The E-mail Flood Is Rolling Over You Once Again, Isn't It?
Countless possible channels of information, every employee constantly supplied with the latest news and updates, communication is almost constantly possible. Undoubtedly, communication technologies bring many benefits to companies!
But beware! This extent of communication possibilities often turns out to be a concentration and productivity brake for your teams. Countless hours are often spent on reading, sorting, categorizing, and - not infrequently - deleting emails. Employees frequently receive emails that are purely informational due to inadequate organization and don't actually require any action from the recipient, or even contain information that is not relevant to some of the recipients. Yet these emails demand attention and time. Moreover, considering additional notification functions such as chats, calendars, reminders, webcasts, or project management tools, it is to be expected that employees spend a large part of their working time "handling" the flood of information rolling over them, especially since it is hardly possible to sort and process these messages adequately according to relevance - or not.
The result: Inefficient communication, misunderstandings, misplanning, or tasks drowned in chaos and thus left unfinished. In addition, there is the underestimated, permanently high perceived stress level of your employees and their - felt - ongoing overload.
The symptoms of a lack of structure in communication media are widespread in the business world, as is the need for efficient solutions. Numerous articles on this topic can also be found in specialist publications, such as recently on business-punk.de or business-user.de.
So What Can Be Done?
Here comes your lifesaver!
Filtering And Sorting Messages
With the help of modern email clients, it is possible to pre-sort incoming emails by relevance or topic, prioritize them, or filter out specific emails as needed. This streamlines the inbox and makes it more manageable, allowing employees to work more focused and avoid constantly jumping between different topics in their minds.
Automated Processes
Through automated responses, for example, to support or service inquiries, employees are extremely relieved. The customer is automatically informed about the receipt of their request and the expected response time.
Also, automatically completing email texts with pre-fabricated sentence structures is a great relief and significantly reduces manual effort in the communication area.
Moreover, our email client features an integrated language tool that checks spelling and grammar and provides improvement suggestions when needed. Ensuring high-quality business emails in this way significantly contributes to a professional outward appearance.
Editing Files Directly Via The Mail Server
ITISeasy.email offers your employees the ability to exchange or edit files and documents directly through the mail server. Different file versions stored locally are thus a thing of the past. Countless emails with documents in different stages of editing are eliminated.
In the email client, it's also possible to share appointments or entire calendars, preventing inquiries about colleagues' availability or emails that practically go unanswered during absences.
Thanks to the integrated chat feature, quick inquiries or information can also be handled promptly and informally.
THE Alternative To Outlook: Open-Source
Our open-source solution ITISeasy.email offers numerous possibilities in design and customization due to its open-source code.
In direct comparison to third-party providers such as Microsoft, ITISeasy.email scores, for example, through simple integration and implementation of processes, thus ensuring maximum independence for your business, for example, during restructuring or process optimization.
Licensing costs - often considerable with other providers - are no longer an issue here.
By the way, you decide where and how your system is hosted.
These are just some of the many reasons why open-source solutions are gaining popularity. For example, the Open Xchange server Dovecot is growing faster than any other email server, now accounting for almost 77 percent market share and is also used as a component in ITISeasy.email.
A Major Focus for Us: Data Security
Cyber-attacks are widespread, unsettling many users and can become a real concern for businesses. Another argument for our open-source solution ITISeasy.email. Data sovereignty lies completely in your hands here!
Alternatively, we can host your solution for you: Our data centers are exclusively operated in Germany. Multiple firewalls, proxy servers, as well as geoblocking, which allows certain IP ranges to be directly excluded, make a strong contribution to security. Intelligent monitoring automatically detects and isolates malicious content.
Messages in ITISeasy are encrypted, and user authentication is multi-layered.
Migration: Fast and Straightforward
Whether it's implementing a completely new system or migrating from an existing, perhaps obsolete system to ITISeasy - in any case, it's a process worth undertaking and can be implemented without having to sacrifice crucial contents of your current system.
Existing mailboxes, folder structures, and yes, even every single email can be transferred to your new system. For more detailed information or consultation regarding possible processes, feel free to contact us at any time!
