EMAIL MANAGEMENT: Meaning, Software, Strategies & Skills

Email management
email icon or newsletter.

When email management is improperly handled, it can lead to missed opportunities and misunderstandings and reduce employee productivity.  Adopting effective email management strategies and developing email management skills are essential to good email management. 

The use of email for communication in both personal and professional settings has become increasingly important. However, dealing with them can be daunting and time-consuming due to the daily increase in email volume.

Let’s discuss what good email management is, email management software, skills, and strategies to improve your email productivity. 

What is Email Management?

Email management is a systematic approach to maximizing the efficiency of email practices and minimizing the adverse effects of email handling on an individual’s productivity and job satisfaction.

Employees must develop good email management skills to sustain productivity and communicate successfully in the workplace. They can sharpen their skills and enhance their general email management strategies by taking an email management course. 

A successful email management strategy, such as inbox management, prioritization, and prompt response, can be learned by taking a management course. 

With the help of an email management course, people may learn how to manage their inboxes and connect with coworkers and clients successfully. Also, individuals can increase their competence in email communication, resulting in more professional success.

How is Email Management Done?

Five best ways to get Email management done

  • Use email management software to save costs and manage storage
  • Categorize your emails in folders and labels
  • Automate your emailing activities
  • Send as few emails as possible.
  • Make use of email templates.

What are the 4 Ds of Email Management?

A helpful strategy for managing one’s email inbox is the four Ds of email management. They are:

  • Delete– This refers to getting rid of emails that are no longer necessary, like spam or old messages.
  • Delegate– You can assign an email to someone else to complete if it needs action, but it can be done by someone else
  • Do– Prioritize and respond as soon as you can to emails that need to be answered and that you can handle.
  • Defer– An email can be delayed or postponed if it calls for action that cannot be taken immediately. This can entail adding a reminder or marking the email for subsequent follow-up.

Email Management Software

What is email management software? An application called email management software makes it easier to send, reply to, track, and organize emails in bulk. This software consists of several services for teams, businesses, and individuals.

With the help of email management software tools, you can handle large amounts of emails, monitor their progress, and distribute the workload among other team members.

Transitioning from one email platform to another can be a challenge, especially when it comes to maintaining organization and productivity. For example, if you’re considering migrating from Gmail to Office 365, you’ll want to ensure a seamless process that maintains your existing email management structure. For more info on migrating Gmail to Office 365, you can consult various resources that offer step-by-step guidance on how to make the switch while keeping your emails organized and accessible. This way, you can continue to leverage the benefits of email management software in your new platform without any hiccups.

Five Benefits of Email Management Software

  • Record conversation history, including exchanges with every coworker, client, potential client, or business partner.
  • It is helpful for event monitoring because all emails about a specific occurrence or user are automatically tracked and may be seen as a single correspondence.
  • Email management software helps to declutter your inbox. You can retrieve essential emails when needed by maintaining an orderly email inbox.
  • Not only is having an overloaded email time-consuming, but it also puts your business at risk as you may not receive emails that could be crucial if you store too many emails.
  • When your email engagement software integrates all of your channels, it creates an automated and integrated customer experience with automatic responses and insightful customer profiles, which makes engaging with customers easier.

Top Email Management Software

Typically, email management software tends to concentrate on different areas, so the best software for you will vary based on your needs. Here are eight email management programs and their applications:

  • Gmail – Best for those who prefer the Google ecosystem.
  • Front – For managing team and personal emails together.
  • Microsoft Outlook – Best for those who prefer the Microsoft ecosystem.
  • Missive – Free software for team collaboration.
  • Moosend – Email marketing.
  • Omnisend – E-commerce marketing campaigns.
  • Help Scout – For small and mid-sized organizations.
  • SaneBox – Best personal email management software.

Email Management Strategies

#1. Automate as much as possible

You can optimize your incoming communications by setting automatic sorting rules through your email providers. You can automatically forward, sort, and delete incoming emails based on criteria such as the sender’s name, email keywords, and other information.

#2. Organize your inbox in folders

Putting your email in different folders will organize your email. You can group your emails into folders, such as those that need to be followed up on, need extra action before a response, or have been resolved.

#3. Set up email previews

Enable previews for your email account to see each email’s first few words or sentences while viewing your whole inbox. By previewing the email before opening it, you can determine which emails require immediate attention and which ones you should sort for a future reply. 

