{"id":44292,"date":"2020-08-01T14:46:39","date_gmt":"2020-08-01T14:46:39","guid":{"rendered":"\/us\/en\/blog\/?p=44292"},"modified":"2025-03-13T06:24:54","modified_gmt":"2025-03-13T13:24:54","slug":"email-alternatives","status":"publish","type":"post","link":"\/us\/en\/blog\/email-alternatives\/","title":{"rendered":"3 email alternatives\u2014that work better than email"},"content":{"rendered":"<p><em>Updated October 2020<\/em><\/p>\n<hr \/>\n<p><span style=\"font-weight: 400;\">Email is so\u2026 old-school.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But more than that, there\u2019s another important reason why more and more companies are moving away from using email as their default communication tool.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Frankly, it\u2019s just plain unproductive.<sup>1<\/sup><\/span><\/p>\n<p><span style=\"font-weight: 400;\">Get this: In 2017, 269 billion emails<\/span><span style=\"font-weight: 400;\"> were sent and received every day, with the average employee receiving about 122 emails a day.<sup>2<\/sup> Out of these emails, only 38%<\/span><span style=\"font-weight: 400;\"> were actually about something important.<sup>3<\/sup><\/span><\/p>\n<p><span style=\"font-weight: 400;\">But wait, there\u2019s more. According to the McKinsey Global Institute, the average employee spends 13 hours<em> a week<\/em> reading and replying to emails. That\u2019s over a quarter of their workweek! And considering only 38% of those emails are worth opening, it\u2019s pretty easy to see the problem here.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this post, we\u2019ll go over three alternatives to email, when they\u2019re best used, and what makes them so much better if you want to have more efficient conversations.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Keep reading to find out:<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"#when\"><span style=\"font-weight: 400;\">When you should be looking at an email alternative<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#what\"><span style=\"font-weight: 400;\">What you should use instead of email: 3 alternatives with examples of each<\/span><\/a><\/li>\n<\/ul>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udce5 <\/span>Are you over email? If you hit at least one of the points on our checklist, it&#8217;s time to consider an email alternative.<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/checklist\/ready_to_retire_email.pdf\" data-id=\"69d027115020e\" id=\"69d027115020e\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d027115020e.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\u2705  Get the checklist to find out<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 \u200a Get this free checklist to evaluate if if you're ready to retire email (and try something different). <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get it now\">Get it now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d027115020e.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Enjoy! <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<h2><span style=\"font-weight: 400;\"><a id=\"when\"><\/a><br \/>\nWhen should you be looking at an alternative to email?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">It\u2019s hard to imagine a time when email hasn\u2019t been a primary means of communication in the business world.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Luckily, today, we have a growing number of options for people who don\u2019t like the baggage that comes with email, like its slow speed, inability to facilitate a real-time feedback loop and the sheer mass of emails\u2014the majority of which aren\u2019t even worth your time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To be clear, we&#8217;re not trying to say that email is <em>completely<\/em> useless.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In some scenarios, email is the MVP. They\u2019re nice and formal, which\u2014if that\u2019s what you\u2019re going for\u2014can be a great thing. They also leave a paper trail in case you ever need to go back and check something or simply keep a record of a conversation, whether for personal or compliance reasons.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are a few examples of when email is usually best:<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">When you\u2019re setting up an interview with a potential new hire<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">When you\u2019re sending a contract to a customer<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">But for almost everything else, there are much better alternatives to email that can empower you to communicate faster, more efficiently, and with less clutter in your inbox.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"what\"><\/a><br \/>\nWhat are better alternatives to email\u2014and when should you use them?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Now, let&#8217;s look at three alternatives to email, each with examples of tools and apps you can use and pointers on choosing the one that\u2019s right for different situations.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Email alternative #1: When you need instant team communication<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Unlike email where an acceptable response rate can be anywhere from one to several business days, instant messaging is designed to make conversations happen right away. The acceptable response rate is often within minutes, if not instantly.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Also, unlike email, instant messaging is not as formal (so you don\u2019t need to sign off every message with \u201cKind regards&#8230;\u201d). Obviously, some conversations are better served formal, like the examples we mentioned in the earlier section. For the majority of day-to-day communication, however, a <a href=\"https:\/\/www.ringcentral.com\/teams\/overview.html\">team messaging app<\/a> is the way to go.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are some messaging app options that we\u2019re all here for.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">RingCentral (our top choice as an email alternative!)<\/span><\/h4>\n<p><b>Best for businesses of any size looking for something versatile and scalable that <\/b><a href=\"https:\/\/www.ringcentral.com\/apps\/\" target=\"_blank\" rel=\"noopener noreferrer\"><b>integrates with their existing tech stack<\/b><\/a>,<b> and gives them multiple tools under one subscription (like messaging, video conferencing, and voice calling).