Internal Communication

Why is Internal Blog Better than Email

In spite of many different digital communication tools email is still the one that we like best, at least according to the following statistics:

  • Over 2.6 billion people have an email account, and most of them are using it on a daily basis.
  • A total number of emails sent and received during the day is over 205 billion.
  • More than a half of all world's email correspondence are business emails.
  • 112.5 billion business emails are sent and received every single day.
  • An average employee receives and sends around 122 emails each day.

These are quite impressive numbers. So, now that you have seen these figures do you still think that it is a good idea to send an email to your team members?

To be able to run your business successfully, you need to communicate with your team consistently and you are probably used to email as your preferred tool.

Whether you want to start a new project, ask for someone's opinion, or simply to make an announcement, you can use email to do that without wasting too much time on meetings. But, in such an overcrowded inbox it is very easy to misplace an important information or to forget entirely to reply to an email.

And if you need to communicate with more than just one person, then you’ll have a real “party”. Imagine this scenario: you have just sent an email to three people asking for their feedback on a particular subject, and you need everyone involved in the process.

But, one of them forgets to click “Reply All” button, so you are the only one who gets the email. What you need to do next is to send another email to everyone with an update and the recent information that only you received.

The circle starts again with another person forgetting to include everyone in the conversation, so you need to make another update, and so on. In the end, you have a series of over 30 emails in your email thread without a possibility to keep track of who said what and without any chances to make an overall conclusion. You will inevitably end with a notorious Email tree, as described in this video:

Wouldn’t your business communication be a lot simpler and easier if you would have a centralized place where you could all exchange information? What you need is a modern collaboration tool that will keep you all on the same track and enable everyone to stay in the loop. What you need is an internal blog.

We already laid out 5 reasons why your company should use an internal blog and here are three main reasons why an internal blog is far better than an email for a team communication.

1. Internal blog makes team communication efficient and open

If we take the same example with the feedback required and three persons involved and placed it into the internal blog, the whole situation would be much simpler.

You would write a post notifying everyone that you need their input ASAP. They would make comments under your post, where you all would be able to see all replies, and could engage in an open and transparent discussion if needed.

In the end, you can make a summary in an additional comment and here we are - the whole process went efficiently with few messages exchanged, without any notification going back and forth. 

And this is just one simple example. Imagine how fast can you share global announcements, gather feedback, organize open discussions. At the end, you would be able to stop using email for the team communication and switch exclusively to an internal blog.

2. Everyone can start a conversation

An internal blog is a two-way street, meaning that your team members can add blog posts, as well. Yes, they can also send an email to everyone, but the final effect will not be the same.

With an internal blog post, they can start a conversation on a specific topic of general interest or share their knowledge with everyone else. That post will be here for everyone to read it, like it, or make comments. It will not get lost in the archive, spam or the read email section.

It is more likely that people will participate in a group discussion if it is public and transparent, which is the case with blog posts and comments. With emails, on the other hand, you never know who replied to everyone and who didn't and did anyone used the "Forward" option and exposed everything to a stranger.

3. You will quickly find all the information you need

If you have ever tried to search through an inbox to find the relevant information made in the fifth email of a very long conversation with a generic subject, you know how exhausting this process is. You can spend hours searching before you get the message you need.

Searching is much comfier with an internal blog. Just type the word or the line you need in a "Search Bar" and the app will do the rest. It will list all blog posts and comments where this word is used and you will find the one you need in no time.

These were only three reasons why it is much better to use an internal blog than an email. There are a lot more pro internal blog arguments, but we figured that it would be the most powerful to emphasize only the most obvious ones. You can probably think of the others on your own.

So, why wasting time with emails when you can use an internal blog and have more efficient team communication right away? Give BlogIn a try and see for yourself how much easier your life would be with fewer emails in the inbox.

BlogIn is beautifully simple internal blog and knowledge sharing platform for teams of all sizes.
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