#4. Set a limit to your email time

Set time limits for when and how long you respond to emails so that you are more likely to avoid losing track of your system and effective management procedures when writing replies.

#5. Use templates for responses

Composing a unique response for each email can take a lot of time. If you frequently send the same email, saving some sample responses in your drafts may be beneficial, so you can quickly repurpose them.

#6. Keep tabs on an email that needs follow-up using a calendar

There needs to be more than a simple reply to some emails. Whenever you get an email that requires a follow-up action, move it to a designated subfolder and schedule a reminder on your calendar with the folder’s address and the date an effort is necessary.

#7. Redirect communications

One of the most effective email management strategies for preventing a cluttered inbox is limiting the number of incoming messages you get daily. Include additional contact information in your email account profile so that employees can phone or message you instead of emailing you for short responses.

#8. Label your emails with categories

Email labels are tools you can use to categorize your emails by adding a specific label. Think about the categories you would use most frequently, then consistently use them to provide more context for your emails. You can find helpful material in cross-sections and promptly respond by combining folders and email labels.

#9. Combine Email Chains

Following a conversation can be made simple with email chains. All email threads in a lengthy email chain should be combined into one primary one when responding to it. You can quote other emails in your reply to keep a chronological record of the conversation in one place. 

#10. Set an Inbox Limit

Set a limit on how many emails you want in your inbox overall. You are not required to read and answer every email that arrives just because you set an inbox limit. Instead, it entails categorizing unread communications into folders based on their priority and stage so you can manage them in batches properly.

What are Types of Email?

Currently, email is the standard method of communication between organizations. It is used by a lot of businesses and has become extremely important to the operation of those businesses. 

Email must be included in, and adhered to, the organizational standards handling information and records like any other type of business information and record. 

There are  five most common types of emails:

  • Newsletter emails
  • Lead nurturing emails
  • Promotional emails
  • Milestone emails
  • Survey emails
Read Also: WHAT IS A SPAM EMAIL? How To Stop & Report Them

What are the 5 Parts of a Good Email?

Emails can be categorized into five main categories. These components comprise 99% of emails and offer the ideal format for connecting with customers and maximizing conversions.

#1. Sender (From)

The sender’s email address can be seen in the “from” tag. Since it’s typically the first thing people see when they browse their email inbox, everyone notices this portion of an email. You should ensure it corresponds to your company name because the “from” tag occupies a crucial place in your recipient’s inbox.

#2. Subject Line

The most crucial component of an email is the subject line. It typically plays a significant role in determining whether or not your message is read. Your subject line should accurately and informatively summarize the content of your email and pique the reader’s interest. 

#3. Pre-header

The pre-header is another email element that is included alongside the subject line. It is your email’s first line of content and works as a companion to the subject line. In some email providers, the pre-header is typically added after the subject line so that readers can learn more before reading the body of the email.

Preheaders can be an excellent strategy to capture your readers’ attention if utilized appropriately. It’s ideal for writing something that elaborates on the subject line and informs the recipient of the email’s intent.

#4. Salutations 

The opening of your email sets the tone for the entire message. Based on the first few paragraphs, the reader is creating an impression about you and what you require from them. It will also determine whether they continue reading or not.

Suppose you come across as highly formal or impersonal. Yet, you also don’t want to come across as unprofessional, as that could also turn people away.

#5. Email body

The body of your email is where you provide value to your readers. Inform them about your company, offer a discount, or keep them informed about new products and services. Regardless of your email’s purpose, you should ensure the email is short, precise, and relevant to your audience.

Also, let your emails be diverse; you can alternate between a company newsletter, product recommendations, and brand updates.

  • Call to action

The purpose of every email is to influence readers to take some sort of action. Whether you want the reader to make a purchase or take an online survey, a compelling call to action makes it simple for them to follow your instructions.

Consider what you want your readers to do before you start composing your email, and include a CTA.

Read Also: IMPRESSION MANAGEMENT (IM): Theory, Techniques, and Examples

What are the 4 Characteristics of a Good Email?

  • An eye-catching subject line
  • A good header
  • A straightforward email body and a call to action
  • A clear closing

How do You Organize Emails?

There are several ways you can organize your email. They include:

  • Categorize your email into folders and labels 
  • Make use of the auto-sort function
  • Unsubscribe from unwanted emails
  • Create separate accounts for your job and personal life
  • Use the task list function
  • Star important emails
  • Delete unwanted mails
  • Create filters for your incoming mail
  • Archive email for later
  • Do regular storage cleanup


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