Don’t let CRM overload users’ email inboxes

EmailSpam

Matt Keenan wrote an interesting post about some of the CRM deadly sins over at his Dynamics Café blog. One of his categories that I particularly see happening all too often is “too much notification”.

Why do people do this?

I see this in initial customer specifications and requirements documents quite a lot, usually in the form of “When foo happens, send an email to person/group X”.

This is often born out of naïvety on the part of the person who has been tasked with figuring out how their processes should be managed using a system they have never seen yet. They respond by falling back on what they know and try to use their existing mechanisms (such as email) to tell people when something important happens.

I also find this in existing systems, sometimes where the original consultant has simply felt that if that is what the customer asked for, that is what they should be given. In other cases it is because not enough time has been spent on looking at alternatives or on training end users how to find information for themselves without having it pushed out to them over old channels.

I tend to be a bit more argumentative and ask “why do you want it do that?” “have you considered other options such as…”. Of course, if someone insists loudly enough I deliver what the customer has asked for, but I do at least try to explore with them whether they are taking the best approach.
Find out how to replace notifications, and when they are the right option»