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I’ve claimed for several years now that email is broken. At best, email is the lowest common denominator (LCD) for sending messages to a specific Internet user. Every ISP subscription comes with some kind of email account. Free webmail addresses are easy to get. Many mobile phone accounts come with an email address. Alex Iskold’s post from ReadWriteWeb called Is Email in Danger? discusses how microblogging services like Twitter can overcome the inherent problems of heavyweight email clients like Microsoft Outlook.

Broadcasting with a microblog

Microblogging services are best suited for broadcasting messages to lots of users. FriendFeed, Twitter and similar services are widely used by popular bloggers to publicize their latest posts and mention their daily activities. Most of these services accept text messages and offer mobile versions of their web sites, so they are easier to use than email from an ordinary mobile phone. iPhone and BlackBerry users have better email clients on their devices, but microblogging from these devices seems to work well.

Image courtesy of gwEnvision As I mentioned yesterday in my article called The battle against Twitter spam, microblogging services like Twitter have their own problems. Because email is a mission critical service, it’s almost always available and working. Collecting comments and posts from microblogs can be accomplished with RSS - I use this to repost my FriendFeed activity to billso.com, but it would take a bit more effort to do this as part of an archiving and compliance effort.

I’ve never been a fan of Outlook. In its easly versions (Outlook 97 and 98), the application would crash at least once a day. Microsoft developed ActiveSync software to support PDAs, but 10 years later it is still a maddening piece of cruft.

Look out for Outlook and iTunes

My university uses Microsoft Exchange as its faculty/staff email server, so I occasionally get meeting invitations and Outlook forms in my Gmail my box. All of my university email is auto-forwarded into my Gmail account. Microsoft meeting invitations are useless in Gmail - I have to tap out a reply to accept or decline the meeting.

To be honest, Apple’s iTunes is following a similar evolution. It start as a music player, but has become a media storefront, disc burner and iPhone application installer. I’d think that several specific lightweight apps would work better than a huge, monolithic instance of iTunes. On a Mac, iTunes performance is barely tolerable. iTunes on a Windows box is a lumbering behemoth.

Gmail, on the other hand, was designed as a lightweight solution that would work in a standard web browser. I love Gmail because I can search for messages quickly, and I know I won’t run out of storage room for old messages. There’s no reason for me to delete an old message in Gmail.

Attacking the inbox

One approach to managing a bulging email inbox is to sit down and clear the queue. The Inbox Victory web page tries to make this process fun by letting users post pictures of themselves with their empty inboxes. I clear out my Gmali inboxes a few times a year.

Luis Suarez of IBM claims that he reduced his incoming email by 80%, thanks to his usage of social networking tools like RSS feeds, Twitter and IBM’s internal clone of Facebook, Beehive. Suarez discussed his article in the New York Times called I Freed Myself from E-Mail’s Grip.

Suarez admits that his job as a social computing evangelist helped him cut his email volume. He’s supposed to encourage his fellow IBM employees and managers to use Beehive, which is as much a knowledge management (KM) tool as it is a social intranet application. IBMers are supposed to use Beehive to share events, lists, pictures, tips, and ideas across the enterprise, as part of formal and ad hoc workgroups and project teams.

Image courtesy of gwENvision through a Creative Commons license.