Choosing email management software can be tricky when you realize there are plenty of options in the market. To make it easier to know which solution will benefit you the most, you have to look into your company and your peers’ habits.
In general, an average person spends almost three hours every single day just to reply to emails. This time is so precious and could be used for many other and more profitable activities.
Independently of what you need your email for, there is specific software that solves all the issues you have. So let’s check some of the uses people have for their emails.
4 ways you can benefit from email management software
1) Email management for CRM
Keeping a good relationship with your customers is essential if you aim to keep them loyal to your company. But, if you run a business, you probably realize that you need a way to organize your information for every client.
If you work on a sales team for B2B services, for instance, many collaborators work on a pitch together with various points of contact. This leads to a lot of back and forth, with multiple details and contact information to keep up with.
So, instead, many companies have adopted specific CRM software (Customer Relationship Management). A good idea? Definitely. But on the other hand, employees lose productivity by switching tools and software all day.
Besides that, more software = more support needed. Your company will have to learn about different tools, features, and although it might be simple for some to master it, for others, it is simply a nightmare.
Here are some examples of features you might need a tool to have:
- Process automation, creating custom workflows;
- Task management, from end to end;
- A quick view of the whole process;
- Team collaboration tools.
Many software already centralize CRM work in email, making it much simpler to keep the information regarding your relationship with clients in a simple and organized place.
2) Email management for Helpdesk
Most companies need Help Desk software to manage their support for clients. Just making sure that their issues and questions are appropriately solved can make a huge difference in your profit.
Furthermore, keeping a good relationship with your customers is essential if you aim to keep them loyal to your company. For example, you need fast email response times when answering your customer’s queries.
If this is your case, you have probably realized that you need a way to organize information for each client, so you can track, target, and solve their issues efficiently.
Help Desk software are convenient. But we don’t think they solve the problem as efficiently as they could. Because dedicated software, as good as they are, always adds more things for you to think about, more tabs on your browsers, and more passwords to remember. That also leads to productivity loss, considering that each new task can end momentum.
Ideally, the right software can bring your helpdesk to your email. That way, you don’t have to import and export customer tickets. Instead, all of the conversations stay where they began, cutting down on transfer time and enhancing productivity.
3) Projects and tasks management
Working with projects and tasks is a good way to streamline and optimize your workflow. It’s always a good change to see how much people can accomplish by implementing efficient, agile methods into their teamwork.
However, nowadays, managing a project and its tasks with a team is not always easy. Because of today’s fractured communication and a significant number of distractions, some organizations require special attention. And if you lose track of something, it might end up lost to and endless task list.
Besides, some teams have a higher volume of emails they need to manage, such as sales teams. They also receive a lot of context information, from files they have to keep track of to scheduled meetings. And they often need to keep each other in the loop as well, adding to the inbox clutter.
To solve any major possible issue with communication with project teams, a whole lot of places found dedicated software to be the solution to their businesses. There are multiple options of free task management tools to add to your tech stack, which can help your team stay on track with deadlines and projects.
However, another way to organize tasks is by using them right from your email. This method keeps emails and tasks together. It has the potential to increase your productivity by decreasing the amount of time you spend in your inbox.
4) Performance tracking
Not all teams are aware of their workflow health. But staying on top of the issues is a great way to avoid any longterm concerns. That is, to understand what’s currently working (and what isn’t) on your email-based tasks, you have to keep a close eye on them.
However, this can be a challenge if you don’t have the right tools for it. For example, your Sales team. They often need to communicate with multiple potential customers and suppliers, as well as close deals. If their work is mostly done via email, the inbox can say a lot about each deal’s success and potential issues.
Data such as time spent finishing a deal, response times, user performance, and much more have a lot of impact on overall teamwork, so managers need a way to view and understand each one.
Luckily, the best email management software options include data reports. With those, leaders can identify bottlenecks and prevent further issues.
