Successful Email Management Software Solutions for Your Business
Successful Email Management Software Solutions for Your Business
Lina Yakunina
Product Marketing Manager
/ Last updated:
August 16, 2022
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Email was invented in 1971, became the internet standard for electronic mail in 1982, and is still prevalent in our everyday lives. Even with a half-century of updates and ample time to perfect the service, it still has some inherent complications. And, as a global standard of business communications, similar email issues exist across the globe. So when companies look for email management software they’re likely seeking solutions for the same problems. 

What is Email Management?

Email management is defined as the control and organization of electronic messages. It’s not uncommon for companies to hear of potential email catastrophes—phishing scams, messages “lost” in overcrowded inboxes, or accidentally hitting “reply all” instead of a personal reply—and consider the matter resolved with the purchase of an email management software solution. This kind of ‘solution’ presents a problem in itself. 

While email management software can certainly help your team sort and organize messages, and manage multiple email accounts, simply purchasing software and giving it to employees will not fix the larger issues. Team leaders must implement the software and take full advantage of all features and analytics in order to resolve clutter, disorganization, and other common issues in work inboxes. Proper software training requires conscious effort and dedicated time from employees, team leaders, and higher-ups. Purchasing the software is only the beginning of the solution.

Email Management Concerns

For all their usefulness, inboxes also come with any number of troubles; this is what makes email management software solutions so important. If your inbox becomes so disorganized you can’t keep up, you may face a few of these issues.

  • Storage Space
    • One of the first things that comes to mind when an inbox is overflowing with messages is that your inbox will run out of space. And eventually, it will, if you don't permanently delete emails with large attachments or threads.
    • When you do run out of space, you won’t be able to receive or reply to any more emails until space is cleared.
  • Cluttered Inboxes
    • Clutter makes it hard to find important information in your inbox.
    • A cluttered inbox can take a mental toll on employees, just as an environment can impact work ethic. If a cluttered desk makes employees feel chaotic and flustered, a cluttered inbox can make team members feel the same in a virtual working environment.
  • Slow Response Times
    • Each day, employees reference the assignments that constitute their work day. Many tasks come with emails that require responses. With an unorganized inbox, response times often take longer because
      • Information is harder to find
      • Emails awaiting responses get lost
      • Responses are stuck in the outbox due to lack of storage

Email Management Software Solutions 

You need a variety of features to resolve these issues, so be sure to conduct your own independent research to find the perfect email management software for your company. Hold a meeting and ask employees what they would most like to change about their cluttered inboxes. Making this list of pain points can help you determine the best solutions and which features are most necessary. 

Despite the inevitable variety of email complaints, Gmelius offers a similarly vast array of features to resolve your most significant pain points:

  • Gmail Labels
    • Allow your team to organize emails and share them easily.
    • Labels should categorize emails related to the same topics so team members can easily find relevant information.
  • Auto Assign Tasks
    • Allows team managers to assign tasks to individual members by email.
  • Shared Inboxes
    • Shared inboxes are mailboxes that multiple employees can access directly from their individual email accounts. Teams such as @sales or @service can use a shared inbox to gather all information in a unified location and ensure concise, correspondence that adheres to professional standards.
  • Email Notes
    • Allows users to create real-time notes in the side margins of emails for added context or immediate information.
  • Workflow Automation
    • Allows team members to assign and update multiple tasks at one time, following an “if this, then that” logical structure for a user-friendly process.
  • Analytics
    • Analytics, such as individual response times and time-to-close, can help managers determine bottlenecks in the workflow. Email analytics can also help identify goals and timelines.
  • Internal Meeting Scheduler
    • Instead of receiving a long, unformatted invitation that makes the message hard to understand, the internal meeting scheduler condenses invitations to the most important information. While more visually appealing, it also organizes meeting invitations directly in your email.
  • Automated Email Responses
    • Automated email responses put team members at ease knowing recipients will receive immediate replies. It verifies the recipient received the message and gives them an expected time frame for a later reply. This feature decreases response time via automation and can let others know if you are available or out of town, offering an explanation for longer response times.

There are many more features and email management software solutions that can be implemented to increase productivity and efficiency, but these are only effective when accompanied by training and conscious effort. With Gmelius, training time is often decreased because so many people are already familiar with the Gmail interface. Gmelius’s integrations enable your team to see more immediate results when they are all accessible from your individual Gmail account. 

It’s important to pick the email management software solution that best fits your company’s needs. That’s why Gmelius has built multiple features and integrations to improve team communication and collaboration. Ready to get started? Sign up today!

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