Why isn't email dead yet

Who still writes emails today? Why internal email is dying out and ESNs taking over

Today offices and companies can hardly be imagined without e-mail. However, some believe that the means of communication that has existed for over 40 years has already had its day. In fact, there are some areas where email just can't keep up and where social intranets and employee apps take their place.

The report of “Tech Trends 2018” by the investment and consulting company GP Bullhound shows that social media apps such as Facebook, WhatsApp and other messenger apps are already overtaking e-mail in the workplace. They saw 2018 as the end of year for email. Statistics on email usage paint a different picture.

In 2018, 848.1 billion emails were sent in Germany - and the trend is rising. The e-mail usage increases annually by about 5%. But it is precisely this immense number of messages that is what kills email communication.

E-mail is by no means the most efficient form of communication. One of the reasons people steer clear of email is that they rarely get the emails they're waiting for. Although the spam filters are getting better every year, a staggering 45% of the email we receive is still spam. The flood of emails is not informative, but ineffective.

E-mail alone is not enough to adequately supply a large number of employees with important, work-related information. E-mails and their attachments are usually not reflected in the normal organizational structure of a company network and so employees receive hundreds of e-mails every day that affect them only marginally, are blunted by the flood of information and often overlook the messages that are really important to them and would be informative.

E-mail communication also takes a lot of time and is a productivity killer. Executives have to spend up to 20 hours a week with email work. Employees spend 2 to 3 hours a day digging through the cluttered email inbox to find the little relevant information they need. We are downright addicted to checking the mailbox (several times) every day. And it distracts us. After reading an email, employees need an average of 64 seconds to find their way back to work. In a world where speed is more important than ever, companies are wasting valuable time.

Another point that speaks against the predominant use of e-mails is the problematic data protection. For one, email was developed before data protection was ever a concern. A message does not go directly from the sender to the recipient, but is sent over several networks and servers before it arrives at its destination. On the way, national borders are often crossed, each of which has different guidelines and laws regarding data protection. These checkpoints on the way to the recipient are target areas for hackers due to unsecured networks.

In general, email is not encrypted either, so hackers attacking a network or server can read all emails including attachments. Even if they cannot access the mail directly, the password is often accessible to them because most providers do not have two-factor authentication. Cyber ​​criminals are (still) much more efficient at attacks on e-mails than they are with messenger apps and SMS communication, according to a Forbes article.

An enterprise social network (ESN) like Speakap has the latest security technology to ensure safe and secure data storage. The data is stored in modern and climate-neutral data centers in the Netherlands. These high-security data centers have strict access and storage rules to ensure that no one can access your important data.

Generation Z and millennials, who already make up the majority in the workplace, use email less and less. If you want to share information with many (young) people, you naturally access Facebook, Instagram and Twitter. If you want to contact someone quickly, you can write a chat message or an SMS. Email is considered dusty, out of date, annoying, and slow.

Communication on social networks is more relaxed, fun and fun to communicate. Hierarchies are broken down, but the groups and the mirroring of the organizational structure mean that order still prevails. Messages can easily be “one to many” without endless CCs, but individual persons can also be addressed specifically in the chat. Images and videos make the content accessible and keep users' attention in this overstimulated world.

Particularly in non-desk industries, it must be taken into account that not everyone has access to a PC at work. Many of the non-desk employees also do not have a personal computer or laptop, but rely solely on their smartphone. This makes it more and more obvious that every company needs a “mobile friendly” solution.

For many companies, using their own social network means a cultural change. The new era of communication requires initiative and motivation. The employees can not only be blindly showered, but have to interact on platforms and deal with the information. This has an incredible number of benefits, from increasing productivity, performance, sales and motivation to increasing employee satisfaction and creating a positive corporate culture.

Email is the opposite of proactive, pull-out communication. The communication style is enforced by the technology and rigid, outdated e-mail communication goes hand in hand with a lively hierarchical order. Anyone who wants to be a modern, open and transparent company that promotes their employees and gets the best out of them will have to rely on intuitive, two-way communication on social platforms. It is especially important to take older colleagues who are skeptical of the change and to take them by hand and prepare them for the change. Because a social network can only function if a critical mass participates.

The number of e-mail inboxes is increasing and will continue to increase. This is due, among other things, to the increase in e-mail accounts on smartphones and the steady spread of webmail services. For this reason alone, e-mail continues to be an important tool for marketing managers and a safe way to reach customers via newsletter. For internal communication in companies, however, you are certainly better served with an ESN.