<\/b><\/p>\n<p><iframe sandbox=\"allow-scripts allow-same-origin allow-presentation\" title=\"RingCentral app for Desktop: Message. Video. Phone.\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/EbIAZJd9rCU?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">RingCentral is a leading all-in-one <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/instant-messaging-programs\/\" target=\"_blank\" rel=\"noopener noreferrer\">team messaging<\/a>, <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/the-best-video-conferencing\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">video conferencing<\/span><\/a><span style=\"font-weight: 400;\">, and phone calling app. But that&#8217;s not all\u2014you can also easily share files, events, and tasks with your team:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-42881\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/08\/RingCentral-Task-Management-1024x696.png\" alt=\"task management feature in ringcentral\" width=\"1024\" height=\"696\" \/><\/p>\n<p><span style=\"font-weight: 400;\">With RingCentral, you can take advantage of <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/virtual-meetings\/\" target=\"_blank\" rel=\"noopener noreferrer\">video meetings,<\/a><\/span><span style=\"font-weight: 400;\"> screen sharing, <em>and<\/em> messaging to get two-sided communication going ASAP. It\u2019s compatible with all of your devices, so you can start a conversation right from the app for instant <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/face-to-face-interactions\/\" target=\"_blank\" rel=\"noopener noreferrer\">face-to-face collaboration<\/a> from anywhere. Need to take a call on the go? Just flip a meeting from your computer to your phone (or vice versa):<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-41423\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/Meeting-switch-1024x621.png\" alt=\"switching a meeting between devices in ringcentral\" width=\"1024\" height=\"621\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Designed specifically for business use, RingCentral offers advanced features like HD voice quality and call forwarding and works beautifully with either Wi-Fi or cellular data on any mobile device.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Want to see for yourself if RingCentral would be a good fit? You can book a quick product tour to see it in action:<\/span><\/p>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udd79\ufe0f<\/span> Get a hands-on look at how RingCentral works by booking a product tour:<\/p>\n<p class=\"p1\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Choose a time<\/button><\/p>\n<p>\ud83d\udcb0 You can also <strong><a href=\"http:\/\/www.ringcentral.com\/roi-calculator\" target=\"_blank\" rel=\"noopener noreferrer\">use this calculator<\/a> <\/strong>to see roughly how much your business could save by using RingCentral to support your team&#8217;s communication with each other\u2014and clients.<\/p>\n<hr \/>\n<h4><span style=\"font-weight: 400;\">Skype for Business<\/span><\/h4>\n<p><b>Best for teams who are already using other Microsoft Office applications like Word, Excel, or Powerpoint because this program will integrate seamlessly. Better suited for larger organizations as there\u2019s no free version available for small teams or startups. Great for communication, not so great for collaboration.<\/b><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44293\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/10\/skype-for-business-1024x656.png\" alt=\"skype for business\" width=\"1024\" height=\"656\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Skype for Business is the instant messaging piece of the Microsoft 365 suite for businesses. It\u2019s been around for a while now, so it\u2019s pretty well versed in the ins and outs of team communication.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Skype for Business can is a messaging app at its core, but also supports <a class=\"waffle-rich-text-link\" href=\"https:\/\/www.ringcentral.com\/video-call.html\">video calls<\/a> and screen sharing as well. Because sometimes hopping on a call is easier than typing something out, whether it be in an email or an instant message.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Being a veteran in the game also means they\u2019ve perfected their video and audio quality, so no need to worry about choppy, laggy meetings. (Or even laggier emails.)<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Microsoft Teams<\/span><\/h4>\n<p><b>Best for teams that already use other Microsoft products (similar to Skype for Business) but also do a lot of collaboration and want to do so in real time.<\/b><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44294\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/10\/microsoft-teams-1024x656.png\" alt=\"microsoft teams\" width=\"1024\" height=\"656\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Email makes misalignment too easy.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, you could send a thread and two people could reply at the same time, thus splitting the thread into two. One of those threads will continue, leaving the other person\u2019s message behind. This can happen over and over again.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Another problem: people not included in those threads don\u2019t have any visibility into the work you\u2019re doing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With Teams, however, everyone can see the conversation, with no message left behind. People can also be added and removed from conversations easily, with the option to share all chat history or history for a limited number of days. This is great for \u201cworking out loud.\u201d\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Teams\u2019 search functionality also makes it easy to find certain messages or conversations if you need to refer back to something.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can also create channels for different teams or projects and choose to either make them public to the organization or private to specific team members. Microsoft Teams lets you upload files directly to a designated Files tab within specific channels and allows everyone to edit or comment directly in the file, making collaboration a cinch. No more team members making their own files and saving them on their desktop, creating duplicates and hidden work.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Like RingCentral and Skype for Business, Microsoft Teams supports <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/best-video-conferencing-for-small-businesses\/\" target=\"_blank\" rel=\"noopener noreferrer\">video conferencing<\/a> and screen sharing as well.