Email is the de facto standard for business communications across organizations at this time, and just like any other type of business information and records, email should be included as part of the regulatory standards that address information and records and adhere to them.
Email is pervasive in all aspects of every business and has become extremely important to business. For information workers, the email client was their primary business application as they spent many hours a day reading, responding, and collaborating via emails.
For many, email management boils down to simply removing emails from the server and saving them in a repository. But that's not enough because to do it right, each one must be classified, stored and possibly destroyed in a way consistent with established business policies and standards – just as it should be done with all other types of documents and records.
What is an email management system?
Email management is a structured approach to increasing the efficiency of email practices and reducing the negative effects that email processing can have on an individual's productivity and job satisfaction.
In the workplace, ineffective email handling can waste a significant amount of an employee's time and can also hinder other employees and negatively impact the organization as a whole. Handling email can represent more than 30 percent of an employee's workday, perhaps significantly more if handling behaviors are not improved.
The importance of implementing an email management system
Email and e-mail management have become an important part of company life. Emails allow for optimal communication while email management allows for better organization of important documents and messages we receive.
1. Saving more time is the utmost importance of email management
Email management allows us to save time that is usually wasted in our inboxes. With proper email management, it becomes easier to focus on important tasks rather than on emails. Also, better email management allows for better organization of important information. Hence, instead of unknowingly searching in a crowded inbox, we understand the importance of email management when we do not waste time searching for important emails.
2. Higher profits with better email management
Better time efficiency and better productivity ultimately saves you and the company a lot of time. This also reduces the amount of labor spent. All of these factors also increase profits. This calculator, for example, can help you measure how much profit email management can help you make.
Many organizations receive hundreds of emails every day. All these messages fill up the storage. Moreover, dealing with these emails is time consuming. Some organizations need to keep all emails and back them up to another storage space every day. This adds more cost. Email management software reduces the number of emails to be handled and stored. In turn, it allows organizations to manage emails more efficiently and at a significantly reduced cost which underscores the importance of email management.
3. Improve productivity
As we become more time efficient, we get more things done. Thus we complete more tasks in a shorter period of time and become more productive. Also with better email organization, it is much easier to get things done without the hassle of searching through the clutter.
4. Better work-life balance
With better productivity and time efficiency, we get more time for ourselves. Thus we can devote more time to ourselves and our families. This helps us achieve work-life balance. The importance of email management also arises when one has multiple email accounts to differentiate in their personal and professional lives. What is proper email management makes it easy to sort important emails into their proper place to avoid any imbalance.