Overview with tools, software, best practices and alternatives
What are Team Productivity E-Mails?
Team productivity e-mails are electronic mails that contain the activities, status, and progress of the team and the project, which indicates the efficiency of the team. These e-mails require online access and work efficiently even team members are not in the same location or time zone.
Who uses Team Productivity E-Mails?
Teams use productivity e-mails to update other team members on their activities, performance, standing, and development. They can also include information, such as their accomplishments, goals, and issues, along with assessment information, plans, strategies, activities, and evaluation.
Why do Teams use Team Productivity E-Mails?
Teams do management on the web for the following reasons:
Communication is the first reason behind the use of team productivity e-mails. The e-mails are set to ensure that team members are aware of the status and progress of the team and the project itself. Productivity e-mails can also help measure the output of the team, allowing team members to check if the team meets its goals or not.
Another reason why teams use productivity mails is the business process itself. With the content of the productivity e-mail, team members will be able to conceptualize new plans, create promising strategies, implement pivotal actions, and evaluate outcomes. Completing such processes using productivity e-mails helps the team stay on the right track and succeed.
How to use Team Productivity E-Mails / Ways to use Team Productivity E-Mails
Team productivity e-mails provide salient and reliable information about the performance, actions, standing, and development of the team, the project, and the team’s affiliates.
In creating productivity e-mails, the sender should ensure that all recipients’ addresses are entered in the recipient section of the e-mail. Also, the sender should ascertain that all e-mail addresses entered are correct; otherwise, the e-mail will not reach the target recipient.
Team productivity e-mails contain information and updates about the team and the project itself. The sender may include the latest information about the team’s activities and performance, along with the team’s accomplishments and issues. In addition, the team can also include information on its previous, current, and future goals, strategies, and activities.
Advantages of using Team Productivity E-Mails
The use of team productivity e-mails is highly helpful to the team and the business for the following reasons.
First is communication. Team productivity e-mails allow the members of the team to be updated about the status and progress of the group and the project regardless of time and place. In addition, team members will be able to inspire or motivate other members of the group through sharing their success or achievements. They can also help each other identify actual or potential threats to the group or the project, and give to solution to them eventually.
Another good point of using team productivity e-mails is evaluation. The e-mails primarily discuss the output of the team, which helps team members determine if they are able to meet the team’s goals. Pertinent information includes their achievements and issues. The achievements reflect the team’s strengths and milestones, which are indicative of the team’s capabilities in the long run. On the other hand, the issues can be identified in the team productivity e-mails, helping the team to prioritize them and give resolution to them.
Disadvantages of using Team Productivity E-Mails
While team productivity e-mails can be a lot of help to the team in various ways, there are also some circumstances in which the e-mails can put negative impact to the team.
Writing report e-mails can be tedious and time-consuming. Some members may not be able to do or finish the mails if they have lots of things to do for the day. As a result, some tasks may be left unfinished or undone. Though e-mails can utilize the time allocated for other tasks in the workplace, proper time management can be a way to accomplish all duties and responsibilities along the way.
Another problem with team productivity e-mails is their online nature. Sending and receiving e-mails require internet connection, which implies that poor or absent internet connection will disable team members from sending and receiving e-mail updates from other members of the team. As a result, the team will not be fully updated about the activities, status, and standing of the team.
Best Practices for using Team Productivity E-Mails
The use of team productivity e-mails in business helps team members and leaders to be completely informed, updated, and aware of the status and progress of the team and the project itself.
In creating e-mails, it is important to indicate the correct e-mail address/es of the recipient/s of the e-mail to ensure that the members of the team will receive the e-mail without fail. Also, the subject of the e-mail should be properly indicated to let team members know what the e-mail is all about, which allows them to determine the level of urgency of the e-mail.
The body of the message should be dated for easy reference when there is a need to locate it in case the black and white copy is lost. Also, putting dates in the e-mail will establish organization of the messages sent, in addition to the date settings of the e-mail. E-mails with no dates lack points of reference, which may confuse team members.
The overall message of the e-mail should be complete, accurate, fresh hand, and organized. These elements will help the members of the team carry out their tasks and duties on the project. Also, productivity e-mails with these characteristics allow team members to recheck their plans, strategies, actions, and information evaluation.
Supporting information in the form of file attachments should always come with the e-mail, as these serve as additional reference for the readers. Attachments can be images, text documents, spreadsheets, presentations, or videos, which can help the readers of the e-mail to comprehend its contents.
How Teamreporter helps Teams at using Team Productivity E-Mails
Teamreporter is an application that uses scheduled report mails in place of status meetings. It can be used by a team with less than four members and signing up just takes less than a minute.
Teamreporter’s interface is automated and user-friendly, which helps team members send and receive information and updates to and from other members of the team easily and swiftly. Teamreporter will send them e-mail notifications, which asks them to send pertinent information, such as accomplishments, plans, and issues. Based on the members’ responses, Teamreporter will create a summary of data, which will be sent the next day.
Teamreporter’s flexibility can help the team members carry out their duties and responsibilities within a shorter period of time. The application can fit the team’s workflow and environment by allowing team members to change the schedule of the e-mail reports and the questions in its interface. Also, Teamreporter can be used by the team, along with the other applications that are used by the team. Teamreporter is also compatible with web browsers and e-mails.
Team leaders can have an overall grasp on the status and progress of the team and the project with Teamreporter. With all members, sending valuable information through the application, team leaders will be able to check if the team is meeting the project’s goals or not. The reports can also reflect the member’s status and performance. Moreover, team leaders can also use Teamreporter when they make their reports or modules.
Alternatives to Team Productivity E-Mails
Team productivity e-mails are effective in information dissemination in teams; however, business teams can also take into account some alternatives that the team can use or do when doing reports.
Paper reports can be viewed as alternatives to productivity e-mails. Unlike e-mails, which require internet connection, paper-based reports do not necessitate an internet access, allowing members to send information even with poor or absent internet access. However, paper reports are prone to getting wet or burned unlike e-mail reports.
The use of e-mail applications can also be another option to team productivity e-mails. Applications nowadays can be downloaded from the internet or from the mobile phone. Newest technologies include apps like App Store, Windows Store, and Play Store, which allow users to search and download helpful e-mail applications. While applications can be helpful to the team, viruses stand as a major threat to the data integrity.
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