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Other fun additions: A GIF button and the ability to add custom backgrounds to your video calls!<\/span><\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/remote-work-playbook.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"alignnone size-full wp-image-42323\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/remote-work-playbook.png\" alt=\"remote-work-playbook\" width=\"1024\" height=\"364\" \/><\/a><\/p>\n<h3><span style=\"font-weight: 400;\">Email alternative #2: Project management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Email wasn\u2019t designed to be a <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/project-management-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">project management tool<\/a>, and it shows.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There\u2019s no real-time feedback loop, no visibility into what other team members are doing, no collaborative document support, no <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/task-automation\/\" target=\"_blank\" rel=\"noopener noreferrer\">task automation capability<\/a>, and the list goes on.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Plus, who can manage projects with an interface like that?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are far better tools out there. Here are our top picks.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Trello<\/span><\/h4>\n<p><b>Best for teams juggling multiple projects and looking for a super simple interface to better manage their tasks. There\u2019s a free version, making Trello a great choice for small to medium-sized businesses.<\/b><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44152\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/trello-project-managment-tool-1024x524.png\" alt=\"trello project managment tool\" width=\"1024\" height=\"524\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Trello is a project management tool trusted by millions of people around the world. Its simple, multi-purpose interface makes it an ideal tool for software project management, real estate management, goal planning, and pretty much any other type of project you can think of.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It uses Kanban methodology, meaning it uses a board with multiple columns that reflect the potential status of a task.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, these columns could be \u201cTo Do,\u201d \u201cIn Progress,\u201d and \u201cDone.\u201d A task is created on a \u201ccard\u201d and placed in the To Do column, then the card is moved across the board as its status changes. Cards can be assigned to members of your team and updated with comments or even more granular sub-tasks, giving visibility to anyone who might click into that card to see where it\u2019s at.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Trello is compatible with all your devices, allowing you to sync your projects and get a bird\u2019s-eye view of everything that\u2019s being worked on, even on the go.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Asana<\/span><\/h4>\n<p><b>Best for larger organizations looking for a strong collaboration and project management tool. Also integrates beautifully with Dropbox, Evernote, and Google Drive.<\/b><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44120\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2015\/03\/asana-1024x561.png\" alt=\"asana project management\" width=\"1024\" height=\"561\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Asana is a platform designed to help teams of any size track their work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It acts as a centralized location for all projects and their respective tasks, details, files, people involved, status updates, and everything else that has anything to do with that project.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Okay so here are a few problems with email, right?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For one thing, email is always sorted in order of recency, not priority. Another problem is that email can\u2019t effectively capture tasks, often spreading a single action item over a series of emails. You also can&#8217;t assign work to people in a way that is obvious to both the assignee and everyone else on your team, blurring accountability and visibility. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Information is all over the place, meaning you might need to read several emails to get the full picture of what&#8217;s going on. (And even then, there\u2019s always the odd chance you missed something.) You can\u2019t group individual action items under a specific project in a clear way. There are no due dates. Email isn\u2019t scannable. You have to click into the email to see what you need to do. There will always be multiple versions of files being thrown back and forth versus one source of truth. There\u2019s no visibility to people who aren&#8217;t on the thread.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now imagine the complete opposite of all that. That&#8217;s Asana<\/span><b>.<\/b><\/p>\n<h4><span style=\"font-weight: 400;\">Podio<\/span><\/h4>\n<p><b>Best for teams looking for something totally cloud-based, affordable even for smaller companies, and super straightforward to facilitate daily project management tasks. Also offers 24\/7 user support.\u00a0<\/b><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43804\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/podio-team-management-apps-workspaces-1024x640.png\" alt=\"podio team management app's workspaces\" width=\"1024\" height=\"640\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Like Trello, Podio offers a Kanban board, letting teams organize tasks by changing their status and moving them across. It has a few less features than Trello but offers board customization, which many teams might find helpful (but some might find confusing).\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As far as functionality goes, boards can be made visible to select teams or made public to your entire organization. An activity log shows a high-level view of all your team\u2019s projects with their respective tasks and assignees.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you work with clients and want to give them visibility to your project status as well, you can even set up a client portal letting them view access to your tasks.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Try doing that with email. (You can\u2019t.)