Email management is a highly popular topic in business strategy right now. Many companies offer expensive services that automate email and other tasks. As it turns out, there are some great free and low-cost options available right now that can vastly improve your productivity. For a modest price — or even free — you can get email management apps and services to handle or automate many of those repetitive tasks. The goal here is to strike the right balance between free and low-cost, while also considering the efficiency of each platform against its total cost in terms of time spent using it (and not using it). Here are 12 of the best email management apps for small businesses
“Emails are the main bottleneck for me, and I don’t want them to consume all my time. I go into my email about three times a day for about 20 minutes. It’s not an addiction – I’m just very efficient at it. After spending quite a bit of time using these apps, here’s my verdict on the apps that will optimize your email life.
Why Is Email Management Important?
According to statistics, the number of sent and received emails per day worldwide is around 280 billion. By 2022, experts predict this number to grow to 330 billion. What may come as a shock to you is that approximately 60 percent of total email traffic is represented by spam messages.
Yes, every second email sent to you belongs to trash. But spam messages are just one part of the email conundrum. Legitimate newsletters, emails from friends, family, and colleagues, notifications from online services and app—all of these fight for our limited time and attention. Without a well-thought-out strategy for managing email, people often find themselves unable to handle incoming emails in a timely manner and end up with overflowing inboxes and important messages being buried somewhere deep underneath massive piles of junk.
Fortunately, email management is not rocket science. Learning a few basic email management tips is often enough to achieve Inbox Zero, which is to say not having any unread emails left. In the next section, we describe several important email management tips to help you reclaim the control over your inbox.Take control of your Inbox
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How to Manage Email?
Most email management tips are just different ways of accomplishing one goal: separate unimportant emails from important ones. The 80/20 rule states that 20 percent of inputs are responsible for 80 percent of the outputs in any situation. By applying this rule to email management, it’s possible to significantly reduce the time it takes to maintain an organized inbox while achieving virtually the same results.
Establish a Strict Email Management Schedule
Let’s be honest: email management is far from fun. There are so many other things we worry about every day that finding ten or twenty minutes of spare time for email management often seems impossible, or at least highly undesirable.
You should, however, keep in mind that a well-established email management habit is often all it takes to achieve Inbox Zero. Once you get used to doing your email management at regular times, you won’t even have to force yourself to it—it will just come naturally to you.
Reply as Soon as Possible
Procrastination never pays off, and especially not when it comes to email management. Yes, some emails are easier to deal with than others, but postponing any emails for later is a recipe for disaster. If you absolutely can’t reply to an email when you open it, at least use the snooze feature so you don’t forget about it. After all, you don’t want to miss a lucrative business opportunity or make someone angry at you because you forgot that you have an email to respond to.
Use Email Inbox Management Software
These days, email management is such a huge topic that there are a number of email management apps that you can turn to for help. Such apps are indispensable if you use multiple inboxes, or if you have so many unread emails that you can’t realistically organize them all on your own. In the next section, we describe nine excellent and well-rated email manager software solutions, each accomplishing a slightly different part of the email management puzzle.
With modern email management programs, you can quickly organize thousands of emails, automate common email management tasks, and view multiple inboxes from a single place. All the solutions we selected respect your privacy and use encryption and secure authentication methods to keep your email messages safe.
Clean Email is the best email manager for a couple of reasons. To start with, it can turn your inbox from a cluttered mess into an example of what Inbox Zero should look like. All you need to do is sign in with your email address and password and tell Clean Email to organize all your emails into easy-to-review bundles.
You can then manage the bundles created by Clean Email just like you would individual emails. The only difference is that you can apply the same action to hundreds and thousands of emails at the same time, instead of having to apply it over and over again to each email.
Because Clean Email is an automatic email manager, you can tell it to apply the same actions to emails arriving into your inbox. For example, Clean Email can automatically mark all social media emails as read for you, or it can move emails from colleagues into a dedicated folder and label them accordingly.
Are you annoyed by unwanted subscriptions and newsletters? Use the “Unsubscriber” and “Block” features to stop them from ever showing in your inbox again. Clean Email can intelligently recognize which emails are important and which are not, and you can manually specify which emails are important to you—just to be extra safe.
- Easy to use
- Automatic email manager
- Unsubscriber and Block features
- Compatible with many email services
Managing your email becomes much easier when you can actually visualize your email activity, and that’s what EmailAnalytics does for you. This email management tool integrates with Gmail and G Suite accounts and automatically syncs with your email history, then visualizes it in intuitive charts, graphs, and tables.
You can see how many emails you send and receive every day, who sends you the most emails, and what times of day are busiest for you. The tool also integrates with your employees’ accounts, so if you manage a team, you can keep tabs on everyone in your team or even your company.
It enables data exports to Excel or CSV so you can manipulate your data however you want. And it sends a daily or weekly email report that shows you your email activity (or that of your team) for the previous day or the previous week (your choice). Perhaps most interesting is the “average email response time” report, which shows how quickly you and your team respond to emails. This is a critical KPI for sales and customer service teams!👍🏼 Pros:
- Easy to use
- Easy to set up teams or employees
- Provides metrics/KPIs that aren’t possible to get anywhere else.
- Free trial is limited to 30 days of email history.
Mailstrom is an email manager designed to help you manage emails more effectively. Instead of relying on artificial intelligence algorithms, Mailstrom amplifies human intelligence by identifying bundles of related emails and making it easy for you to act on them as a group. It can bundle emails according to their sender, subject, time, type, and more. You can then manage them in bulk just like you would normally.
Mailstrom has an unsubscribe feature to stop unwanted newsletters and subscriptions from cluttering your inbox, and it also has a one-click block feature that instantly stops all future emails from a specific sender.
We like that Mailstrom gives new users the option to try it for free without a credit card. This email manager works with Gmail, Outlook, Yahoo, as well as other IMAP-based email providers, and it uses industry-leading encryption to keep its users safe.👍🏼 Pros:
- Unsubscribe feature
- Bulk email management
- Free trial.
- Minor usability issues.
Best email management software for customer service.
Help Scout is email management software built specifically to help customer service teams deliver a great customer experience. With Help Scout you get access to powerful collaboration tools like private notes to help keep everyone informed and collision detection to eliminate duplicate work.
Productivity tools like workflows let you automatically assign customer conversations to specific agents or custom folders based on criteria you set. And saved replies make responding to routine requests a breeze.
Finally, access to customer profiles helps you stay in the loop. You’re able to see past conversations, which company the customer works for, the type of account they’re on, and other basic information to help interactions go smoothly and limit hassle for both customers and agents alike.
Best of all, email management software is just one of the entire suite of customer service tools you get access to when signing up for Help Scout. A couple other notable tools are Docs, which allows you to build out a knowledge base, and Beacon, which lets you provide live chat and in-app messaging.
Price: Starting at $20 per user/month.
Email is a big part of our lives. For those committed to their work, every hour spent managing emails is an hour less churning out important projects. Thankfully, an abundance of mobile apps can boost your productivity by helping you manage your inbox from anywhere.