Microsoft 365, the Key to Communication

Microsoft 365, the Key to Communication

We have seen an explosion in the ways we communicate, and, in the ways, we use these forms of communication. The last few years have seen people that would have rather picked up their land line, now reaching for their laptop or tablet to make a video call.

Our original and oldest form of distant communication, the letter, has been branded snail mail and the volume of snail mail has steadily decreased to the point that the humble letter box is on the verge of redundancy.

We have transitioned from the art of formal letter writing, taught with passion by our English teachers, to communicating in text or even emojis. We are evolving not just our means of communication but also the way we use these tools.

In business, while an initial introduction is more commonly made in person, or by voice, further contact takes the form of electronic mail. This leads to a bombardment of the recipient’s inbox and the frustration of unread emails at the end of the working day. It is true to say that if our humble letter box had to deal with our daily volume of mail, it would have long since collapsed to the ground.

Getting on top of email

The first thing is to ask ourselves is “Should this communication take the form of an email?”. If you yourself are not part of the solution, you are part of the problem. Solve as much of the problem at the source not at the destination.

If your email is urgent, short, or to a large audience question the medium you are using, would communication be better served by picking up the phone, chatting in teams, or holding a team’s meeting or presentation.

When should I use email?

We all unconsciously know that email is great when we need a record of a communication, date, or action. For example, if I was to respond to a work order or quote, I would reply via email and simultaneously schedule a task. If I was going to tell a colleague a joke or organize a get together, I would do that in person, via voice or message via teams.

A matter of etiquette

Remember to use email to “create a record or reminder”. There are certain things that you can do to ensure your message is heard.

  • Be concise.

  • Proofread in the voice of the receipt so you more accurately convey the tone you intended.

  • Use a grammar checker as well as a spell checker.

  • If you are asking a question, use a question mark?

  • If you require a response, say so.

  • Ensure you have a email signature on new emails and a shorter signature on forwards and replies.

  • If your email recipients need to contact you outside email, how hard are you making it for them? I would personally question the practice of having your email address in your email signature. Use a relevant subject line. “Meeting request” vs “26th May at 4pm re Communication is Key!”

  • Make your email easy to search for!

  • Using the carbon copy (cc) field is the most abused part of the email. It is NOT to shame the recipient into action it’s to record other parties to the action when they do not directly have to participate in the email.

  • Sorting your inbox

    Which brings us to organizing the inbox. How can we work more efficiently, giving emails the priority, they deserve?

    If an email has been cced to you, it automatically implies that it does not requiring my immediate attention. You can even create a rule outlook to move these to another folder called cced emails. These rules can be as simple or as complex as you decide. If the cced email has a mention of you in it, or is marked high importance, you can ignore the move rule. You can also do the same for group, broadcast or “send to all” emails.

    When it comes to the external mail, you can sort the rules sender and or subject line. For example, an email from an IT alliance member with the subject containing “communication is key” goes to “webinarblogs” folder in the sub folder “ITA”.

    How you build your rules is up to you and it does take some initial work and experimentation, but the gains will be worth it.

    A great example is a company in New Zealand that uses some of the AI engine’s ability to determine a customer’s tone in an email to prioritize unhappy customer. This allows them to be more responsive when required. It can also be implemented to send an automatic response such as “we are sorry to hear about your recent experience with Contoso and would like to speak with you to resolve this issue at your earliest convenience. Please press here to contact us schedule a call with our team”.

    Can I have emails go to a team?

    Of course, if you have all the sales team respond to emails sent to then you can have a shared mailbox. Members that are granted access to the shared mailbox can be setup to send as or as themselves

    However a shared mailbox does require its own license. What about a public folder? A public folder is designed for shared access across the whole organization, it can be enabled with a mail address so that when added to the address field can be forward to a folder for centralized record keeping but it does not allow controlled access, hence public.

    Email security

    As with phones and postal services there will be abuse. The more a communication tool is used the more likely some people will see an opportunity to scam others.

    As “email is a record” as postulated earlier, do you retain and control access to these records. Do your emails contain personally identifiable information or other forms of sensitive information? How can you ensure emails are not sent to the wrong person?

    Digital communications are more secure than physical forms of communication as technology “can” ensure trust and authentication at every step of the path between sender and recipient. We stress the word “can” in the previous sentence!

    You may be surprised to learn that you can encrypt your email so only the intended recipient can read it. Even more surprising you can encrypt the email so it cannot be forwarded, printed or copied. You can even stop sensitive information being sent outside the organisation automatically. Technology is available to digitally sign all email from your business to stop imposters posing as your business via email. Technology can check links and attachments in emails for malicious behaviour.

    What next?

    Casting the human eye over an email, no matter how much training they received, will never match the ability of the technology to weigh the huge amount of data necessary to make a good decision.

    Technology can make our digital communication more secure, as with all communication it is up to us to evolve to use our tools to their full potential.

    Talk, email, send a letter (maybe not!) or message your ITA alliance member to discuss how to take your next step.

    If you are ready to empower your business with Microsoft Products like these, click here to contact us - CT Business Solutions | Hamilton | Morrinsville | Matamata-Piako | North Waikato

    IT Alliance Members:
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    @Computer | Northland | Kerikeri | Whangarei
    IT Live | Auckland
    Technology Partners | Tauranga
    Vision Lab | Te Puke
    AdvancedIT | Rotorua | South Waikato
    BlackSANZ | New Plymouth | Taranaki
    GTB | Wellington | Kapiti
    Decision1 IT Solutions | Dunedin | Otago
    IT Centre | Wanaka | South Otago
    Voicecom | Invercargill | Southland

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