The number of emails we receive every day is ever-increasing and frankly, overwhelming. It can be challenging to manage and organize them effectively, often resulting in missing important emails or taking up valuable time trying to locate them. 

So how do we overcome these challenges? Email management software has become the go-to solution. More than 75% use email marketing solutions to automate routine workflows. 

In this blog post, we’ll explore the benefits of using software for email management and offer tips on how to choose the right software to simplify your life.

The challenges of email management

Email has revolutionized the way we communicate professionally by providing an efficient, instant means of correspondence. However, with the convenience of this technology also comes the challenge of managing the overwhelming amount of messages we receive daily. As your inbox grows, so does the difficulty of staying organized and responding to messages promptly.

Poor email management often leads to missed deadlines, misunderstandings, and important messages getting buried in a never-ending stream of new emails. This can negatively impact both productivity and relationships with colleagues, clients, and customers. Ultimately, this can harm the success of the business. Picture this: lots of messages keep flooding your inbox. That’s why it's easy to become overwhelmed by a sea of emails.

Despite this, there is a solution: email management software. This powerful tool simplifies the process of managing your inbox. It allows you to stay organized and respond to messages more efficiently. Email management apps can help you take back control of your workload and improve your communication.

The benefits of using software for email management

Managing emails can be overwhelming, especially if you receive hundreds of messages every day. It can be challenging to keep track of all your emails. It’s also tricky to respond to them promptly. This challenge has created a need for email management software that can automate routine tasks, sort emails, and categorize them based on their priority.

Using email management software solutions has numerous benefits. 

Saves time

Email management software saves time by automating repetitive tasks. These include filing emails, scheduling meetings, and creating reminders. This helps reduce your workload. It also minimizes the chances of human error. 

Improves efficiency

Email management software can improve efficiency by prioritizing emails based on urgency and importance. This ensures that you never miss a critical email or task. 

Increases productivity

Email management software can serve as a productivity tool by reducing distractions. Rather than constantly checking your email and risking interruptions, you can set time limits for checking your inbox and focus on other tasks without disruptions.

There are various email management software options available in the market, each with unique features and benefits. Some popular email management software includes Gmail, Outlook, Mailbird, and Hiver, among others. These software options vary in complexity and price range. For instance, some offer a free trial while others don't. Choose software that meets your specific needs as a user.

Overall, email management software has numerous benefits and is essential for anyone who relies on emails to get work done effectively. It automates tasks, prioritizes emails, and reduces distractions. Email management software simplifies your life, saves you time, and increases productivity.

A closer look at email management tools

Email management software is designed to help individuals and businesses better manage their emails. This allows them to streamline their digital communication activities. 

Email management software typically comes in different types, including email clients, email organizers, and email archiving tools. Email clients are designed to help users manage their email accounts directly through the software, while email organizers focus on categorizing, prioritizing, and filtering messages according to specific criteria. Lastly, email archiving tools are used for long-term storage and retention of emails, particularly for compliance purposes.

Email management software enables users to streamline their digital communication activities, particularly when managing a large number of emails. The software allows users to focus on the most important messages first. In addition, email management software can help users automate repetitive tasks, such as email responses, scheduling, and archiving.

Email management software also provides increased security and data protection. It centralizes email communications in one place. This way, individuals and organizations can better manage the security of their email accounts. Consequently, this reduces the risk of data loss, hacking, or phishing. The software also provides backup and archive features, making it possible to restore lost or corrupted messages in case of a system outage or disaster.

Top features of email management software

Organization 

Email management offers an array of features that make sorting, categorizing, and responding to messages much easier. Effective email management software can help you prioritize your inbox, flag important emails, and categorize messages by sender, topic, or urgency level.

Automation

Email management software can automate certain tasks, including setting up filters to automatically categorize emails, creating rules to sort incoming messages, and setting up reminders to follow up on important emails. By automating these tasks, you can spend less time on mundane activities, plus, you can focus more on high-value tasks that require your attention.

Integration

Moreover, email management software often provides integration with other tools. These include your calendar, task manager, or project management software. This connection allows for a streamlined workflow. Then you can quickly schedule meetings, assign tasks, and track progress without leaving your email client.

Analytics

Some email management software provides powerful analytics features that give you greater insight into the way that you manage email. This can include data on how much time you spend on email. You can also find out how quickly you respond to messages and the kind of emails that tend to take up the most time. Armed with this information, you can better optimize your email routine for maximum efficiency.

How to choose the best email management software

Choosing the right email management software can be overwhelming. There are several options with different features and capabilities. 

Your requirements

It’s important to consider your specific needs and requirements as you choose the right software for your business. Are you looking to prioritize email based on urgency or send automatic responses to frequently asked questions?

Integration

Another important factor to consider is the integration capabilities of the software with other tools you are currently using. You may want to ensure that the software can integrate with your existing software. This could be your customer relationship management (CRM) or project management software. Seamless integration can help you to manage your workflows and boost productivity.

User-friendliness

Is the software user-friendly? A complicated email management tool would only lead to more confusion and inefficiencies for you and your team. A simple, intuitive interface allowing for easy navigation and management would be the ideal choice.

Customer service operations

It’s also crucial to consider the level of customer support and training offered by the software vendor. You want to have access to customer service teams when you encounter challenges or when you have questions about the software. So ask yourself: how do they handle things when they have customer requests? Access to training can help your team get up-to-speed on the software. Plus, it can help ensure a smooth transition to the new tool.

Simplify your life with software for email management

Email management can be overwhelming. It can take up a significant amount of time. Fortunately, there’s email management software. And managing emails can be a lot easier and less time-consuming. These software programs offer a range of useful features that can help individuals and businesses effectively manage their emails, schedules, and tasks.

By using email management software, you can simplify your life and stay organized. You can sort your emails, set reminders, schedule appointments, and prioritize messages. You can also create custom filters that automatically categorize your emails, so you don't have to spend time manually sorting through them.

Make sure the software you choose has the features you need to manage your emails. Some essential features include email filtering, scheduling tools, reminders, and integration with other applications.

Engage your audience more effectively

Simplifying the email management process allows you to save time, reduce stress, increase productivity, and get better results from that channel. The right software and workflows can help you do more with less and boost your email marketing campaign metrics.

With B12, you get one platform that enables you to manage your website, emails, intake forms, payments, and many other client touchpoints for greater consistency. B12 can help you engage your clients through branded pre-written email templates and sync with your contact manager. Get started for free today by seeing a preview of your new site in 60 seconds.