You’ve heard millions of times e-mail will disappear by 2020. It will be replaced by more sophisticated collaborative tools. They should increase both the productivity and effectiveness for everyone.
Well, 2020 is just around the corner and the volume of e-mail continues to increase! A recent study shows that there is an annual increase of the email volume of 4%:
The total number of business and consumer emails sent and received per day will exceed 293 billion in 2019 and is forecast to grow to over 347 billion by the end of 2023.
Source: The Radicati Group, Inc.
Can MS Teams alone reduce the volume of emails?
Using Teams instead of email gives you multiple advantages in terms of collaboration and knowledge sharing. Knowledge can be lost if emails don’t have all the correct recipients. Persistent chat capabilities (MS Teams) vs. asynchronous communication (email) is another important aspect.
MS Teams gives an organization the chance to reduce the amount of internal e-mails. A successful MS Teams rollout (incl. adoption) should always analyze the internal mail communication. As the usage of Teams goes up, the volume of internal email should go down.
Analyzing the success of your Teams adoption by just measuring the usage numbers within Teams and without reference to email volume is the wrong approach. Your goal should be to improve collaboration, not to add additional clutter. Remember the golden rule of business: work smarter, not harder.
Messaging – a new approach to measure user adoption
The key is to distinguish between internal and external emails and their contribution to the total volume. The number of external mails received are mostly outside your control. It is, however, possible to use internal measures and a mutual understanding to impact internal messages.
Based on the ratio between Teams messages posted vs. internal mails sent one can identify if a Department for instance is adapting to the MS Teams world and at the same time reduces the amount of emails significantly. The higher the ratio is the better the adoption is.
We used panagenda OfficeExpert to show you how this information can get displayed comprehensively and neatly on different levels (User, Department, Country, Location).
Figure 1 shows you 4 ratios for different time intervals for a selected department. For instance, the 18% figure tells you that only 18% of the total communication was done via Teams. So, there is a high potential to reduce the internal mail sent number and to increase the number of Teams messages posted.
So, this is only one item out of many you should be aware of and where you can trigger actions and campaigns within your organizations. Analyzing the adoption of MS Teams should include many different datasets. We now have the best opportunity ever to reduce email volumes and improve effective collaborative. Will MS Teams, finally, raise to the challenge? Data Analytics can show you the way.