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The comprehensive guide to business email management

An effective email management framework for your business



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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.

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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

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 email management include increased productivity, cost savings and legal protection should disputes arise. Read our guide on the ROI of better email management for a deep dive into the real value an email management system can bring.


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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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.

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Ensure compliance

Make sure you are following compliance requirements by maintaining tight audit and quality controls, especially around ISO 9001.

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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:

Are you ready to take control of your email?

Try Mail Manager