May 12, 2021

How email management helps businesses

How email management helps businesses

Email management is crucial for running any business smoothly. This will not only bring balance to its working system but also maximize the output. Although every aspect of a business organization must be maintained properly, this article solely focuses on the management of email. After reading this article you’ll not only understand the several ways in which email management can positively affect your business but also learn the useful tips to implement them correctly.

What does email management mean

Email holds a very important place in any business because much of the communication is done through electronic messages. But email is not just a communication method at this time, it is considered a vital part of the organizational standards for addressing records and information. Therefore, if you want to bring balance to your business, never overlook this factor.

The main purpose of email management is to make the most out of email-related activities by reducing the chances of negatively impacting productivity through any sort of mishandling. It’s not just saving/removing emails. Like any other record, it also encompasses sorting and classification. In other words, the management of email involves both qualitative and quantitative control of emails. 

Why is email management important for your business

You must have an idea by now that the management of email plays a significant role in the progress of a business. But how? The following points will elaborate on how email management can facilitate an organization to flourish:

Saves time

An organization can send and receive hundreds of emails in a month. If not managed accurately, a lot of your precious time can go to waste. And there is no denying the fact that time is money.  According to an estimate, an employee spends almost 30% of his time on email handling each day. If each employee starts to waste his time through the ineffective handling of emails, how will your company provide productive output? 

Minimizes the mess

It is common to receive several types of email and not every one of them is relevant to your business. You may also receive a handful of junk mail every day. It can get difficult to retrieve an old important message from such a pile of mess. Deleting these unnecessary emails regularly will prove to be healthy for your email-related tasks. 

Reduces storage purchasing cost

There is a limit on how many emails you can store in your account. Some large-scale organizations even receive thousands of emails in a day. To save such a huge number of emails one must purchase more storage. Moreover, some organizations also like to keep a backup of their emails as a disaster recovery plan which requires the purchasing of more storage. Removing unnecessary emails will save you some space and hence the cost of purchasing that space.

Improves email performance

Storing a large number of emails for a longer period can lead to problematic issues. One such issue is decreased email performance as emails and attachments start to pile up on the server. Through the management of email, you can delete the redundant data thus improving email performance and allowing the entire system to run smoothly.

Makes disaster recovery easier

The smaller the number of emails the easier it will be to create a backup. So, if something bad happens, the recovery process will be faster and convenient (because of little storage).  

How to use email management effectively

Poor management of email will waste your time and distract you from other important duties and because of that, you’ll lose your efficiency at work. Email management is usually thought of as a hard skill. But because it affects an organization’s productivity to such a great extent, it is considered one of the important soft skills such as communication skills and time management. Here’s what you can do to effectively manage your business emails:

Fix a time

It is advised to fix a time for managing your email. Don’t leave your email up and running all day otherwise, the notifications will continuously interrupt your workflow. Restrict yourself to the fixed time only. If not convenient, you can also divide the fixed hours into short intervals.

Make quick decisions, if possible

Procrastination is not healthy for the management of email. Do what you think about doing today. While checking your inbox, select the promotional emails and delete them immediately. There will be some unnecessary emails that don’t need any response. Delete them as well. After clearing the mess, start prioritizing. Reply immediately to the most important emails. Those you can’t reply to yet, compile them in a folder with the name of the day you’ll respond. 

Create reply templates

If most of your responses share similarities, create reply templates. Use these templates while responding and make changes according to what’s in the email. A great way to save a huge deal of time.

Categorize using relevant labels

The best way to organize your inbox is through categorization. Make folders or labels to keep everything under check and divide them into categories and subcategories. Name the folders using the relevant naming system and arrange them based on your priorities. Through this categorizing, it will be quicker to search for specific emails when needed.

Get rid of unwanted subscriptions

Subscription emails can sometimes create clutter in your inbox due to which it will take extra time to find the important emails. Unsubscribe from the advertisements, notifications, and newsletters you no longer need. Note the emails you always delete and there’s your cue for unsubscribing them.

To conclude, email is an extremely important source of communication in your business. An organization can receive thousands of emails in a day and, if left unmanaged, can lead to several issues such as wastage of time and money, reduced email performance, and lower chances of quick disaster recovery. Email management can easily be achieved through adopting some simple tips including time adjustment, taking quick decisions, replying to important emails only, categorizing them into folders, and canceling unwanted subscriptions.

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