However, as effective as email can be, it can also be counter-productive -- particularly in the workplace. When not managed properly, one can spend a good number of hours checking emails and interrupting their productivity.
So how should one best manage their email time? What are the best practices? From email management software to helpful tips to getting to Inbox Zero, managing your email will get employees continue to produce great work without being constantly anchored to their inboxes.
Email is a critical means of communication in business institutions. Every day emails are sent from employers to employees, customers to suppliers and more—helping all these groups of people to be in touch.
The immediacy with which emails get delivered from one place to another makes it the best means of communication. With emails, employees save time and can have immediate communication and collaboration with employees in and out of the office. With emails, disseminating and transmitting of important information becomes possible, allowing immediate responses to any arising matter.
Emails also serve as a to do list and are a great means of record-keeping without actually record-keeping and having a physical to do list. On receiving emails in your inbox, they remain there for the future response unless you deliberately end up deleting them.
Through the efficient spread of information from one locality to another, emails are important in the marketing of your business products. Email lists allow any interested individual to subscribe through which the company will be sending emails.
The fact that emails are one of the cheapest means of sending information both internally and externally helps businesses cut costs incurred.
Poor use of your email as a means of communication could lead to an unproductive trend among people. When using email to try to resolve a critical issue affecting the company performance, emails are not the best means of communication. Email doesn’t express the emotional intelligence of the sender. It is easy to misread the tone and context of the sender when trying to solve issues in a business organisation.
Ineffective email use can also lead to reactive responses. During an argument or debate over a certain issue, people don't pause and think before responding. This provision leads to a reactive response instead of a well-thought solution to a problem.
With ineffective email management, prolonged debates could also arise. This could lead to a waste of time and resources, ending up affecting the production of the company in a negative manner.
In addition to these tips, organisations should consider using email management software for work emails. Most email software is equipped with spam filters, folders and filters to help keep organisation data and email safe.
As an organisation, do research to see which email management software best fits your organisational needs. Consider the integration, training, costs and ROI with the email software.
When you take the time to train and implement this new software, you can help the overall work productivity of your organisation.
All and all, when organisations integrate effective email management and email management software, employees are more engaged, less distracted and better work gets produced.
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