For example: say the reports show customers from a B2B business tend to need extra information about product specs to close the deal. After identifying which time this problem arises, the team now sends guides earlier.
Or, on the other hand, the customers might be waiting too long for a response from your team, then giving up on the product altogether. It might be time to take a look into workload balance to determine what is halting productivity.
Either way, data can be hugely beneficial to teams and managers. So the best email management software needs a way to reliably and fully understand it from your workflow’s perspective.
Turn Gmail into your Team’s Workspace.
- 2.5x faster email responses.
- 20 hours less spent per month, per team member.
- 40% more deadlines achieved and happier teams.
How to choose email management software?
The main concern for managers when implementing new tools is making sure they fulfill everything the team needs while staying on budget. Then, you should make sure it works with any other software you use regularly, to avoid incompatibility issues.
Before picking the final option, managers should look into free trials to properly test all the possible candidates. After a few days of immersive use, they should be able to determine the user-friendliness and the efficacy at actually managing the kind of inbox the team has.
For instance, an ecommerce website. The marketing team needs email management software to organize, track, and develop campaigns. Digital storefronts count on strategies such as seasonal sales, promo specials, and custom client recommendations. So their email strategy has to be flexible and data-driven.
Some email management software options help with these concerns, such as Klaviyo, a multichannel marketing tool. It offers important resources, such as campaign segmentation, newsletters, and customizable templates. Since all of the work is concentrated on it, managers can use the data reports to track each email campaign’s success. Here’s a glimpse:
Using a shared inbox
Shared inboxes are extremely useful for teams, but many still don’t even know about the possibility of it. It happens mainly because people have quite accepted email as it is, and don’t think about it as an evolving technology.
The thing is email has been the most used business communication tool for the past couple of decades. It’s been available almost since the beginning of the internet. Also, it’s probably one of the first things you set up when you start browsing.
However, email has been designed to be used individually. There are only personal accounts that cannot be shared. Unless you make use of FWD, CC’s, BCC’s, and other confusing features that traditional email tools offer.
But think about it, if you are on a team, wouldn’t it be amazing to share your mailbox? Also, work collaboratively without having to use the same email address? Fortunately, it is already possible if you leverage the right technology: with shared inboxes.
Some software can even join all the specifications above with email, keeping it organized and well-managed, and it’s quite easy to do so.
Drag: the best email management software solution of all
Drag is a shared inbox inside Gmail. That’s why it is a solution for email management software for those who love to use Google’s email service.
Besides being a shared inbox, it can also be a Help Desk, a Task Manager, and a CRM, which can make you stop using lots of different tools. Navigating between tools isn’t recommended, because you lose time. The financial aspect is also essential. Why pay for more than two tools if you can pay for just one that offers the same features?
To better manage emails, it’s preferable to have a good view of them. A simple list of emails is not enough to organize them. Drag has two options of view: Kanban or list. The Kanban view is perfect to see exactly what is happening. United with the ability to drag and drop cards between columns, your work can become more fluid.
Besides that, you can turn your emails into tasks, which can be useful when you need to perform an action that came within a specific email. And to improve your experience with these tasks, you have the option to set due dates, put labels and insert notes, everything you need to keep them organized.
Another key advantage is Drag comes with a powerful Gmail analytics tool. With it, you can filter tasks by date, team member, label, or project board and download the reports. Then, monitor their completion time and other useful customer service metrics. With this reliable data, you can make better, more strategic decisions towards the team’s workflow.
Conclusion
An email management software should bring your team a simple and easy-to-use solution, so look for the tools you genuinely believe in and that provide an excellent experience for all your team. If you need extra help, there are great email management software reviewers, such as Capterra and G2, that compare multiple options.
Choose the option that will be perfect for your workflow and will help you a lot to keep everything in place.
Turn Gmail into your Team’s Workspace.
- 2.5x faster email responses.
- 20 hours less spent per month, per team member.
- 40% more deadlines achieved and happier teams.
