10 Ways How Businesses Can Ensure Effective Email Management

10 Ways How Businesses Can Ensure Effective Email Management

Businesses usually use email as an easy communication tool, as it is less intrusive when compared to phone calls and more convenient & fast. Empowering businesses to run from just about anywhere, businesses can incorporate email mediums for communicating with clients and customers. Email also helps businesses for checking in with employees and setting up important meetings from your office or on the go. But on the other side, if used inappropriately, emails can hinder a business's overall productivity. This article emphasizes acknowledging businesses the diverse ways how they can ensure effective Email Management. As per the studies conducted by Radicati,  there are approximately 3.9 billion active email users, 60 billion junk emails will be sent in the next 4 years, 60% of emails are open over mobile devices, 82% are checked outside normal hours, and 87% of business marketing campaigns are done through emails. Often received hundreds and thousands of them, business leaders, CEO's and managers find it hard for them draining on time & energy. TERAIT's Email Management Services helps businesses not just management of mails but also drives effective email marketing strategies and assure subscribers for driving businesses to successful results. With old, unopened, or unimportant messages cluttering their email inboxes will maximize each employee's working time, distracting them from other obligations and keeping down inbox messages to a minimum. 


Following are The Ways How Businesses Can Ensure Effective Email Management: 


  • Day-to-Day Email processing

Businesses check their mail several times a day just to be in the loop for solving instances of websites going down or in event of urgent requests which are left away without imminent processing. While most businesses do such tasks only once a day, most of them finish in the time slot and continue the next day. Prioritizing important ones and let go off the rest, businesses can be in a working-level position for getting a lot of time-sensitive emails. Businesses must not let emails create a hassle over their core operations.  


  • Prioritizing and Deferring

Businesses must all always practice by taking the 80/20 role as each email aren't the same. Businesses must focus over 20% of inputs that lead to 80% of outputs and thus focus on 20% high-value emails for nurturing maximum output. This 20% of emails create breakthroughs in their work as media requests, interview spots, networking opportunities, business leads, speaking opportunities, and other things that yield desired business goals. About 20% of such emails may include messages from investors and correspondences. The significant prioritized mail must be replied to promptly and must not be waited any further. 


  • Assigning a Reply XX Day Folder 

Those emails which don't need immediate reply must be filed and set aside for replying later. Businesses can read it, mentally acknowledge it and think over it until it's time for replying after an average of 3-8 days from the receipt of the mail. Setting aside 3 days every week to reply to emails will ease the pressure of businesses in immediately replying to it. 


  • Realizing Not to Reply to Every Mail

Businesses must realize they don't have to reply to every mail as no reply after a certain period will be considered as a reply itself. Businesses don't need to waste their valuable time reading unimportant emails. They can use this time for high-value tasks, such as content generation or writing new articles. Businesses must consider the cost of replying doesn't outweigh the benefits, then it's not worth worrying about. 


  • Development of Template Replies For Similar Replies 

Businesses must check through their sent folder for compiling things they reply to. The mails that come can be classified into feedbacks, coaching, requests for book/product reviews, speaking inquiries, or others. Feedbacks and coaching using templates beforehand can suit the requirements. It would just need some customization and this approach will suit a lot of time than typing emails from the scratch.   


  • Committing Only Relevant Mails 

Subscription mail from several newsletters – such as on fitness, self-help, blogging, and business doesn't have to be read the mails but deleting them won't be a good option. Such mails have valuable information and it is advisable to automatically archiving them with suitable options in google. This can automatically archive such emails under different labels or folders.  


  • Structuring Emails into Categories

Folders and labels can come in handy for helping businesses organizing their mails. Using the relevant naming system for saving emails as per priorities. Using hierarchy structure for big categories, and sub-categories, and further down can help in effectively segmenting such files. Such organizations can be used with different tier labels for the skillful organization of email folders.  


  • Application of Filters

Filters are tools used for effectively sorting out mail whenever it gets to the mail. Acknowledging basic things required for a filter such as a term to look out for and the action to apply if the term is matched. Gmail has about 20 varied filters for different email addresses, subject titles, body text, etc. Each filter will be automatically sorted into a respective folder and minimize the hassles of administrative actions. 


  • Application of One Minute Rule When Replying 

Businesses must reply to emails immediately if it's a specific one. Archiving files doesn't need to sit for ages and as it will take more effort for hovering around it and being constantly reminded of replying to it. Emails that need immediate reply must be replied to fast and archived. Keeping up with the one-minute time frame when replying helps in clearing mail batches in a short time. 

  • Setting Time Limits for Spending in The Inbox

Much beyond the 1-minute rule, businesses must limit their overall time spent in the inbox. Timing the process of checking mail and analyzing the time required for processing, reading, replying, and sorting mail. Practicing to skillfully spend time in serving absolutely on the purpose will prove to benefit for businesses. While scanning through emails, check for relevant ones and then be processed accordingly. Replying if needed, practicing the 1-minute rule, and archiving emails can avoid an email exchange of essays.  


Businesses get so much overwhelmed with emails. Even though it's a key communication tool, businesses often overuse it. But effective management of such emails can significantly boost the overall business productivity. By gaining control of inboxes and initiating checking and processing of emails can be effective. Businesses who are concerned about the delayed response and don't want to share the concern of inefficiency in checking emails constantly must choose in outsourcing their Email management Services to an ideal service provider such as TERAIT's Email Management Services. We take care of Email Marketing campaigns for letting businesses focus on their core competencies. Generating top-notch content and encouraging users, we help businesses in choosing appropriate campaign package as per business requirements.

Ping us and let us maximize brand awareness and keep shoppers revert to your brand more. 





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