The Reasons You Need Email Management Software in Your Company

For years, many have been expecting conventional emails to phase out and suffer a slow, eventual death. Despite the emergence of cloud computing, mobile technology, real-time communication apps, and project management tools, emails still remain a central means of internal and external communication by business organizations.

Data gathered by Statista shows, now there are approximately 3.9 billion email users all over the world. This number is going to blow up to 4.3 billion within the next three years. This information clearly suggests that a significant chunk of the global population still prefers email over other means of communication.

Does this suggest the use of email management software for your company? Given the number of studies that highlight the advantages email brings to the picture, it’s a yes. If you’re unconvinced, then here are some reasons why you might want to invest in an email management software now.

The average person has at least one email account (1.75 to be exact), according to a 2018 study by Radicati. But it’s common for people to use multiple email accounts and assign a specific email for a specific context or purpose. For instance, John uses Gmail for personal communication (family, friends, and loved ones), a custom email for work, and another separate email for banking, online shopping, and other services.

Though an average individual can handle two or three separate email accounts easily, managing multiple company emails is a different story. The scale may vary from business to business, but the fact that each company deals large volumes of internal and external emails on a regular basis, cannot be denied.
The lack of email management software can turn any company’s inbox into complete mayhem of customer inquiries, support requests, report submissions much more. Switching from one inbox to another can send even the most seasoned worker into total confusion. It’s easy to get lost in the chaos, adversely affecting individual and collective efficiency and productivity.

A comprehensive email management solution lets you centralize all your email accounts and inboxes. You basically have a unified platform with powerful features such as an email validation tool, email categories, user profiles, tags, and integration with popular document management systems to help you get in control over multiple email accounts.

Email still remains a potent marketing tool. A 2018 survey by Emarsys reported 80% of small and medium-sized businesses to rely on email to fuel their customer acquisition efforts. The same report says 81% of SMBs use email as their main customer acquisition channel.

So how does an email management solution play a role in this scenario? Well, the primary role of an email management system is to handle large volumes of incoming emails, mainly consisting of support requests and customer inquiries.

Customer emails are vetted through an email verification service to ensure the email accounts they provided are valid. The software then automatically assigns reference numbers and issues tickets per email, which helps agents to track the emails and provide the appropriate support/service.

In the process, the software also assembles data that contain valuable, actionable insights for marketing teams. This allows them to effectively segment their customers, create and deliver insight-driven personalized messages, as well as device and execute tailored marketing campaigns recipients will find relevant, motivating them to respond and convert.

There are a number of email management platforms that allow you to create specific email accounts for different teams. Each account has a leader or owner who can add or remove members to the thread as well as set the status of the team to indicate its progress.

For instance, John is tasked to spearhead a sneaker design project. He creates a team email in Gmail and adds members to this email account. John can assign a color to each member to signify that person’s role and responsibilities. Rita is red (marketing), Billy is blue (resources), and Max is green (graphics).

Instead of sending each other emails, workers within a team email inbox can communicate via fast, contextual notes that appear alongside the email thread. This eliminates the confusion that comes from the back-and-forth trading of lengthy emails.

As everyone is on the same page, the makes collaboration and internal communication become a breeze among team members. One bonus is that many of these email management systems provide these services in free email platforms such as Gmail and Yahoo, adding convenience and familiarity to further empower workers and simplify their functions.

Company email accounts are juicy targets for hackers and cybercriminals. That’s because hacked emails can be used to access sensitive and confidential data such as bank accounts, social security numbers, credit card information, and more. Top secret files and projects can be hijacked and held for ransom or sold to the competition.

Hackers can pose as the actual users and send forged emails to spread rumors and instigate confusion. They can also download malware and viruses to cause serious damage to your company’s IT infrastructure, which can result in huge financial setbacks and the loss of your customers’ trust.
Verizon’s 2018 Breach Investigations revealed that 92% of malware attacks are delivered via email.

Many of today’s email management software solutions are packed with high-end security features such as data encryption, secure delivery pipes, and data deduplication. In addition, email management tools work with other external security systems to instantly recognize and dispose of malicious emails and spam messages, instantly removing the threat by ensuring they don’t reach your inbox.

By investing in email management systems, you are adding multiple layers of protection to your emails and all the data they contain, keeping them out of reach from hackers and cybercriminals.

The average office employee gets 121 emails daily, according to 2020 email statistics by DMR. On a global scale, approximately 300 billion emails are received and sent per year.

That’s a lot of emails to go through. Unless you have the time to read all 121 emails in a single day, you need to quickly identify which emails take priority and get your full attention.

An email management solution is also in itself, an email sorting software. It helps you determine which emails are important to your business while discarding those that you won’t bother reading. The system does this by intelligently sorting your emails based on a number of factors, such as topic, sender, frequency, and status.

By eliminating non-urgent and less significant emails from your inbox, you are able to spend more time on other pressing tasks, thus impacting your efficiency and productivity.

Email is not going anywhere, at least not for the next couple of years. If you will go through email’s long and storied history and evolution, you will realize multiple technologies must have been introduced, marketing might have faced many ups and downs but email marketing faced it all and rose as the ultimate evergreen source of marketing.

Some may feel that email loses out to modern real-time communication when it comes to speed, but when it comes to productivity and growth in terms of ROI, emails cannot be replaced. Emails facilitate all areas of marketing, so no matter how many new apps are introduced, email marketing will be marketers’ all-time pick.