In this guide, you’ll learn a few chops about the best plan for automatic email organization to save you time and money. Most people have a love-hate relationship with their email inboxes. On one hand, email can be exciting — whether you’re interacting with a client, replacing a meeting with an email thread (more efficient), or receiving an invitation to an event.
On the other hand, though, email can be overwhelming — especially if you lose control. And boy is it easy to lose control, especially, if you lose control or even get hijacked by spammers. So, treat email management as a task to get through instead of something that can easily take up your entire life. Many of us get bombarded by new emails on a regular basis.
And, this can be quite stressful, especially, as long as we know that we might be missing out on the truly important stuff amid the flood of less pertinent stuff. Luckily, there are a lot of tools and free apps for startups that can help us get more organized. In the end, this allows you to work on projects that actually move your business or career forward.
What An Automatic Email Organization Entails Plus Key Benefits
To enumerate, an Automatic Email Organization is when you set up rules to organize your emails into folders based on the sender, subject line, or other criteria you define. You can also easily search through those folders for specific messages without opening each one individually. After all, email marketing is one of the top ways we communicate online with.
Particularly, with a lot of the people in our lives from all walks of life — whether it’s our best friends to people we’ve never spoken with before. Email Publishing and Email Marketing are the core foundations. According to the 2015 National Client Email Report from the DMA, 77% of email marketing ROI come from segment, target, and trigger campaigns.
Many business owners use automatic email management because it saves them time and money. It’s a great way to get organized and stay focused on what matters most in your business. There are numerous how using automatic email organization can help you become an efficient and profitable business at large. Below are a few memorable mentions:
(1). It Makes Your Workflow More Efficient
Using automatic email organization allows you to focus on the tasks instead of organizing your email. Start by setting up rules to automatically sort your incoming emails by sender, subject, date, or any other criteria you choose.
On that note, you’ll be able to quickly find the information you need. In addition, you can set up rules to automatically send certain types of emails. Perse, to different people within your team. For example, if you’re sending an invoice via email, you might want to include instructions about payment terms or shipping details.
Let’s say you have a customer service representative who handles all calls from customers. As such, you could create a rule to forward all new customer inquiries to her. Always remember, that when you automate email processes, you free yourself up to do something else while your computer does the work.
(2). It Helps You Stay Organized
When you use automatic email organization, you don’t have to worry about losing track of emails. Instead, you can easily access your entire archive of emails in just seconds. And since you’ve already done the hard part with the initial setup, you won’t have to waste time searching through your inbox every day, looking for old emails.
Spending a lot of time looking for old emails can distract you from the task at hand and cause you to miss out on opportunities. If you’re constantly digging through piles of unread emails, you may not notice when someone sends you a message asking for feedback on their latest project. Or, you may miss out on potential sales leads because you haven’t had time to respond to messages from previous clients.
(3). It Keeps You Focused On More Important Matters
Do you know how it feels to start a morning with a huge stack of papers sitting next to your bed? That’s exactly how it feels when you try to navigate through hundreds of emails in your inbox.
The problem is you probably get distracted by irrelevant emails before you even finish reading the ones you care about. With automatic email organization, you can avoid this issue altogether. Since you’ve set up your rules, you know what emails you should read first. So, you can jump right into those without wasting time scrolling through everything else.
As a result, it’s possible to focus on the things that matter most in your business. Whether it’s making sure you’re meeting deadlines or responding to important client requests, you’ll be more effective when you spend less time on emails.
(4). It Lessens Your Manpower Needs
Managing email isn’t easy. There’s so much to keep track of: contacts, projects, documents, files, and more. But, if you’re like many small businesses, there simply aren’t enough hours in the day to get everything done. That’s why it’s crucial to streamline your workflow as much as possible. Automatic email organization helps you manage your email efficiently.
