a long timer in the Collaboration (dare I say cooperation) software
industry, I regularly get requests to provide a “Total Cost of
Ownership” analysis so that clients can compare one vendor against
these analyses have always consisted of tangible items such as;
of software licenses
administration and deployment services
and Hardware maintenance services
and IT Pro education costs
in all, nothing that has changed significantly from the 1970's or even the 1960's.
So, in 2014 what is the REAL cost of email?
look at what the analysts have found through their various studies.
this instance I am referring to information readily available on the
internet from corporations such as McKinsey Global Consulting,
Loudcast and IDC to name a few (email if you want all the relevant
details if you can not find these)
average knowledge worker spends 28% of their day in their email
client managing email and searching for information (McKinsey)
of their time is spent trying to locate information within their
inbox and local files. (McKinsey)
of emails gave attachments. This contributes up to 98% of the
bandwidth used by email (Loudcast)
of these commentators agree that email is not bad; it is in how it is
being used in appropriately in todays enterprises. Email is
communications, not collaboration.
what is the cost of email?
about taking the cost of email as 28% of your knowledge workers time
for a start. People are paid to perform certain tasks, and spending
28% of their time on managing email (a communications tool) is not
those tasks. I have yet to see a job description or set of personal
objectives based upon spending time communicating.
bit off on one side?
but I think you get my point. The true cost of email must include
the time spent by users in managing it.
why am I say this?
Any email system that can reduce the time spent in the unproductive
use of it as a collaboration mechanism must yield true and quantified
business value. Agree?
you read McKinsey's paper (Click here for the McKinsey Global Consulting Report
the true cost of email becomes even more apparent. Not in it's use,
but in the provision of a communication platform that allows
employees to evolve
from the unproductive use of email towards more productive social
collaboration. They key term here being evolve.
to McKinsey and others, the true cost of mail is in it's unproductive
use of traditional models.
McKinsey Global Institute (MGI) finds that twice as much potential
value lies in using social tools to enhance communications, knowledge
sharing, and collaboration within and across enterprises. MGI’s
estimates suggest that by fully implementing social technologies,
companies have an opportunity to raise the productivity of
interaction workers—high-skill knowledge workers, including
managers and professionals—by 20 to 25 percent. “
28% of their time within the inbox by this amount frees up an additional
7 - 11% of your employee resources (working on a traditional 40 hour
week that is)
cost of email therefore must include the cost of NOT implementing an initiative to move
beyond its universal unproductive use.
The cost of email must include the 7 -11 % of employees time lost following
traditional operational practices, and not just the traditional TCO
And for a company of 1,000 users even a opportunity loss of 7% is huge!
use must change, whether it is hosted on premises, in the cloud, via
mobile, a hybrid or whatever delivery model comes up next.
is the choice of how your next email platform will support adoption
and assist in your evolution towards more productive manners of
social collaboration that yields the greatest benefits by far.
Clearly, a focus
upon choosing a email platform that supports evolving users beyond the
unproductive use of email and the benefits are HUGE!