Email-based project management is a chaotic mess that comes with countless risks.
Do you know that your average employee spends a crucial 4.1 hours each day on email-related activities, such as reading, writing, and managing?
That’s more than half of their typical workday!
This means they spend more than half of their 8-hour workday on email-related tasks, which has a significant impact on their productivity and work-life balance.
Common Email project management risks:
- Emails can be lost in overflowing inboxes
- Slow email replies cause missed deadlines
- Tracking progress and responsibility is challenging
And the list goes on.
With over 15 years of experience, I understand the importance of tackling these risks on priority. Otherwise, you’ll face even bigger losses later.
In this article, I have highlighted the risks that come with using emails for project management. By the time you finish reading, you’ll have some solid facts, about why emails are not the best option for project management.
Don’t let email slow you down –discover the ultimate solution!
Why has email been a trusted go-to for project management for so long?
As per HubSpot, 86% of professionals continue to favor email as their primary mode of communication for business-related matters.
Why?
Well, it’s all about familiarity and accessibility.
Almost everyone is comfortable with using email. It is simple to use. Email is a convenient choice for team members who may not be familiar with specialized project management software or advanced technology.
The best part? It’s available everywhere.
You can access it on your computer, smartphone, or tablet, ensuring that your team stays connected no matter where they are.
However, it is not enough!
As projects become more complex and require better organization, collaboration, and visibility, email falls short in terms of fulfilling project management needs.
Risks of email-based project management
Email is great for exchanging one-on-one conversations, but it was not made for handling project management tasks.
If you are relying solely on email, there are several potential project management risks that you should be aware of such as data breaches, missing important updates, miscommunication, and others.
Here are major five risks that make email a bad option for managing projects:
1. Misunderstandings and delays in communication
It is challenging to communicate complex ideas and project details with team members through email.
The flat and one-dimensional nature of emails limits your ability to deliver exact messages. The use of text alone is insufficient in conveying tone, and context, which leads to misunderstandings and misinterpretations.
Relying solely on emails for collaboration results in lengthy exchanges, misunderstandings, and slower decision-making, which can ultimately slow down the progress of your projects.
Read more- Top 7 reasons to get rid of Email communication for project management.
2. Overloading inbox with stacked emails
As per the DMR report, the average employee receives 121 emails per workday.
That’s a lot for your inbox!
Now, imagine, you are managing complex projects with multiple clients. There will be a lot of information to manage and communicate. More information means more emails. With the increase in emails, your inbox will get overloaded. It will be difficult to stay organized and find the right information you need at the right time.
3. Lack of visibility and control in project management
As a project manager, it is challenging to get a clear view of the overall project status and progress due to the scattered emails.
Project-related information is often dispersed across multiple emails and email threads. It becomes difficult to track tasks, and deadlines assigned to different team members. This can lead to a lack of visibility and control over the project.
4. Lost and corrupted project files
Have you ever experienced lost or corrupted attachments when sending files via email?
It is a common challenge when sending large project files to multiple recipients. It leads to delays and disruptions in project workflow.
Another issue with email-based file sharing is version control. It is tough to keep track of different versions of project files shared via emails. It misleads team members to inaccurate project files and causes confusion.
5. Data security crisis caused by emails
If you are using emails for communication at your workplace, you can’t ignore security risks. Emails are often transmitted in plain text, which makes them defenseless against hacking and interception by unauthorized persons.
In case your email account gets hacked or you mistakenly send an email to the wrong recipient, your project details and confidential information may end up in the wrong hands, which could have severe consequences.
The need for a secure and accountable alternative
Due to its limitations, email-based project management is becoming increasingly risky with the rapid development of technology. It is important to recognize these limitations and switch to a more secure and accountable alternative.
You can replace emails with a dedicated project management tool that offers unparalleled security and accountability features.
A project management tool like ProofHub will not only reduce email project management risks but also improve productivity. It will streamline your communication, and ensure that your projects are completed on time and within budget.
Read more- 7 good reasons to replace email with project management software.
How ProofHub addresses the risks
ProofHub is a comprehensive project management and team collaboration tool that overcomes email project management risks.
We at ProofHub understand the challenges that come with email-based project management and have built features to mitigate these risks.
ProofHub has helped users to reduce their reliance on emails and be more predictive without wasting time in waiting and searching for any project-related updates.
- Reduces risk of communication silos
ProofHub offers a variety of communication features, including built-in chat, discussions, comments, and notifications. With these features, your team members can communicate with one another in real-time and stay up-to-date on project progress.
- Reduce the risk of information overload
ProofHub helps you stay organized with its centralized platform and real-time collaboration features. You can easily keep track of all your project discussions in one place. You don’t have to sift through endless emails and messages to find the required information.
- Reduce the risk of lacking visibility and control in project management
ProofHub provides a bird’s eye view of all your projects and tasks. You can easily track the progress of your projects, identify bottlenecks, and make informed decisions to keep your projects on track. This helps you maintain visibility and control over your projects, reducing the risk of missing important deadlines or milestones.
Say goodbye to email-induced project delays. Get the guide!
- Reduce the risk of lost or corrupted files
ProofHub offers a secure and organized environment for file management. You can easily upload, version control, and access your files, ensuring that the most up-to-date files are readily available without the risk of data loss.
- Reduces the risk of security breaches
ProofHub takes security seriously and offers various security measures to reduce the risk of security breaches. It offers secure logins, SSL encryption, daily backups, and regular security audits to ensure that your data is safe and secure.
Bonus- With ProofHub’s email integration, you can receive notifications for important events such as new tasks, comments, due dates, and others. You can also create and assign tasks, contribute to discussions, attach files, and add comments on tasks directly from the email. Moreover, you can turn off email notifications and manage all your project communication within ProofHub.
Avoid risks and lead with confidence
Now we know that email-based project management presents significant risks, which can harm team productivity and outcomes.
Therefore, opting for a dedicated project management software that enhances efficiency should be your natural next step. All you need to do is to choose the right tool that empowers you.
ProofHub offers a wide range of features that can help you address the risks associated with email-based project management. It provides everything you need to ensure project management, clear communication, data security, accountability, and more.
Ready to take the first step towards secure and efficient project management? Sign up for ProofHub today and experience yourself!
FAQs
What strategies can mitigate the risks of email project management?
Strategies to mitigate email project management risks include using dedicated project management tools, setting clear communication guidelines, and implementing data encryption measures.
Are there specific tools designed to address email project management risks?
Yes, there are specific tools like ProofHub designed to address email project management risks with features that improve communication, data security, and accountability.
How do project management tools enhance data security?
Project management tools enhance data security by providing data encryption, access control, and secure storage, protecting sensitive project information from unauthorized access.
What features should I look for in a secure project management tool?
Look for features like data encryption, access control, version control, and user authentication in a secure project management tool to ensure data security and accountability.