Whilst, saving you time and energy. Because you’re no longer spending hours each week sorting through your inbox, you can downsize your staff and increase your productivity. Using automatic email organization helps you save money because you can reduce employee costs. Plus, you’ll be able to take on more clients, increasing your revenue.
(5). It Improves Your Relationship With Your Clients
To grow your business, you need to build relationships with current and prospective clients. This means connecting with them regularly via phone, email, social media, and other forms of communication. However, if you’re juggling multiple tasks throughout the day, it can be difficult to find the time to stay connected with everyone.
Automating your email management process lets you focus on communicating with your customers instead of trying to juggle all of your different accounts. Many email management apps offer features such as auto-responders, which allow you to send automated responses to incoming messages. These are great ways to let people know you’re available to answer questions or provide additional information.
(6). It Helps Increase Engagement
If you want to attract new clients, you have to make yourself stand out among your competitors. Offering unique services or products is a sure way to pique your customers’ interests. However, it’s also helpful to demonstrate an active interest in your clients’ lives. One way to show your clients that you care about them is by staying engaged with them.
By sending personalized emails, you can remind your clients about upcoming events or special offers they might not see. You can also use these opportunities to ask for feedback or praise to improve your business and increase revenue.
How To Organize Your Emailing Application Inbox
Whew, that email problem is finally solved! Now that you’ve managed all those pesky correspondences, how about getting a great tool? Especially, which can help you improve and manage the work itself. Be that as it may, email management is a specific field of communications affiliated with managing high volumes of inbound electronic mail in business.
Today, email management is an essential component of customer service management. For instance, customer service call centers currently employ email response management agents along with Phone Support Agents, and typically use software solutions to manage emails. Eventually, by using a combination of email management tools, you rest easy.
By making your inbox management more efficient and taking up less time and energy. Moving on, even though there are tools that can help you take control of your inbox, let’s go over some of the basic best practices — to help you maintain an automatic email organization strategy as much as possible.
Here are our three golden rules:
- Unsubscribe. Seriously, we all have those I-swear-you’re-going-to-read-this-newsletter-really-just-as-soon-as-I-have-a-minute emails. You’re not going to read them — get rid of them. Some of the tools below will help you do this in bulk.
- Get rid of the old email you don’t need. I still have email invitations to events from 2006, most of which I never even attended. Do I need them? No. Should I delete them? Yes. Clear your inbox of anything but new emails and previous ones that you’ll absolutely need to refer to later.
- Combine multiple email accounts. I’m a big believer in keeping work and personal email separate — but sometimes, having to toggle between the two isn’t conducive to staying organized. Some of the tools below can help you consolidate different email addresses — Mail and iCal on Mac devices, for example, allow you to unify multiple accounts.
With that in mind, if you are looking for the best tools to manage your emails, you can start with Gmail “Special Stars” as your first toolkit. It offers a go-to strategy for getting to — and maintaining — inbox zero. This tool isn’t an add-on; it’s a methodology developed by Andreas Klinger. It uses two, built-in features in Gmail: “special stars” and multiple inboxes.
Not to mention, the “special stars” addon is a slightly fancier labeling system than Gmail labels. Many people say it’s changed the way they use email and has made their lives a lot easier. Therefore, we highly recommend it.
The Bottom Line:
Generally speaking, through spam, newsletters, and coworkers’ email threads you’ve been copied on “just in case.” Whereby, inbox clutter is what demotivates us and ruins our productivity. But, is it possible to spend less time on your emails without any negative effects on your communication with colleagues and clients? Well, email management tools will help you.
In particular, to get rid of email overload, prioritize your workflow, and organize your communication in an efficient way. Remember, your email subscribers list is not a member of a cult. So, why would you send them all the same messages? Only cult members think and act the same so unless you’re a cult, you should send different messages based on how they act.
When it comes to email management, automatic email organization is one of the best tools for growing your business. You’ll gain various benefits by automating your processes, including increased efficiency, reduced stress levels, improved customer service, and more. With the right tools, you can make your life easier while helping your business thrive.