An insight on Email for corporate needs (2)

Keeping track of assigned tasks

Emails are one of the most natural tools to use for keeping track of assigned tasks. Tasks are usually a consequence from planning and discussion and email is one of the channels for discussions. If there is a deadline for the task, reminders can also be set easily.

What are the advantages

• There is no need to key in the tasks into a separate spreadsheet or tasks
• Does not incur extra overheads
• Reminder can be used without separate programs or more reminder emails because the email client is launched everyday
• Updates to the tasks can be conveniently done by just replying to the email
• Email is a flexible and powerful tool with attachments capabilities

What are the disadvantages

• No big picture on the current workload
• Difficult to measure the amount of work being assigned and completed
• Tasks being assigned are piecewise. Difficulty in consolidating the total effort spent by the team or the project
• Difficulty in consolidating the progress of the tasks if the multiple tasks are batched out in an email
• Difficulty in visualizing any dependencies and linkages in the tasks
• Difficulty in setting the priority of the tasks
• Possible to losing track of tasks being assigned if the assignees do not respond
• Tasks are mixed together with other types of emails
• Difficulty in categorizing and tracking all the tasks assigned out
• Possibility that someone will redo the same task again
• The eventual completed task and other relevant useful information may not be available for others to reference when they need to do the similar task again.