ILNews

Start Page: Exploring alternatives to using email

Kim Brand
February 15, 2012
Back to TopCommentsE-mailPrintBookmark and Share

Kim BrandEmail is war – you are a prisoner. Your inbox, once littered with annoying spam, now delivers a super-abundance of information. The torrent defies your effort to organize, classify, prioritize and respond to those that are critical versus those that are merely interesting. Bad news: it’s only going to get worse.

According to Pingdom.com, there were 107 trillion emails sent in 2010 from 2.8 billion email accounts – expected to grow to 3.8 billion accounts by 2014. Since the Internet makes the world a small place filled with lots of people who want to be your “friend,” you can expect to start receiving email regularly from most of them.

Unlike paper mail whose volume is expected to drop six percent in 2012, the “machinery” that delivers email is getting faster and cheaper. The natural forces that restrain growth are absent. Email is like a species obrand1.giff animal that has no natural predator.

Many practicing attorneys started their careers before email was possible, let alone popular. Prior communication technologies – mail and phone – evolved slowly enough that systemic and cultural accommodations kept pace with their growth. You delegate opening mail to assistants; someone – or something – answers your phone. Not so with email; most of it gets delivered straight to your inbox. Productivity fail.

Here are five alternatives to email you should know about.

Just call – You can’t deny millions of years of evolutionary predisposition: We like to talk. (See: Pink Floyd’s 1994 song, “Keep Talking.”) Some messages are just better communicated in person or at least in a conversation. Emotion and interaction are absent in email. Rule: After two or three emails on the same subject: JUST CALL!

What’s old is new again: fax – I still get funny looks from 20-somethings about what a fax is or why they’d want to use one. Most businesses have a fax machine. Few are as busy as they once were. That makes fax a quieter channel to deliver a message and one that gets disproportionate attention.
brand2.gif
Instant message quickies – We think of instant messaging as a communication channel for teens – like texting. But it can be the antidote for phone slips and the one- or two-sentence messages that litter your email inbox. Be careful to allow only your colleagues, friends or family to communicate with you this way or it will become a constant annoyance – like email.

Email was not designed for attachments – The Internet protocol that delivers email is incompetent at delivering binary files like Word docs, PDFs and photos. Attachments strain mailbox size and “hide” files in your email program that should be shared on your network and/or filed with other client materials. The solution is to use a file sharing service. With these, you upload the file to a secure website then simply send your correspondent(s) a link to it.

Wikis - your personal Wikipedia – To truly exchange ideas, documents and other files you need a web-based tool. Wikipedia is one of the most popular websites on the planet – and you can have one for yourself, your firm, or dedicated to a project, client or case. The principal attraction of a wiki is that information is presented in context. Supporting resources can be uploaded and/or linked on a page viewable over the web from anywhere. Security is managed using encryption, logins and passwords.

They say that if the only tool you have is a hammer, all your problems look like nails. Such is the case with email. It may be the only tool you have so you are tempted to [mis]use it for everything. Take my advice and expand your toolkit to include these alternatives to email.•

__________

Kim Brand is a technology expert and president of Computer Experts Inc., a 27-year-old IT services company in Indianapolis. He has presented to local and state bar audiences and written for West Publishing and the ILTA. Kim contributed to the “On-Premises” section of the recently released ILTSO.org legal technical standards, and he is the inventor of the FileSafe Server used by many law firms. For a free Audio CD on email management tips write to the author and request “Breaking the Rabbit Habit.” He may be reached at Kim@ComputerExpertsIndy.com or by phone at 317-833-3000. The opinions expressed are the author’s.

ADVERTISEMENT

Post a comment to this story

COMMENTS POLICY
We reserve the right to remove any post that we feel is obscene, profane, vulgar, racist, sexually explicit, abusive, or hateful.
 
You are legally responsible for what you post and your anonymity is not guaranteed.
 
Posts that insult, defame, threaten, harass or abuse other readers or people mentioned in Indiana Lawyer editorial content are also subject to removal. Please respect the privacy of individuals and refrain from posting personal information.
 
No solicitations, spamming or advertisements are allowed. Readers may post links to other informational websites that are relevant to the topic at hand, but please do not link to objectionable material.
 
We may remove messages that are unrelated to the topic, encourage illegal activity, use all capital letters or are unreadable.
 

Messages that are flagged by readers as objectionable will be reviewed and may or may not be removed. Please do not flag a post simply because you disagree with it.

Sponsored by
ADVERTISEMENT
Subscribe to Indiana Lawyer
  1. Perhaps the lady chief justice, or lady appellate court chief judge, or one of the many female federal court judges in Ind could lead this discussion of gender disparity? THINK WITH ME .... any real examples of race or gender bias reported on this ezine? But think about ADA cases ... hmmmm ... could it be that the ISC actually needs to tighten its ADA function instead? Let's ask me or Attorney Straw. And how about religion? Remember it, it used to be right up there with race, and actually more protected than gender. Used to be. Patrick J Buchanan observes: " After World War II, our judicial dictatorship began a purge of public manifestations of the “Christian nation” Harry Truman said we were. In 2009, Barack Obama retorted, “We do not consider ourselves to be a Christian nation.” Secularism had been enthroned as our established religion, with only the most feeble of protests." http://www.wnd.com/2017/02/is-secession-a-solution-to-cultural-war/#q3yVdhxDVMMxiCmy.99 I could link to any of my supreme court filings here, but have done that more than enough. My case is an exclamation mark on what PJB writes. BUT not in ISC, where the progressives obsess on race and gender .... despite a lack of predicate acts in the past decade. Interested in reading more on this subject? Search for "Florida" on this ezine.

  2. Great questions to six jurists. The legislature should open a probe to investigate possible government corruption. Cj rush has shown courage as has justice Steven David. Who stands with them?

  3. The is an unsigned editorial masquerading as a news story. Almost everyone quoted was biased in favor of letting all illegal immigrants remain in the U.S. (Ignoring that Obama deported 3.5 million in 8 years). For some reason Obama enforcing part of the immigration laws was O.K. but Trump enforcing additional parts is terrible. I have listed to press conferences and explanations of the Homeland Security memos and I gather from them that less than 1 million will be targeted for deportation, the "dreamers" will be left alone and illegals arriving in the last two years -- especially those arriving very recently -- will be subject to deportation but after the criminals. This will not substantially affect the GDP negatively, especially as it will take place over a number of years. I personally think this is a rational approach to the illegal immigration problem. It may cause Congress to finally pass new immigration laws rationalizing the whole immigration situation.

  4. Mr. Straw, I hope you prevail in the fight. Please show us fellow American's that there is a way to fight the corrupted justice system and make them an example that you and others will not be treated unfairly. I hope you the best and good luck....

  5. @ President Snow - Nah, why try to fix something that ain't broken??? You do make an excellent point. I am sure some Mickey or Minnie Mouse will take Ruckers seat, I wonder how his retirement planning is coming along???

ADVERTISEMENT