Emails are the wheels that run the corporate world. With no email management system in place, it is easy to get lost in this world. Email management tools, like an email organizer, can help you manage your emails better. Email organizers also help your organization to deal with email systems as a whole. This article dives into the many benefits of having an email organizer and why you and your organization will need one.
Importance of a good email organizer
Email organizers play an important role in one’s email management strategy. To further underline their importance, here is a list of 9 benefits of an email organizer:
- Less clutter
Along with important work emails that we receive everyday, we are also burdened with many other emails. These could include newsletters, subscriptions and other spam email. Not only do these act as distractions but also they stray our inboxes further away from reaching Inbox zero. This leads to lowered productivity as well as lowers time efficiency.
Various email management softwares can help you get rid of this pile of too many emails. Softwares like Mailman can help you handle your inbox much better. This handles a major chunk of unimportant emails and reduces the number of emails that you need to go through, serving the purpose of a good email organizer.
- Less cost
Most organizations prefer to have all their emails backed up. Which means that the more number of emails we exchange everyday, the higher the costs of backing those emails up is. Additionally, some organizations’ business continuity and disaster recovery plans require all of those emails to be backed up to other storage every day. This adds even more cost. Reducing the amount of emails allows organizations to more effectively manage costs.
Thus deleting unnecessary emails, instead of archiving them, saves your company money and saves you some mental space. This makes email management with an email organizer, all the more important.
- Ensure email availability
A higher number of emails in your inbox, also burdens the overall email system set up by your organization. Email softwares provide us with great ease but they are only as optimum as we make them. Over-burdening these softwares and systems can put the whole system at a risk of crashing. This could result in consequences ranging from a slight lag in work to a complete loss of data.
Daily management of emails with a preset email management strategy can go a long way in protecting your email data. This also applies to companies that have an internal email management system.
- Help business continuity and disaster recovery
Many organizations spend a lot of money ensuring that critical systems, like email, are up and running all the time. Loads more money goes further into making sure that the email system can be back on its feet if anything goes wrong too. And the amount of data, like email, that has to be recovered largely defines how quickly email can be recovered in a disaster. The better employees are at email management, the easier it is to recover from a serious problem.
Any email organizer apps and email management tips are used to optimize your inbox to its fullest. These email management solutions ensure that your daily workflow and activities are run seamlessly. All the problems associated with a heavy email inbox can be solved with the correct email management tools.
You can manage your emails by using an email organiser to prioritize folders in your Gmail or any other email, create signatures, generate templates and other process-driven customization. This increases your time efficiency while helping you spend less time in your inbox.
- Advanced search
With the huge load of emails we receive and hoard everyday, it gets difficult to look for that one urgent email. The search bar provided in our inboxes often proves inefficient as we keep searching for our important data. A good email organizer is God-send in these situations.
Email organizers can help you use smart tagging and filtering to drill down to specific items in emails. Today’s email management apps go beyond searching by names, companies and email addresses; they can filter through messages and surface detailed conversations from tons of emails.
- Secure data
Beyond the burden of too many emails, heavy inboxes also include a lot of sensitive data. This data might be confidential to your organization or to you and it needs due security. Details like login credentials, bank account details and customer data are at a high risk without data protection. Various email management softwares now provide this security too.
Such an email organizer may feature security features like data encryption or two-factor authentication and certifications such as SOC 1/SSAE 16/ISAE 3402 and SOC 2. This ensures maximum security and minimum chances of being hacked or your data getting leaked.
- Neat interface
In the often bland world of corporate desktops, email management apps can instil a breath of fresh air. Most email organizers have a friendly, clean UI that makes it easier to work with them. Being ad-free and easy to use with familiar UI makes these apps a pleasure to use.
With folders and labels, flags, filters and thread-based conversations, these apps make email usage a whole new experience. New users with limited technical background will find these apps easy to learn and use daily.
Many of these apps provide email templates – or you can create your own – and save them in a library that can be quickly accessed inside the system. You can organize templates for sales and support replies and automate the entire process. This gives you more time on unique or urgent cases.
The importance of an email organizer goes beyond these features and qualities. A good email organizer will not only help you manage your emails but also help you strike a balance between your work and your life. Thus you can enjoy a better mental space and a cleaner email inbox with the best email organizer app.