Stop using email to track and manage tasks

Image by Freepik

When we talk to potential clients, we often find that one of their major pain points is the reliance on email as the primary tool for handling tasks within their organizations. Have you ever found yourself in a situation where important tasks and requests within your company are managed solely through email? If so, you’re not alone. It’s astonishing how many companies rely on email as their primary tool for task control and management.

This can have a significant impact on your organizational culture, productivity, and overall management efficiency. It’s more than just a cluttered email inbox; it’s a host of hidden issues that can hinder your company’s growth and success.

Let’s explore the ten pitfalls of using email for task tracking and management.

  1. Outdated information

    When tasks and requests are handled via email, clients often struggle to track the status of their inquiries. This results in interruptions, wasted time, and decreased productivity as you sift through countless email exchanges.

  2. Lack of information security

    Emails lack the security required for conducting critical transactions. Anyone can become an approver, executor, or claimant without proper rules or database control, jeopardizing sensitive information.

  3. Monitoring difficulty

    Managing requests through email makes it challenging for managers to monitor operations effectively. The infamous “Put me in copy in all emails” request becomes a desperate attempt to stay informed.

  4. Impossibility to assign responsibilities

    Without proper monitoring, team members can easily evade their responsibilities, leading to accountability issues and decreased efficiency.

  5. No alerts and deadlines

    Email alone is insufficient for tracking deadlines and task follow-ups. The result? An inbox full of reminders alongside your regular emails.

  6. Lack of performance indicators

    Emails don’t provide the data required to measure team or process performance accurately. Many resort to time-consuming Excel spreadsheets with questionable content.

  7. Difficulty in setting priorities

    In the absence of task status, responsible parties, and deadlines, setting priorities becomes nearly impossible. The red flag feature can only do so much without defined rules.

  8. Lack of discipline

    Without proper control, quick solutions become the norm, affecting long-term processes negatively. Managers struggle to delegate tasks and trust their team’s abilities.

  9. High incidence of errors

    In an uncontrolled environment, errors are bound to happen, and they can quickly escalate without proper oversight.

  10. Thinking documentation is enough

    Simply documenting processes is insufficient without a system in place to enforce them consistently, leading to missed opportunities and stagnant growth.

While some may attempt to address these issues through email management practices, they often fall short of providing comprehensive solutions. Havelock understands that the real solution lies in implementing an information system tailored to your needs.

Our project management software is designed specifically for companies like yours, operating in dynamic environments with constantly shifting deadlines. Havelock streamlines task tracking, enhances transparency, and boosts productivity.

Previous Post
Navigating project management: Scrum, Waterfall, or a new hybrid?