• by Eric Shashoua , Op-Ed Contributor, October 16, 2017

Back in 2016, Apple upped the game when it came to conversations in Messages. In iOS 10, users were able to send stickers, play games, and send rich content -- including media previews -- to recipients.

Also introduced were new visual effects such as chat bubbles, invisible ink, and sketching and recording tools. With the recently launched iOS 11, Cupertino has developed messaging further by adding person-to-person payments with Apple Pay, a new business chat feature, a face-tracking emoji called “Animoji” for iPhone X users, and more.

In contrast, today’s email systems have remained largely untouched since Microsoft introduced Outlook 20 years ago.

The Internet Message Access Protocol (IMAP) remains the go-to email standard, although it is very old. IMAP simply took features from the even older POP protocols and made them sync-able across multiple devices.

Perhaps the most distressing thing about cloud-based SaaS apps like Gmail, G Suite, and Salesforce is the continuing reliance on web browsers by their fundamental architecture. Because of this limitation, web-based email systems have been unable to add even the most basic level of functionality that can be found in a desktop environment. This is one of the reasons that Apple started with native apps on iOS.

So where is the email innovation?

While email architecture is not expected to change any time soon, companies and users can take steps to make email more useful and flexible.

The most important of these is to ditch the web browser. Although you can use the browser in a pinch, this should not be the preferred method. Instead, find a desktop app that can provide far more functionality.

When looking for an email client, take careful note of its overall design and ease of use. No one likes software that is difficult to use and comes with a steep learning curve. Ideally, find an app that looks and performs nearly the same as the web version you’re hoping to replace. By doing so, you can dramatically reduce training time, since end users only need to learn the added functionality that comes with the app.

Ensure that your solution also supports different types of accounts and services -- if your organization allows this. For most, this means finding a solution that supports Gmail, iCloud, Yahoo, Exchange, IMAP, and more.

If your organization uses Gmail on the back end -- and many do -- it’s important to find a desktop app that supports Gmail-style shortcuts. An actively supported and updated desktop app i. By doing so, this removes the risk that the app will become discontinued in the near term.

You don't use email in a vacuum. Often, emails to friends and business associates include attachments include PDFs, Microsoft or Google Documents, and more. In addition, task management software could also be in play, as could backup services like Dropbox, Microsoft OneDrive, and Google Drive. Because of this, finding a desktop app that integrates with other apps and services has become essential.

Beyond this, be sure the email system you select is flexible enough to support customization. Whether through the use of widgets or plugins, customization adds value to a system’s core functionality.

Finally, it’s important to circle back around to IMAP. Although long been considered an old technology, it’s still in use and will be for the foreseeable future. One of its most important features is the ability to add folders. Unfortunately, some third-party email apps try to create additional IMAP folders to extend functionality. Regrettably, accessing and viewing those folders is often limited to that email client.

A good rule of thumb when selecting an email client is to ensure that plays well with standard IMAP folders. If it doesn’t, you could jeopardize workflow and make a situation worse instead of improving it.

The technology behind email has not changed in nearly a quarter of a century. Until it does, these are important steps you can take now to improve your email workflow. It begins with one step -- to stop using email through a web browser -- and goes from there.