Include all, involve few : Over-communication is killing your productivity

Communication is one of the most crucial elements in any business. Thus, we always wanted to build a collaborative network of information where each participant remains well-informed about the organisation’s activities, progress and plans. And, as we witness today, we did come a long way from personal meetings and back-to-back telephone calls. At the same time, we have also reached a stage of ‘info-info everywhere but none of it for me’! Like it or not, we are hit by communication overload.

The present business scenario is not anymore limited to office space, it has evolved to manage a virtual workforce of remote teams. Well, as this style of working is gaining momentum, it is also bringing in the immediate need of keeping everyone in the loop. This need has unconsciously led us from collaboration to hyper collaboration. Factors leading to communication overload could be many, but it is definitely impacting productivity and effectiveness of each individual. And needless to say, over communication is taxing upon our precious time too.

Not denying the fact that keeping everyone in a loop is a good idea. But, is it really so important to involve everyone, at all times? Here is a look at few office activities that are paradoxical of collaborative communication leading to productivity descend.

  1. Meetings are one of the activities that top the list. More often than not, half of the attendees in a meeting remain clueless of them being part of a particular discussion. Thus, it’s important that every meeting should involve only those with a definite purpose, along with an agenda and a dedicated time slot, to avoid wastage of time and productivity of the entire bunch of attendees.
  1. Email trails are the next in line. We must reconsider all individuals who we cc on an email, and most importantly get rid of the habit to click ‘reply all’ because your response mail may not be of much importance to all.
  1. Chat groups are next in line. It may seem trendy to follow suit but it is wise to avoid random addition of people to processes and chat groups. Unrelated chats and updates are nothing but elements of disturbance for people who have no role in that particular process or group. Plus the urge to constantly respond to chats and not miss a single one is very distracting for any team. It kills the flow of work and causing unwanted distraction.

At a time when the market is flooded with communication collaboration tools, survey well to choose the solution that best suits your arena of work. Else, it may do more harm than good!

Last but not the least, it’s about time we rethink on the ‘keep in loop’ mentality and involve only those who are really meant to be in the loop. And encourage a systematic distribution of information across a team or department on a need-based and role-based manner. This will lead to initial involvement of few members and eventually include everyone across the board through an organised information sharing process. Such an approach will avoid communication overload and allow collaborative communication to remain a boon.

How can Zapty help?

Zapty minimizes the communication noise by showing you only what’s relevant to you. Most teams have successfully been able to completely eliminate internal emails by using Zapty. The fact that you can easily create a task within a conversation or create a thread on any conversation helps in keeping the chats distraction-free and you still get actionable items from it.