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.
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
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.
What does unmanaged email look like?
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.
Read more of our real-world use case stories here:
Meet John
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Take John, for instance. One day, John had to visit a client, and was asked why they’d decided to instruct the contractor. John looked for the email correspondence, but it was in his colleague's inbox who was off that day. John was left embarrassed and unable to back up why a key decision was taken.
John vowed to never be put in that position again. They explored Mail Manager, and quickly saw how people would find it easier to file emails than to not file them, meaning project files would be populated with everything in it. They also identified that searching correspondence could deliver real-time savings to employees; imagine if they weren’t just confined by the information in their inbox and could see everything on a project.
Two days later, a client called, John answered the phone, but wasn’t up to speed on the question being asked, his colleague was off, he typed in the client’s name, and quickly saw all of the emails exchanged that week and was never on the back foot again.
Meet Mary
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Or, meet Mary. Mary had been struggling to keep up with her email for months. Her inbox was constantly cluttered and she was always behind on responding to messages. Plus, she could never find an important project email when she needed to. She had tried a few different email management solutions, but they all failed to meet her needs.
Then one day, she stumbled upon Mail Manager. Mail Manager's machine learning capabilities caught her eye and she decided to give it a try. She was amazed at how easy it was to use and how seamlessly it integrated with Outlook.
Within minutes, she was able to file important emails to the right location and start reducing the risk of lost emails. Plus, she could find any relevant email within seconds, rather than days, even if she wasn’t cc’d on the original email. She was so happy with Mail Manager that she recommended it to all of the companies she worked with. Thanks to Mail Manager, Mary was finally able to take control of her email and get more done in less time.
