Email is the central nervous system of most modern organizations, from
startups to large corporations. Every communication, from the most
important (planning for the big client meeting tomorrow) to the most
trivial (fresh donuts in the kitchen) takes place through the corporate
email system. The results: email overload and lowered productivity for
the entire organization. Employees are tethered to their email via
Blackberries even over the weekend, leading to communications burnout.
The
biggest single reason for this is the inherent nature of email itself:
it is a point-to-point communication medium. The sender has to decide
both the content of the message as well as who the recipients are. If
the recipient list is too large, it contributes to email overload. If
it is too small, that could lead to communication gaps and
"informational silos" in the organization, where one group in the
company doesn't really know what the other group is doing. Another
problem is that each email message is a single unit, making it hard to
track conversations among multiple parties. Many email readers thread
conversations, but that is done at a syntactic rather than semantic
level. Finally, putting everything in email makes it difficult to build
institutional memory.
We hit the email
wall at my company Kosmix recently. When we were less than 30 people,
managing by email worked reasonably well. The team was small enough
that everyone knew what everyone else was doing. Frequent hallway
conversations reinforced relationships. However, once we crossed the
30-person mark, we noticed problems creeping in. We started hearing
complaints of email overload and too many meetings. And despite the
email overload and too many meetings, people still felt that there was
a communication problem and a lack of visibility across teams and
projects. We were straining the limits of email as the sole
communications mechanism.
We knew something
had to be done. But what? Sri Subramaniam, our head of engineering,
proposed a bold restructuring of our internal communications. He led an
effort that resulted in us relying less on email and more on wikis,
blogs, and instant messaging. Here's how we use these technologies
everyday in running our business.
Blogs for Status Reports
Each
employee and each project has a dedicated blog. People can post as
often as they wish to their personal or project blog, but they are
required to post at least one weekly status update. All blogs are
visible to everyone in the company. Anyone can subscribe to the feed
for any particular team or individual blog. So for example, Josh in
engineering can follow the blog of Mike in sales, if he's curious what
Mike is up to. This results in complete 360 degree visibility
throughout the organization. People can also post comments on these
blogs. Someone might post a problem they are facing, and others can
post comments providing suggestions. This results in automatic grouping
of conversations based on topics of interest.
The
biggest advantage of the blog approach is that it is a
publish-subscribe mechanism. I don't need to decide who to direct my
communication to; I just post on my blog. Anyone in the company who is
interested in what I'm doing can subscribe to my blog to be notified of
updates. And if someone just has a passing interest, they can always
read my blog periodically without subscribing to it. This approach also
breaks silos, for example, between engineering and marketing, or
between marketing and sales. Sometimes the best product ideas come from
sales people. And sometimes the best sales ideas come from engineers.
No one is required to read any particular blog, with two exceptions:
- Managers are expected to read the status updates of their team members and post feedback.
- People working on a project are expected to read each other's blogs.
The
blog approach has reduced email overload at Kosmix and even reduced the
number of time-consuming "status update" meetings. Most important, the
blog serves as an institutional memory -- an electronic record of our
business. Conversations do not
get lost in the ether but are recorded and can be searched at any time
in the
future by new people on a project or new company employees.
The Wiki for Persistent Information
While
blogs are great for status updates and discussions around ideas, they
are not the best place to put items that serve as reference material:
for example, documentation, specs, reports, and so on. The problem is
that blogs are in reverse chronological order, and each blog can have
just one author, preventing collaborative editing. For these
situations, we use a wiki. The internal corporate wiki has sections
corresponding to each project and each functional group in the company.
Documentation, specs, and reports go into the wiki.
The
other critical section on the wiki is the Team section. Every employee
has a homepage on the wiki, with a recent photo, describing their
responsibilities at work and interests outside of work. As the team
grows, and you see a new face at the office, this is a quick way of
finding out who that person is.
Instant Messaging for Spontaneous Discussions
As
Kosmix has grown, we now have people working from more than one
physical location. In addition, we promote a culture of people working
from home whenever it is compatible with their job responsibilities.
Thus, we need a substitute for the face-to-face hallway conversations
that cannot happen because someone is working from home or from another
location. Email is not the best option because it is asynchronous and
thus loses the spontaneity of a hallway chat.
Instant
messaging fills this need very well indeed. The entire Kosmix team is
on IM. Each team member is required to set the "status" message on
their IM client during normal sane working hours to indicate where they
are working from. They can also post a "Do not disturb" message to
indicate that they don't welcome interruptions at the moment. Instant
messaging leads to quick resolution of many issues without spawning
interminable email threads.
If I needed to have everyone in the company on my IM buddy list, that would be a very long buddy list indeed. To avoid this problem, every team member's IM handle and status are displayed on their wiki homepage. You can initiate an IM session with anyone from their wiki homepage.
Convention over Configuration
The effects of the communication restructuring have been
immediate and very visible. They include a lot less email and almost
none on weekends; better communication among people; and 360 degree
visibility for every member of the Kosmix team. After we instituted
these changes, everyone on the team feels more productive, more
knowledgeable about the company, has more spare time to spend on things
outside of work.
Kosmix is certainly not the first company to use internal blogs, wikis,
and IM for corporate communication. Google has been using blogs for
status reports for a while now. The big difference is the conventions
we have established about we use these tools. For example, one of the
common complaints I've heard about Google's use of internal blogs is
that most employees feel no one reads their blog. I've heard of one
case where an employee for several weeks posted a status report that
read: "Is anyone reading this?" By establishing conventions around
expected read-write patterns, we have avoided this problem so far at
Kosmix.
No doubt as Kosmix grows further, even this model will break down at
some point and we will have to look for new communication models. I'll
post an update when that happens! In the meantime, please do share your
experiences of innovative corporate communication practices.
Implementation Notes
We
use twiki for our wiki and blog software at
Kosmix. The wiki functionality in twiki is great, but it took quite a
bit of customization work from our indefatigable Sri Subramaniam to make it work
well as a blogging platform too. We are planning to release our twiki
tweaks as open source in the next couple of months, once we have a
chance to package them neatly.
Another
great option for blogs is WordPress, which
allows you to host blogs internal to your company. We went with twiki
because of the integrated wiki/blogging solution.
We
have standardized on Yahoo! Instant Messenger for instant messaging. However, the other
IM products such as MSN Instant Messenger and Google Talk have comparable
functionality. I would suggest you pick the one most people in your
company already use for personal communication.
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