TECK TALK: Messaging: Readers’ Ideas for Messaging

Veer Bothra
Some of the corporate messaging issues are:

  • Utilization of company time and resources for personal email
  • Lack of Screening, Intrusive, Direct Reach, Knowing no hierarchy
  • Viruses and thus Possibility of affecting other Functional Systems
  • Legal Angle
  • Privacy / Security
  • Spam
  • Efficient use

Here are a few ideas:

Prioritisation: For “Always-give-special-treatment-to-VIMs” (Very-Important-Mails). Mail is queued or fetched based on a Priority Ruleset. Mail sent to a list of domains e.g. @hotmail.com get low priority, Mail received for specific domains get higher priority in download.

Cancellation: For “Ooops-pressed-sent-button-by-mistake” clumsiness or Second-Thoughts, it can be cancelled or modified.

Personalisation: For “you-are-an-individual-for-me-rather-than-a-group”. If a mail is sent to multiple addresses, a user can ask to personalise the mail sent by individually mailing to each address. That is one email address in the “To” field at a time.

MailMerge: For “Look-I-wrote-this-mail-only-for-you”. Similar to MS Word MailMerge, special tags are inserted at places, which would be replaced by same variables for multiple addresses.

Post-It Notes: For “each-mail’s-own-pencil-scribbles”. Every mail should have a facility to attach notes to it. This may be a thought, an idea, a comment or simply a note on the mail.

Follow-Ups: For “I-will-make-sure-you-don’t-forget-me”. Automated messages with “Drafted” body used for follow-ups or for a request-for-action / request-to-reply which is sent automatically. That is, each message has its own standard follow-up options which shows some readymade options to choose one.

Reminders: For “tell-me-when-my-railway-pass-expires”. Reminder service can be run on local messaging servers for bandwidth cost-saving.

KR Mani
Two ideas for email:

Related Mail: If I am reading any story in web, I can go to any other related stories and get additional references. Likewise, I should be in a position to (automatically) group mail in such a way that, when I am receiving/sending mail, references should go with them.

Escalation of Mail: In India, the email culture has not picked as well in many companies. As a result, emails may lie unread for a few days. There should be system to track my mail reading. If a sales executive has not read his mail (and taken action) for two days, it should be escalated to his manager with notification that action has not yet been taken.

Comments are closed.