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4 Benefits of Email Management

A full inbox can seem overwhelming. It can even lead to feelings of stress and anxiety. Organizing your overflowing inbox can often be one of those things you find yourself abandoning in favour of other, more appealing tasks because the sheer volume of emails is too daunting.

Unfortunately, an overflowing inbox can be likened to an unwelcome weed in the garden. The longer you leave it, the more it grows.

Why Is Email Management Important?

Emails make up about 80% of what many office employees deal with daily. An important email that gets buried under unimportant emails due to disorganization and clutter, can have devastating consequences.

Hiring a remote assistant to review and organize your digital communications may help to simplify your life and boost your productivity.

Here are some of the benefits of email management:

1. Maximize Efficiency

Having a well-organized inbox equips you with the tools you need to manage your daily to-do lists. If a time sensitive and important email comes through, you will be aware of it and can switch up your schedule to attend to it if need be. In the same way that an email can come through that negates the need for planned work. By seeing it timeously, you can save yourself hours and frustration.

2. Lighten Your Workload

Generally speaking, there are often other team members who can help with daily tasks or respond to emails on your behalf. Unfortunately, these tasks often don’t get delegated because an inbox is either left unattended or is too disorganized.

By delegating email management to an assistant, they will be able to stay on top of the emails coming through daily and hand out tasks to capable team members. By the time you sit down to look at your daily emails, many of them may already have been resolved and ticked off the ‘to-do’ list.

Your clients will be happy their emails do not go unattended and your workload will be significantly lighter.

3. Be Proactive Instead of Reactive

A good assistant will be well versed in the different email software and can harness the power of each one. They should be able to utilize folders, tags or other features to sort your emails. This makes locating important emails a breeze.

The assistant can also help you create rules in your email program or filters to automate managing certain messages. Rules can be set up so that when an e-mail is received from a specific sender or with a certain subject line, it automatically gets filtered into the relevant folder. An inbox with many clients can be quickly sorted so the ones which need urgent attention can be prioritized.

With a little bit of know-how, your inbox can become a tool for efficiency rather than the distraction that keeps you from getting anything done. By implementing systems, you are better able to identify and resolve possible problems before they become a roadblock in your day.

4. Save Time

Responding to daily emails can take up huge chunks of time. Many times, the responses are repetitive. An email template is a document containing all of the components of an email message. It allows the user to quickly draft emails by entering information into predefined areas in the template, instead of having to write every detail from scratch each time. Managing emails can be made much easier if you use templates.

A skilled assistant can show you how to create professional and efficient email templates. With the correct training, they can also respond on your behalf if the emails are repetitive or a FAQ. This allows you to respond quickly to clients which keeps them happy and saves you time and money.

Using An Assistant to keep Your email Inbox Under Control

If email management is a thorn in your side, it might be time to contact a professional service who can help ease your peace of mind every day. We provide business services that can manage your inbox for you. We are pros at sorting through pages of old mails, deleting all spam and organizing your email to make life easier for you.

We take the time to learn about your business so we know how to handle your emails more efficiently, allowing you to spend more time managing your company’s development. As part of the initial discussion we identify the right times, and how often we will allocate to responding to your emails. We’ll also create email templates for consistent messaging and organize your inbox to better help you power through your daily tasks. Assistance with email management allows you to focus on running your business smoothly without being bogged down by time-swallowing, unimportant emails.

Virtual Support Specialist, Hong Kong

If you’re overwhelmed, struggling to get things done, or recognise you need some assistance, organise a call with me to discuss your business support needs.

Written by: Nicole Graham


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Established in 2007, Bauhinia Solutions is a boutique virtual business support agency with a team of dedicated and experienced business specialists, administrators, and virtual assistants.