Mail trails tend to grow longer and longer. SFB can help you Stop long mail trails. In fact it provides three different ways to achieve this. Unfortunately, hardly anybody noticed these features due to wrong naming of buttons. Read on to find out how. Reading time 5 minutes.
Mail trails can become unmanageable. Multiple people are randomly replying to the original message. It becomes difficult to know the context unless you read from bottom to top. Often the original subject has already been changed but nobody bothers to change the actual subject.
To make matters worse, some new person – usually a senior – is added to the mail trail with the expectation of resolving the issue or taking a firm decision.
For this person, it is even more difficult to grasp the issue and take corrective action.
The solution : Stop long mail trails using SFB
Surprisingly, one great solution is offered by Skype for Business (SFB) – rather than Outlook.
All of us know about Reply, Reply to All and Forward. But nobody clicks on the IM button next to it. Certainly nobody has the courage to click on the More button!
Both these are blessings in disguise. The problem is that nobody understands the meaning of the term “IM”. It means Instant Messaging – a generic term for well known products like OCS, Lync and now Skype for Business. As these product names changed frequently, Microsoft has stuck to the term IM – with disastrous effect – complete neglect by users.
Now that you have noticed these buttons, here are the options available for you to Stop long mail trails and take quick action / decision or reach some kind of resolution.
Reply with IM
Just get the current sender into a SFB chat and try to resolve the issue. If required, move to a Skype call or even video.
This may work if the person who sent the mail has authority over the other recipients.
Reply ALL with IM
This is a more escalated version of the above option. It puts all the recipients into a common SFB chat – something like Meet Now.
Again, there is a good chance that the issue can be resolved with live interaction rather than passive, one-sided and random mail based replies or objections.
More – Call one person or Call All
If you do not want to chat, you can directly go to a call. You choose whether you want to call (Skype call) the sender or all the recipients. There is also a mobile call option but that needs further configuration and may not always be available.
Call may be preferred if everyone is not guaranteed to be able to chat. Most corporate users do have SFB installed on mobile phones and can attend to a quick Skype call rather than chat.
Try this out and let me know if you find these features useful.
Here are more articles about using Skype for Business efficiently.