<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Email alternative #3: Collaboration\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Oh boy, this is a beefy one. Email is probably the worst possible <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/collaboration-hub\/\" target=\"_blank\" rel=\"noopener noreferrer\">collaboration tool<\/a> you could use. Yeah, we said it.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s why.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For starters, email lacks the ability to assign tasks, track the status of them, or know who\u2019s working on what at a glance. All essentials in effective collaboration.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Emails are also where <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/working-in-silos\/\" target=\"_blank\" rel=\"noopener noreferrer\">silos are born<\/a> and visibility goes to die. You might have a bunch of useful conversations and information in your inbox, but if they\u2019re not visible to the others on your team, what\u2019s the point?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Then there\u2019s the problem of inbox clutter. We mentioned earlier that only 38% of emails we receive actually contain something meaningful to us. The rest is all fluff that drowns the good stuff out and drains our precious time as we sift through them.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is where our third email alternative comes in. Here are two collaboration tools you can use instead.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Google Hangouts<\/span><\/h4>\n<p><b>Best for teams of up to 25 people looking for a cloud-based collaboration tool they can access from anywhere and are already using other Google products like Gmail, Calendar, and Drive.<\/b><b><br \/>\n<\/b><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44295\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/10\/google-hangouts-1024x736.png\" alt=\"google hangouts\" width=\"1024\" height=\"736\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Google Hangouts is Google\u2019s live communication component of its Google Workspace platform. It\u2019s focused on video messaging, although it has lots of instant messaging power as well. Teams can enjoy high-def audio and video with up to 25 people at a time (or up to 10 in the free version).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Google Hangouts is an awesome <a href=\"https:\/\/plan.io\/blog\/alternatives-to-using-email-and-excel-for-project-management\/\">alternative to email<\/a> because its ability to support different formats of live communication (chat, video, voice) makes it much more engaging and the closest thing to an in-person collaboration sesh. Teams can screen-share documents while having face-to-face interaction via video chat and simultaneously make edits for everyone to see.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It also works seamlessly with the rest of Google\u2019s apps, making it perfect for Google lovers.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Workplace by Facebook<\/span><\/h4>\n<p><b>Best for companies that work closely with external partners since Workplace by Facebook gives them a centralized place to collaborate. Doesn\u2019t integrate with too many other apps, so it\u2019s really a standalone app. Good for smaller organizations.<\/b><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44296\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/10\/workplace-by-facebook-1024x637.png\" alt=\"workplace by facebook\" width=\"1024\" height=\"637\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Workplace by Facebook rocks the familiar interface of Facebook and is used to create groups and host live conversations with your team or even people outside of your company.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead of sending a bunch of emails back and forth, all the stakeholders and key members involved in a project can jump into a group chat and start jamming right away. These group chats can be either private or public and be used to house all goals, objectives, files (offers unlimited file sharing), and any conversation surrounding a project in a centralized location.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Like Facebook, Workplace by Facebook offers a newsfeed showing updates from the people and groups that are relevant to you and what you\u2019re working on. Plus, like Facebook, you can access Workplace by Facebook from anywhere, on any device.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Similar to the project management tools we mentioned above, Workplace by Facebook also lets you assign tasks to team members. You can also quickly gather opinions with instant polls, which is a huge time saver in comparison to waiting for everyone to reply to an email separately.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">The verdict on email alternatives<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Like we said at the beginning of this post, we\u2019re not saying email needs to go completely. We\u2019re not quite ready for that yet. But we are ready to introduce some alternatives to our workflow and up our efficiency.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And while there\u2019s no single alternative to your emails, there are several options, that when used in conjunction, offer a darn good replacement for most of them.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<p><sup>1<\/sup><span style=\"font-weight: 400;\">pensar.co.uk\/blog\/lack-internal-communications-can-affect-business<\/span><\/p>\n<p><sup>2<\/sup><span style=\"font-weight: 400;\">lifewire.com\/how-many-emails-are-sent-every-day-1171210<\/span><\/p>\n<p><sup>3<\/sup><span style=\"font-weight: 400;\">zinc.it\/8-reasons-email-is-ineffective-in-workplace<\/span><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Updated October 2020 Email is so\u2026 old-school. But more than that, there\u2019s another important reason why more and more companies are moving away from using email as their default communication tool.\u00a0 Frankly, it\u2019s just plain unproductive.1 Get this: In 2017, 269 billion emails were sent and received every day, with the average employee receiving about &#8230;<\/p>\n","protected":false},"author":29,"featured_media":44127,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[19253,19252],"class_list":["post-44292","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-better-than-email","tag-email-alternatives"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>3 email alternatives\u2014that work better than email | RingCentral 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