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The comprehensive guide to business email management

An effective email management framework for your business



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Find out how we've helped customers like Ramboll and Gensler.


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Implementing Ideagen Mail Manager

Hear from our customers how they implemented Ideagen Mail Manager and the benefits of doing so.


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Why does email matter?

The importance of email in business

Years back, employees and
businesses would communicate
by formal letters. These were on
headed paper, printed out, and
mailed. They’d then wait for the
post to be delivered.
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Then came email...

Email is now the go-to for most correspondence and important communication – it’s the letter of today. And this means that a typical inbox is full of written actions, agreements, attachments and more. Inboxes can easily become cluttered, unorganised and chaotic. Your information can be hard to find.

While document and record management processes are usually well-oiled, email is the one thing people tend to manage differently. Some will file and organise their inbox diligently, while others don’t organise any and leave tens of thousands in their inbox. So, if everyone isn’t managing their email, then the business only sees part of the picture. Or they won’t have the full context.

This 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

What does unmanaged email look like?

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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 an email management platform are wide-ranging. While an email management solution might not be front and centre the return on investment includes productivity gains, money saved from disputes, and more. Read our guide on the ROI of better email management here.


Here's why email matters to some of our customers.

Ideagen Mail Manager helps businesses of all sizes overcome challenges around:

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being unable to retrieve all emails across a project or client and meet industry standards. Losing or not having access to critical information residing in email presents a risk to the business in years to come.



believing staff can work more productively by addressing the tool they use the most. Too often, fee earners are wasting valuable time on clunky email archiving processes or searching for email information.



unlocking the project or client information spread across everyone’s individual inboxes, especially with many workers now working remotely.

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trying to maintain tight audit and quality controls, especially around ISO 9001.

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creating a single source of truth, where all important information is in one place. Ensuring important information and communication is securely filed 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 standardise email management overnight.

Let’s face it, nobody likes to spend time filing emails. Don’t worry, Ideagen Mail Manager does the hard work for you. 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:

Are you ready to take control of your email?

Try Mail Manager