>> Flood of emails in the project
The flood of emails is a persistent problem in projects that overwhelms teams, slows down productivity, and hinders collaboration. The reason lies in the nature of projects: many stakeholders, complex tasks, tight schedules, and changing priorities mean that emails are often used as the default solution for agreements, documentation, or queries. Long CC lists, confusing reply chains, and the sheer volume of messages cause important information to get lost. According to studies, professionals spend up to 28% of their working time processing emails—time that would be better invested in solving tasks in projects.
Often, clear communication rules are lacking, or teams resort to email out of habit, even though there are faster, more targeted alternatives. This leads to misunderstandings, loss of information, and frustration, especially when urgent decisions are delayed or tasks get lost in the flood.
To stem the flood of emails, project teams should use modern communication channels and tools that promote collaboration and transparency. Platforms such as Microsoft Teams or Slack enable real-time communication and structure discussions in topic-specific channels, so that information remains centralized and easy to find. For complex issues or conflicts, phone calls or video conferences via tools such as Zoom, Webex, or Google Meet are often more efficient. A five-minute call can replace dozens of emails, avoid misunderstandings, and enable quick clarifications. Project management tools such as Jira, Trello, or Asana provide central platforms for task distribution, status updates, and progress tracking, reducing the need for email updates.
Monday.com supports visual workflows that help teams clearly define priorities and focus communication on what's essential. Tools such as Confluence or Notion are ideal for centralised documentation, ensuring that information is not scattered across email folders. Another key is to deliberately keep recipient groups small. Clear rules, such as “Reply to all only if relevant to the entire group” or “No FYI emails without a specific need for action,” significantly reduce the flow of messages.
Communication as the key to project success
Introducing these tools and rules requires discipline at first and often a change in working habits, but the benefits are enormous: teams save time, reduce chaos, and create clearer, more focused collaboration. A well-thought-out communication concept, supported by modern tools, is crucial for managing the flood of emails and bringing projects to a successful conclusion. How do you manage communication in your projects? Share your experiences and approaches or get in touch with us.
