What Are Email Management Tools? (With Benefits and Tips)

By Indeed Editorial Team

Published May 29, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Email management is essential for many careers and businesses. This process typically involves organizing and cataloguing emails to promote efficiency. Understanding email management tools can help employees and businesses schedule and organize their email correspondence more effectively. In this article, we discuss email management software, identify its benefits, provide tips for using these tools, and list some types of email management software you can use.

What are email management tools?

Email management tools are methods, software programs, and systematic processes for handling and categorizing emails. Emails are often a vital part of a businesses' official records, and many individuals use email frequently for various professional and personal reasons. The management of emails may involve sorting emails according to different subjects and parameters. For many organizations, it also involves the collection and classification of emails sent and received by employees. Relevant parameters for email management include access control, capturing metadata associated with emails, and managing other relevant information.

Benefits of email management software

Most organizations can benefit from email management for the following reasons:

Quick recovery

Maintaining a well-catalogued email system helps the recovery of emails in situations where the organization needs them. For example, an organization may have a dispute with an employee, client, or other organization when there are issues with reconciliation. In such cases, the ability to access and present email correspondence that clarifies the issues in dispute can be essential for resolving the dispute in the organization's favour. In addition, emails are a critical source of evidence as you can't edit a sent email, and they include time and date stamps.

Reduces litigation costs

Organizations can be subject to court summons or subpoenaed at any point based on matters which involve email correspondence. If a subpoena requests old emails, it's critical that your email sorting system can allow you to recover specific messages quickly. An efficient email organizing system can reduce the time and cost of locating and recovering emails. Similarly, obtaining relevant email evidence quickly can help resolve court cases faster, reducing litigation costs. To derive these benefits, it's important the organization's email management system is easy to use and understand.

Reduce clutter

Clutter refers to emails that aren't useful to an individual or organization. This might include promotions, subscriptions, spam, and repetitive emails. Effective email management software can help you sort your emails, making it easier to identify and remove clutter. This can help you reduce the amount of stored emails, improving efficiency and simplifying the email sorting process.

Improves compliance

Recent corporate scandals have sparked a fresh wave of legislation to increase companies' openness. While this might be beneficial to the public's conscience and to regulatory organizations, it can be time-consuming for organizations to stay updated with multiple legislation changes. The requirement to retain certain documents for legal reasons may increase a company's storage costs. An effective email management system may allow businesses to manage their email with less cost and process.

Tips for managing your emails

If you're considering steps to take to manage your email, here are some relevant tips:

  • Dedicate time to emails. Individuals and organizations might receive several emails from various sources. Dedicating time to read through them each day can help ensure the emails don't accumulate and become a problem.

  • Group emails into categories. Sorting your emails according to categories can make it easier to manage and retrieve those related to specific topics.

  • Prioritize important emails. Prioritizing your most critical emails is an efficient strategy to help ensure you don't miss any vital information or correspondence. You can prioritize emails by starring them or moving them to a different folder.

  • Have a folder for pending replies. You may receive many emails daily, making it difficult to respond to them quickly. In such cases, it's often helpful to create a reminder folder with the emails to which you still plan to respond.

  • Handle minor emails immediately. Some emails don't require an extensive response, and the sender may only expect an acknowledgement of receipt. Responding to such emails immediately is an effective way to reduce clutter in your email storage, which can help you focus on more important tasks.

Related: How to Email a Resume

Types of email management software

Here are various email management software that may improve the quality and organization of your email correspondence:

Grammarly

Grammarly is a software that aids with proofreading and spelling and integrates with most web browsers. It can remain active and give grammar suggestions while you're drafting your email. This can make it easier to write emails, as you can avoid the step of copying and pasting them into the Grammarly platform. It can also help ensure your emails appear professional and organized by correcting your grammar.

Hive

Hive is project management software that allows integration with your email account. This software integration can allow you to align your emails with your project schedule, ensuring you can automate email campaigns, update your calendar automatically, and send reminders. This can save you valuable time and energy you might otherwise expend on manually doing these tasks.

Related: How to Schedule a Meeting by Email: Templates and Samples

Zoom

Zoom is video conferencing software that offers high-quality visual and audio details. It can also integrate with your email through an email extension. This extension allows for the synchronization of information such that your calendar can schedule zoom meetings and send you reminders.

Hiver

Hiver can help a company deliver customer care more efficiently. By integrating with an email platform, Hiver can allow you to track the inflow of emails more easily. This can help the customer care team track customer complaints, automate responses, and tag inquiries or feedback they haven't completed.

InMoat

InMoat is an email service that prioritizes important emails. You can organize your inbox with InMoat by selecting the emails that are essential to you, such as personal finance, travel information, and social-network updates. This service can also allow you to keep only the most important emails in your inbox while leaving less critical ones in a separate space you can access at your convenience. As a result, you can be more productive, focus on more critical activities, and sort your inbox faster.

Right inbox

Right inbox has a total of 11 functions for email tracking. With email monitoring in your email platform, Right Inbox can tell you who reads your emails and who clicks your email links, giving you vital real-time information. This tool is particularly useful for email marketing, as it can allow you to review the efficiency of your email copies and your conversion rates.

Boomerang

The popular email add-on Boomerang can help you organize your email inbox, potentially increasing workplace and personal productivity. Boomerang has a few key features, including "Send Later," which allows you to schedule an email for the future, "Inbox Pause," which prevents emails from entering your inbox and encourages deep work, and "Respondable," an email drafting assistant that can help you predict response rates based on a variety of metrics.

Yesware

This program is an email monitoring and analytics application that allows you to track when recipients open your emails, links, and attachments. Yesware can send you notifications when someone opens your email and tell you how long they spent looking at your attachments. Yesware also includes a fantastic template capability that allows you to create email frameworks you can reuse across several emails for consistency.

Front

You can use Front to manage all of your professional communications, including email, SMS messages, live chats, and social media. To collaborate internally, you can assign and comment on messages, and you can integrate Salesforce, Asana, Jira, and all of your favourite applications to manage them all in one spot. This can allow you to perform various functions without leaving your email application.

Sanebox

Sanebox is an email management solution that displays the most critical emails in your inbox. Sanebox uses artificial intelligence to read and analyze data in email headers, then sorts them based on what's most relevant and useful to you. This can allow you to concentrate on the essential emails while storing junk and promotional ones in a different folder. SaneBox is compatible with any platform that allows you to check your email.

Related: 11 Steps on How to Email a Cover Letter (With Example)

Mailshake

Mailshake is a sales engagement technology that assists salespeople in creating highly individualized outreach cadences via email, social media, and phone. You can submit a list of prospects with personalization fields like name, social media connections, phone numbers, and even fully customized phrases and paragraphs using Mailshake. When a lead responds to your outreach, you have the option of responding immediately through its interface or via your email. You can also track the performance of your campaign in real-time and observe which messages in your cadence are generating the most interaction.

Please note that none of the companies, institutions, or organizations mentioned in this article are affiliated with Indeed.

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