email.

This reality doesn’t diminish the value of email; rather, it underscores the importance of using it wisely. Email may not be designed for instant responses, but it excels as a medium for detailed record-keeping, offering a personal and secure way to document decision-making processes.

When it comes to the length of emails, brevity is key. Tim Ferriss, in his book “Tools of Titans,” advocates for emails that are as concise as tweets, suggesting a limit of 280 characters. This approach is sound advice. Lengthy emails often go unread or unacknowledged.

If the situation is complex and demands a thorough explanation, prioritize clarity and succinctness. Attach documents or links to detailed supporting information rather than embedding it all within the email body. This strategy respects the recipient’s time and ensures that your main points are communicated effectively.

Archiving or downloading emails is significantly simpler compared to using messenger applications. Even if you’ve downloaded messages from chat applications, retrieving them might not be as straightforward as with emails. Accessing emails from archives or personal files is much more convenient. Additionally, attaching emails to reference previous points from a past thread is effortless.

Conclusion

In summary, while the landscape of workplace communication continues to evolve, the significance of email remain as an important productivity tool. By keeping emails brief, focused, and attached with necessary documentation, you can enhance their effectiveness. This not only facilitates better communication but also ensures that emails serve their intended purpose as a reliable and secure record of important exchanges.