Team Collaboration and the Inefficiency of Email

At Pulse, we’ve adopted as our internal project communication tool… and it is AMAZING!!! 

“a single email about a project can result in dozens of responses.. email clutter”

Have you seen/experienced this at your organization?

Someone sends an email to several (let’s say 5) recipients asking for feedback on some tasks or document. 4 of those individuals reply to all in the 1st hour. Over the next couple hours, 3 or 4 people reply to all on the the reply all of 2 of the emails that other individuals had sent.

By lunchtime, there are 15+ emails in everyone’s inbox. The original sender must now cull through the content to determine which suggestions and information should be included in their project/tasks.

Email is great and email is inefficient. is a web and mobile based project communication tool built around discussions. Rather than multiple emails, the conversations occur in real-time and are organized in a single location. Documents, images, notes, tasks, links to other materials, etc. can all be discussed in a single location.

Internally, at Pulse, we simply NEVER email each other anymore. All conversations are maintained in Glip and can be retrieved, searched, and archived. Furthermore, we can invite clients and vendors into conversations – reducing our need to send and receive those emails as well.

A Video Demo of Glip

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Short list of Glip features:

  • Project specific conversations
  • Project specific guest users (vendors, clients, etc.)
  • Project specific tasks, files, links, notes, calendar events, etc.
  • Searchable
  • Archive-able
  • Mobile integration

A couple examples:

Social Media/Web Images

A client uploads images they want us to adjust for social. We ask a question – directly on one of the images. The question and client’s answer is in the main discussion but specifies the image in question. By clicking on it, the image opens with the discussion superimposed on the specific image.

We make an updated image and upload it. The client can see the two images and we can reference either in our discussion.

No images are emailed to individuals, nor is anyone on our team required to organize or upload responses. Everything occurs in the Glip discussion.

Server Integration and Implementation

We invited key client personnel and a vendor into a conversation about a SQL Server implementation. All technical questions are put into a shared note. The vendor answers the questions in the note. Our network engineer can interact to gain further clarity and schedule our onsite visit/meeting with the vendor.

All team members are able to see the entire conversation – in real-time. Our client was able to respond immediately in a central location about site availability and allow us to schedule our visit with the vendor in question.

Once all client personnel and the vendor joined the conversations, emails about this specific project were reduced to zero! And anyone on the team can go back and reference the conversation as necessary without having to look through multiple emails.

What stops implementation

Implementing something new is always a bit of a challenge. The adage, “there is never time to do it right but there is always time to do it again,” is appropriate here.

People tend to be so busy, they feel that stopping to learn something new will slow them down. The truth is, the productivity gained through adopting glip amounts to hours each week. Perhaps hours each day.

Additionally, better communication means less searching for information and more rapid project implementation.

We provide direct training, coaching, and remote desktop assistance to our clients to help them quickly adopt and become proficient at this and other technologies.

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