In the middle of the pandemic, my team dragged me kicking and screaming into the world of Microsoft Teams.
Much as I see the benefits when it comes to fostering collaboration and communication, and I certainly don’t want to be stuck in the past, in terms of an assistant managing their manager, in my opinion, Teams still lacks the structure to allow them to do that effectively.
Right now, I so prefer email for external communication! And before you all take offence, let me explain why.
Email is still the primary channel for formal business communication. Assistants often need to communicate on behalf of their managers with external stakeholders, partners, and clients. The structured format of emails lends an air of professionalism that Teams simply doesn’t have. Whilst Teams is versatile for internal communication, it lacks the formal tone that is often required in external correspondence.
Email provides a clear and traceable record of communication. This documentation is vital in the fast-paced world of executive support, where decisions, instructions, and agreements need to be tracked for reference and accountability. While Teams conversations can get buried in threads and lose context over time, email threads are easier to follow (and to file) making them an effective reference point for future actions.
Assistants receive a constant influx of requests and tasks. Emails allow for sorting and categorizing messages, enabling assistants to prioritize tasks based on their importance. Microsoft Teams, on the other hand, can become a source of distraction due to its real-time nature and constant notifications. Emails provide a controlled environment for addressing tasks methodically.
In a business environment, urgent matters arise that require immediate attention. Emails enable assistants to manage time-sensitive issues efficiently, as they can be flagged and responded to promptly. Microsoft Teams does not offer the same level of urgency or visibility for critical matters, which can lead to delays in addressing urgent tasks. Things get lost!
Email respects boundaries by allowing recipients to read and respond at their convenience. This is particularly important for assistants who need to manage their managers’ schedules and commitments. Microsoft Teams encourages real-time communication, which can blur these boundaries and disrupt the workflow of both the assistant and the manager.
Assistants have established workflows that are closely tied to email systems. This includes calendar invites, task management, and document sharing. While Microsoft Teams does offer integrations, transitioning to a new platform can disrupt these workflows and requires additional training.
As technology continues to evolve, it’s essential to remember that the right tool for the job depends on the specific needs and context of the role. And so whilst I am embracing Teams for some things, email is still top of my list when it comes to external communication. For now…
