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10 Reasons to Stop Sending Documents by Email

Blog: Collaborative Planning & Social Business

It is just so easy: plop the documents in an email address, add a few people in the address line, and WHOOOSH it is delivered. But there is evil lurking, hidden by the patina of simplicity.

Instead, you should place the document in a repository, and email a link to download. Delivery by email is far and away the most common way to deliver a document, but here are seven reasons that you should avoid doing this.

So, I know it is easy but just say “NO” and don’t send people documents by email.

What to do instead? Put the document in a shared repository like Circle Weaver. Then send an email with a link to the document.

The advantage is you are only sending a link, so that it is not big and does not occupy bandwidth. But when the link is accessed, only then is it downloaded. You can update the document into Weaver, and the recipient only gets the latest version of the document. The document remains in the repository so that everyone can access it in the future, and they always get the latest version. Everyone can update back to Weaver so that you don’t have divergent paths. You rarely need it, but when you do, you can access all the old versions of the document.

So what do you say. Are you ready to break the document email habit?

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