Why CIOs Have Trouble Getting Email Out of the Secure File Sharing Game (and How to Get It Right)

by Jaap van Duijvenbode on July 16, 2016

Maybe you've heard stories of how other organizations tried to put the ax to Old Email and failed. Perhaps you've tried a substitute (or two or ten) for yourself, and it didn't work out. Relax! There is hope. Let's start by focusing on what is broken with the current system, and then learn how the RIGHT secure file sharing solution can put an end to the woes forever.

What's Wrong With Email?


No wonder you can't manage to get home before dinner gets stone cold. It's all those pointless, redundant emails!

The average office worker has to contend with no fewer than 121 emails in their inbox each and every day. This doesn't even include the ones who are blessedly intercepted by those spam and junk filters. To state the obvious, that adds an enormous amount of work in any given workweek, and is probably at least part of the reason so many of your projects fall behind. But the sheer numbers aren't the only hassle and time-gobbler. You also have to consider how much wasted time and effort goes into scanning those dreaded forwarded emails and the loathsome Reply All. (Why do people still do that?)

Email also comes with an expectation that answers will come quickly. But that doesn't always happen. How much wasted time goes toward work that is totally halted, waiting for Sam to return from his leisurely lunch, or for Michelle to get out of that meeting-that-will-never-ever-end? Email has also become woefully overused. It's our office therapist, the message board and announcements page, and even an occasional online marketplace, "Two tickets to tonight's game! Going for cheap! Any takers?" Clearly, this needs to end. A secure file sharing solution allows workers to communicate and collaborate, while keeping them keenly focused on the task(s) at hand.

CIOs Must Practice Their Own Sermons


You can't preach a sermon on using an alternate tool and then head to your office to fire off a series of emails of your own. If you use the tool, your employees will follow your example.

If email is such a drag (it is), why do most CIOs fail to institute a viable alternative? One reason is that for all the touting they do over the next best thing (aka, the new file sharing tool), they don't practice those sermons themselves. If you return to your office from that meeting where you brag about all the virtues of your new file sharing system, only to fire off emails to your secretary, Bob in accounting, and your partner across town, you have just unraveled any and all good your little lecture produced. Pick a secure file sharing tool YOU can live with, and then be a good example by using it for yourself.

The Secure File Sharing Solution Must Continue Outside the Confines of the Office

One of the reasons email has hung on like a tick on a Bassett hound is that it's easy to access from anywhere. Employees can keep up with projects, touch base with coworkers, and manage their customers, all from their smartphones and tablets at home and on the go. If your file sharing solution doesn't include easy, seamless access via all their mobile devices, it's not going to catch on. Ever.

What Else Secure File Sharing Can Do

File sharing tools aren't just for replacing email, either. The right file sharing solution can cut down on the amount of time workers have to spend in meetings, how much time they waste on the phone, and even those interruptions from office pop-bys that should take 45 seconds, but actually eat up more like half an hour.

So, what does the right secure file sharing tool look and act like? We're so glad you asked! You can find out in this Talon FAST video.

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