We are all overwhelmed by the volume of emails that we receive, but imagine how many the entire organization might receive in a day or a week. This is particularly problematic for service industries and retailers who may have thousands of requests for information or service calls every single day. To look after this problem many of these organizations utilize an email management service or software.
Email management solutions help large companies and organizations manage high volumes of inbound electronic mail and for many of them. This is often an essential component of their customer service management. They often service call centers to answer their emails and those centers utilize email response management agents along with their regular call center staff and software solutions to manage the volume of emails that they receive.
1. Look for email management options
Email is the standard business communication medium for almost every business and organizations today. As such, it needs to be handled in a standardized and consistent manner, just like paper mail or letter correspondence in the past. Today, email is business critical and for most employees a primary portion of their time at work is spent reading, responding, and collaborating via the email system. And the volume is increasing and becoming more complex every day.
These quantities of emails if not handled properly and promptly could put the organization and their business at risk and adversely impact the performance of the entire the organization. When not processed they can also clog up email servers which were never designed to handle these great quantities of emails.
There are also regulatory and legal preservation requirements that the organization must meet and they may have to prove in court at a later date just how and when they responded to email requests and queries from affected parties.
2. Learn about email management systems
Many email management systems use a simple device or software to remove emails from an inbox into a server and then saving them to an email repository. The nest step is use software to classify, sort, store or destroy all of the emails that are received. This must be done in accordance with the organization’s established business policies and standards in the same manner that is carried out for all other kinds of documents and records. It is the systematic control of the quality and quantity of electronic messages that are received or sent by an organization or business.
Most email management systems centrally capture emails created and received by employees or by general inboxes. They use a classification scheme, establish retention periods and access controls to manage all of this content. This allows the metadata associated with these emails to be captured, managed and easily retrieved.
This includes email archiving which is one of the most common applications for email management systems and software. These systems can copy or remove messages from the messaging application and store them in a cloud or at another location. Messages which are not archived can be replaced with either a stub or a link within the message.
3. What not to do with emails
Some organizations do not manage their emails in an orderly fashion. The result is chaos and increased risks to the business or organization. Despite that, here is what some of them do rather than using an email management system. We do not recommend that you follow their lead in this regard.
4. Save all email messages forever
This is not even a temporary solution. Volumes of emails accumulated in this clog the system and servers and do not help the business.
5. Save all email messages in the messaging application
This is worse than the first option because a cluttered inbox means lower productivity for the individual employees and the overall organization
6. Setting arbitrary mailbox sizes for all employees
Some employees need larger inboxes and mailboxes to manage their work. Smaller mailboxes stop overall abuse but may cause further problems down the road.
7. Do nothing about email management
This is a recipe for disaster. Doing nothing with large volumes of emails can clog the system, reduce customer satisfaction and harm the organization. Do something to fix your email problems.