In a world dominated by giants, small businesses seek advancement through enterprise management systems like Odoo. However, they face monumental challenges, armed with limited tools. The key to navigating these turbulent waters lies in integration and "Contextual Messaging," a transformative force that can open many doors.​

What makes contextual messaging the master key to unlocking efficiency in business communication?

Imagine two merchants gathered around a table, chatting about transactions like old friends reminiscing. In a world where modern merchants must negotiate hundreds of transactions simultaneously, having all the information at their fingertips becomes essential. Contextual Messaging acts like a magical archive: it keeps a history of exchanges in the form of conversations right at the heart of the work. However, fully utilizing this method represents a radical change, an effort beyond what any accountant can manage. We've supported small businesses in this process, experiencing it intensely with our team. We hope our experiences guide those willing to embark on this journey.

Odoo, like many of its contemporaries—SAP, Microsoft Dynamics 365, etc.—has embraced Contextual Messaging, weaving a communication tapestry for every operation. But here's the trick: each of these spaces requires its own direction, unlike old email methods. Thus, a shift in approach is necessary. Users, as recipients, only need to hit "reply." Yet, this simplicity can puzzle many; those unfamiliar with modern messaging often feel lost without a recognizable email address.

Facing an unknown system, many users prefer to draft new messages to “known addresses” rather than responding to requests from Odoo. This choice is like sending a telegram to the wrong city, hoping the recipient is there. Consequently, the workflow becomes awkward, hampering communication and causing confusion.

This makes delivering information to each space a complex challenge. From this point on, the scenario resembles a chess game, where each move toward greater efficiency clashes with the resistance of old habits. Internal discussions turn into a battleground: “How can partners not have users' addresses? Wouldn't it be wiser to return to traditional email? They’re wrong if they think this will work! No one will write to us, let alone want to collaborate!”

What to do then? Stick with old tools that keep information far from where it’s needed? Or push the entire team and partners towards a new management approach? At that moment, it becomes clear that there’s no perfect solution to this dilemma.

The first step is to establish clear protocols for partners, explaining how to communicate so messages reach their destination. One idea is to implement signature lines acting as compasses, directing partners on how to respond and using direct addresses only for new operations. For partners unfamiliar with this method, they’ll likely send messages via the first route they find.

The effects of such choices can be significant! This leads to a new dilemma: relocating messages. There’s no reason to lose relationships and information while a partner “learns” modern messaging systems, but this 'solution' becomes a new burden on the company. Relocating messages means retrieving them from the sea of incoming messages to use them where they’re really needed.

When this happens, users embark on quests for information, like explorers seeking the Lost Ark. When they find it, they use it to complete their tasks. The most organized might manually copy exchanges from one corner of the system to another, like scribes in a medieval monastery. However, the urgency often prevents them from doing even this, as they must resolve issues quickly, not considering that the next person needing the information will have to search again.

Scattered information drains time and energy from all team members, who are constantly searching for data on each transaction. Take the purchasing process, for example, where at least three people need the same information: the buyer, the payment manager, and the procurement supervisor. When information isn’t where the transaction occurs, each participant must hunt for it, tripling the effort needed to complete each operation. This energy drain multiplies exponentially with more transactions, negatively impacting efficiency—an effect that’s hard to quantify.

So, what can be done?

Message relocators, which help move messages without users jumping from module to module, can be quite helpful. A tool to copy messages from where they were received to where they’re needed can be effective when manual relocation is necessary. Odoo has solutions to assist in this effort. See "Messages moving" Apps in the Odoo Store.

With a tool that allows users to transfer messages between modules, they can find vital information without moving around the system. They can access what they need repeatedly and without hassle. This relocation not only simplifies the process but also reduces the time and energy wasted by the chaotic swings of daily tasks.

While this is a partial solution, it undeniably lightens the burden of message hunting. Ultimately, even if it’s not a complete fix, this partial solution represents a positive step toward more efficient information management, helping businesses navigate this sea of data with greater agility and clarity.

In this vast ocean of information, every small effort acts as an oar propelling small businesses toward much-desired efficiency, as they truly have no other choice. The real magic lies not just in technology but in our ability to adapt and collaborate.