Why does email management matter?
Email is the go-to for most business correspondence and important communication. Billions of emails are sent every day across the globe, and a typical inbox can easily become cluttered, unorganized and chaotic, making information hard to find.
The importance of managing email properly
While document and record management processes are usually well-oiled, email is the one thing people tend to manage differently. Some will file and organize their inbox diligently, while others don’t organize any, leaving tens of thousands to pile up in their inbox. This means the business only sees part of the picture when it comes to key communication and can’t access the full context.
The impact of poor email management
Not having a system for managing emails can result in a productivity drain trying to find correspondence, low levels of visibility across the business about who said what and when, enhanced risk as emails can be used against them in court, and, for regulated businesses in particular, incomplete audit trails.
Five reasons why managing email is important:
Email is the letter of today and contains plenty of important information
Businesses are fed up with everyone doing their own thing in email
Staff are spending valuable time on administrative tasks like searching for information or manually filing emails
Compliance and audit trails are incomplete without proper email management processes
Emails can be used in court against you and those who manage emails and documents better generally win claims and disputes
Why email matters
The digital innovators in the communication space have long said that email will die. That couldn’t be further from the truth. Rather, email is actually thriving. More emails are being sent every day (Over 300 billion emails are sent and received daily) and this is the preferred method for handling important client or project work. Chat platforms such as Teams and Slack are more suited for informal, internal communication in comparison.
Five questions to ask around the importance of email:
Can you access any project or client email within seconds?
Can you see all the correspondence on a project or client that you should be able to?
Is email the primary method of formal communication for your business?
Do you have a regulatory requirement to file or archive emails to a central location?
Can you easily search the inbox of staff leavers or does their inbox typically leave with them?
The ROI of investing in an email management solution
The benefits of investing in email management include increased productivity, cost savings and legal protection should disputes arise.
Here's why email matters to some of our customers.
Ideagen Mail Manager helps businesses of all sizes overcome challenges around:
Reduce risk
Prevent becoming unable to retrieve all emails across a project or client account and falling short of meeting industry standards. Losing or not having access to critical information residing in email presents a risk to the business in years to come.
Enhance productivity
Ensure that your staff can work more productively by improving the tool they use the most. Too often, fee earners are wasting valuable time on clunky email archiving processes or searching for email information.
Improve visibility
Unlock the project or client information you need that’s spread across everyone’s individual inboxes. Ensure you can access it whether that person is in the office, working remotely, or on holiday.
Ensure compliance
Make sure you are following compliance requirements by maintaining tight audit and quality controls, especially around ISO 9001.
Maintain privacy
Create a single source of truth, where all important information is in one place. Protect important information and communication by securely filing it into the right location, with strong privacy controls.
The best thing? Ideagen Mail Manager can be up and running within a day, without an IT manager. It’s highly cost-effective with an ROI that pays for itself within a week, and helps to standardize email management overnight.
Let’s face it, nobody likes to spend time filing emails. It’s time to take control of your email with ease – all the intelligence, none of the hassle. Discover more of Ideagen Mail Manager’s features here:
Ready to see how Ideagen Mail Manager can help?
Get a free, personalised demo at a time that works for you.