The document discusses the challenges organizations face in managing email communication and task management, highlighting issues such as lost messages, time wastage, and difficulties with task reporting. It proposes a solution called the Communication Tracker, which offers a central repository for discussions and tasks, integrates with email, and provides features like project-level access and reporting. The tool aims to enhance productivity, prevent miscommunication, and improve security while being user-friendly and requiring no extensive training.

1. Because Communication Matters!
August 2012 Acism Software Private Limited

2. Mailbox Management Problem
Important information gets stored in
email mailboxes.
Managing them is a pain though! @
◦ Growing noise – only 10% email relevant
◦ Staying organized takes time and
discipline
◦ People who are not organized bother
others for finding past emails
◦ People get dropped out of conversation When someone leaves your
◦ Unintentionally when someone organization, mails in his
presses Reply instead of Reply All mailbox are lost.
◦ Because messages go to their spam What if there were any important
folder, or simply get lost in a crowded email that you could need later?
Inbox

3. Related Problems
You are busy and someone is Task Management Issues:
added to your team to help you.
• You assign task to someone and
Now, in addition to your already she forgets to report back
pressing work, you need to find
more time to find and share • Everyone in the team is not in
relevant past emails with the loop over the progress or any
newcomer. delays of a task.

4. Root Cause
Individually controlled mailboxes
is the wrong place to store
important communication.
An organization needs a central
place to which everyone concerned
has access and can search.
Like discussions, tasks are also
needed to be available centrally, so
that everyone in the team can know
the progress.

5. The Solution
Communication Tracker
 Central place to store
discussions and tasks –
project-wise
 Accesses restricted at project
level
 Simple to use
 Zero learning curve
 Integrates with email
 Tracks important information

6. Benefits
 Saves productive time
 .. otherwise wasted in managing mailbox, searching and forwarding
communication to others or following up for task progress
 Prevents opportunity loss
 .. that could be caused by tasks getting dropped or misreported, important
communication not found
 MIS and Reports for zero extra effort
 Dashboard view to find out the top level status of projects
 My tasks view to check on all tasks waiting on me or assigned by me
 Daily / Weekly communication reports in email
 Saved bandwidth (reduction in spam)
 Individual email ids are no more public
 Emails one received are based on one’s notification settings
 Saved storage
 No duplication in central repository
 Individual mailboxes redundant and need not be backed up
 More Security
 If used with SSL and no message forwarding

7. Design Principles
Guidelines Used While Designing Communication Tracker:
 Zero Learning Curve
 Simplicity upheld over feature-richness
 Most users find it familiar and too easy
 Extended Team
 Catering to the needs of the extended team comprising of people both internal and external
to organization
 Organizational continuity
 Communication preserved even if people change
 Kept features like ‘private message’ out which could kill this
 Evolution over Revolution
 Ease of use reduces chances of resistence
 Capturing one’s inputs over email even if one does not want to log in to Communication
Tracker
 Visualization
 Using standard signal colors to capture health of discussions
 More Value for Less Effort
 For the same effort that it takes to write email, Communication Tracker gives you a great
MIS and consolidated reports.

8. Thank you!
 Web: http://communication-tracker.com
 Sales: sales@communication-tracker.com
 Support: support@communication-tracker.com
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