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7 Smart Tips for Better Email Management

Updated on Dec 11, 2019 2134 views
7 Smart Tips for Better Email Management

Email is a reality in the corporate world and given that it is one of the most effective and convenient tools for sending messages, it is absolutely here to stay.  


They are so popular and widely used by all kinds of professionals, that this popularity, causes even more of a workload for those who are in high-level positions or have their own company due to how time-consuming responding to email messages is.


Higher email load leads to workload increase, in turn leading to workplace stress which kills productivity, which is exactly what you don’t need in your business. As a matter of fact, if you want to successfully keep running your business, keeping your email list up-to-date due to how many transactions occur over email every day is key.


How? Through email management.


Better Email Management:

  • What Is Email Management
  • Why Email Management Is Important
  • 7 Smart Tips For Better Email Management
  • Which Software Helps To Manage Your Emails


What Is Email Management?

Email management is the maintenance and handling of every aspect of your email.


This includes responding and sending emails,  monitoring incoming and outgoing mails, tracking sent mail, setting up email according to preference, taking an audit to remove irrelevant mails, clearing your inbox of clutter by deleting unrequired emails, creating folders, and filtering incoming mail.


How Will Effective Email Management Help Your Business?

Email Management is useful for companies and individuals that get large volumes of email every day,  but find it difficult to handle and store them efficiently.


Note that maximizing the efficiency of your email practices reduces the negative effects that email handling has on an employee's job and productivity.


Other reasons why email management is important in the workplace are:


De-Clutters Your Inbox

You have a lot of emails coming into your email inbox and because of this, it is easy for it to be filled with important emails and some regular ones both wanted and unwanted, that actually belong in the trash.


If you don't manage your emails i.e take time to read audit the messages in your inbox and get rid of the ones you need to, with the influx is easy for it to get cluttered. 


Don't let messages build up, regularly going through your emails and taking out the ones you have to helps you be more organized and lets you easily retrieve important messages when you need them.


Reduces Cost Of Buying Bigger Storage

No matter how large an email's storage is, it is still bound to fill up at some point and if yours happens to be a company that gets thousands of emails on a daily or weekly basis, you're definitely going to need more storage, and more storage equals more money.


Companies whose business continuity and disaster recovery plans include backing up those emails to another storage, then this adds even more cost. To reduce the cost of backing up emails,  you'll need to adopt better email management techniques.


Do an email audit on your inbox.


Ensures Email Availability And Easy Access To Messages

The more messages that have to be stored long term in the email inbox, the greater the risk that something could go wrong, which can make the email stop working. Reducing email makes the system run more efficiently so that the emails you need are always available to you.


Helps Business Continuity and Disaster Backup Recovery

Most organizations spend a lot of money making sure that their email systems are always up for the majority of the time and can also be retrieved if somehow they manage to be deleted. And the amount of data (whether large or small) that has to be recovered determines how fast emails can be recovered when there is a disaster.


If employees manage their emails efficiently and take out any unwanted data taking up space, then emails will be easier to recover.


7 Smart Tips For Better Email Management:

  • Have a one day response rule
  • Separate junk
  • Set up folder
  • Avoid being copied in too many emails
  • Consider using cloud storage
  • Setup standard responses
  • Recognize when email is the best option.


1. Have a One Day Response Rule

If you do have many emails per day, be sure to respond to each one promptly within one business day. The reason for this is that if you do not, these emails could pile up and become impossible to manage in only a few business days.


2. Separate Junk

Be sure to separate the junk from the important emails without losing important messages when you see one come into your main inbox.


The best way to do this is to check your spam folder at the end of the day and then make a point of unsubscribing to any email list that you no longer want to receive updates from. Also make sure to relegate dangerous spam and phishing emails to your junk folder (and don't click any links within the email!).


3. Set Up Folders

Within your email account, you are able to set up folders to organize the content of your emails. This is a great way to keep the content separate and not lose important information at the same time.


4. Try Not to Be Copied On Too Many Emails

There are many emails within your own office that you do not need to be a part of. Be sure to communicate effectively with others and indicate that you do not want to be copied on the emails. This will reduce the number of unnecessary emails that you receive every day a great deal.


5. Consider The Cloud

Having the Cloud to store old emails is a blessing. From there, you will be able to use older correspondence to your advantage and redraft it for new purposes. This will save you a lot of time in your workday and will allow you to only make a few simple modifications to an existing email.


6. Set Up Standard Responses

There are certain emails that you get several different versions of everyday. Save an email form with your signature that indicates a standard response to these emails. Doing so is going to be a great way for you to save time and not have to type the same message all over again.


7. Recognize When Email Is Not the Best Option

There are times when a phone call or a fax, for example, would be better and more effective communication than email. When these circumstances arise, be sure that you do not use email. This will also help you to manage the number of emails that you do have. Thinking in this manner is the key to managing your emails effectively.


Another convenient option to use while managing your email is to download an app or software that does the email management for you while you relax.


Which Software Helps To Manage Your Emails?

We also know that email management is time-consuming and is depending on your workload, daunting. We know how stressful it gets, which is why we have taken the liberty to recommend you some software that helps you manage your emails better:


Mail Chimp

Mail Chimp is a web-based email marketing service that helps you a design email newsletter, share them on social media, integrate with other services you already use and tracks your results.



Premium: $299.00/ per month

Standard: $14.99/ per month

Essentials: $9.00/ per month

Free: $0/ per month


Email Tracker

Installing Email Tracker on your browser, automatically lets you get reports of every single tracked email you sent. The tracker notifies you on what date your email was opened and the time it was opened as well.



Free: $0/ per month

Pro: $48/ per month- $4/per month



Groove is the no 1 sales engagement platform amongst Salesforce & Gmail users and while it generally has features that assist you and your sales team, it is also perfect for email management.


When it comes to email management, Groove provides automatically synced Email and calendar, in-built dialer you can connect to from Gmail, Email tracking, Email scheduling, personalized emails, and a whole lot of other features that make it the ultimate email management app.



Contact Groove personally for the price


Constant Contact

The use of Constant Contact, lets you manage your email lists and communicators. This software makes sending emails and custom design easy.



Email: $20 dollars/ per month

Email Plus: $45 dollars/ per month



You can use Boomerang to schedule posts you would like to send at a specific time, take out  an unsent message out of your inbox; Boomerang stores the chat until you are ready to send it, after you have sent your email, you’ll get a notification based on your preference.


The Boomerang app is out on iOs and Android and now you can send messages from anywhere.


Final Note:

Email management is a crucial part of your business, and if you want to stay on top of it and its growing number of messages per day then you need to implement the strategy that involves responding to any and all emails once per day.  Doing this ensures that you will not cause a great deal of back up to occur that you will not be able to rectify later on. 


Additionally, do not be afraid to delegate your emails to a secretary if you do not have time to manage them yourself. By retaining help, you will be able to have effective and timely responses to the email sector of your business. Or you can use any of the software apps.


While You Are Working Out Ways To Manage Your Emails Better, Why Not Read: Helpful Apps For Every Professional?

Staff Writer

This article was written and edited by a staff writer.

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