Email management is a tricky topic because of how many people have a love-hate relationship with their inboxes. With a huge 4.4 billion people expected to have an email account by 2024, emailing remains top-notch productivity and marketing tool for businesses. It is essential for you to check if the email management software of your pick offers extensive tools when it comes to automated marketing, security, and integrations.
In this blog, TechNinjaPro provides a list of the best email management software that answers businesses’ marketing and productivity requirements.
Why is Email Management Important?
According to research, the number of received and sent emails per day worldwide is around 279 billion. By 2023, this number will grow to 330 billion. What may come as a surprise to you is that approx 63% of total email traffic is represented by spam messages. Yes, every second email you receive belongs to trash. But spam messages are just one stick of email mystery.
Without a perfect strategy for managing email, people often find themselves unable to handle incoming emails promptly. Hence, it ends up with overflowing inboxes and important messages buried somewhere deep under the massive piles of junk.
Luckily, email management is not a difficult job. Learning some essential email management tips is enough to achieve inbox zero, which means there are no unread emails left. Let’s look at the various important email management tips to help you reclaim control over your inbox.
How to Manage Email?
Most email management tips and tricks are different ways of achieving one goal: separate unimportant emails from important ones. The 20/80 rules state that 20% of inputs are responsible for 80% of the outputs in any situation. By applying this rule to email management, it is possible to considerably reduce the time it takes to maintain an organized inbox while getting virtually the same results.
Reply as Soon as Possible
Some emails are more accessible to deal with than others, but postponing any emails for later is a formula for disaster. If you cannot reply to an email when you open it, use the snooze feature to not forget about it. After all, you do not need to miss a profitable business opportunity or make somebody angry at you because you forget that you have an email to respond to.
The best email management software provides more powerful features. Here is are some of the features:
- Email Sorting: Email management software helps you de-clutter your inbox. They can review the content of your new and old emails and group them based on importance. Email management tools can also identify ads or spam and get those out of view
- Meeting Scheduler: Many email management software have calendar features that work inside your email. This calendar feature lets you send your available times to recipients. They can pick a slot in your schedule from your email. This will automatically create a calendar event.
- Workflow automation: Workflow automation is a valuable extension for sales and marketing emailing. It allows you to create sequences of emails to go out automatically when triggered.
- Templates: Email management tools provide many templates. You can customize templates with a simple drag and drop feature. It can make emails way more professional or beautiful.
- Analytics and reporting: Emails generate a vast amount of data. It provides you with email open rates and click-through rates. Some of the best email management tools gather that data and provides valuable insights.
1. Clean Email
Clean Email is an easy-to-use email management software that can help you reach inbox zero in no time. It works with all popular email services and reduces the tiresome task of inbox cleanup to a few easy clicks. By automatically grouping related emails into manageable bundles, such as spam emails, marketing emails, large emails, or emails from social networks, Clean Email lets you organize your email in no time.
With Clean Email, you can automate your emails by configuring the apps to perform various email management jobs for you. If you struggle to defend your inbox against unwanted subscriptions, you can take advantage of Clean Email’s smart unsubscribe features to ensure newsletters, unwanted subscriptions, and other spam emails would not show up in your inbox ever again.
EmailAnalytics is another email management software. Today, the majority of people are working remotely. This means that monitoring output is becoming more critical with monitoring email activity. EmailAnalytics is specially designed to visualize your email activity, providing you easy access to productivity-based email metrics like emails received, emails sent, email traffic by an hour of the day and the day of the week.
In addition, this email management software calculates average email response time, which is an important KPI for customer service and sales teams. These insights are displayed in insightful tables, charts, and graphs in a dashboard that makes it easy to view stats quickly for you or any other team member.
EmailAnalytics sends you a daily email report summary that shows you and your team’s activity fr the previous day or week. This makes it an effortless element of your daily work routine to identify top performers, monitor activity, rebalance workloads, and enhance team productivity.
Today, many people use more than one email service. If you are one of them, you should consider using Mailbird as your email client. With Mailbird, you can easily manage all your contacts and emails from multiple accounts in one combined inbox and enjoy integrations with applications like Whatsapp, Google Calendar, Facebook, Twitter, Dropbox, Todoist, Asana, etc.
Mailbird provides its users the choice to snooze them for later. It allows you t focus on what needs to be done at the moment and come back to them later. Mailbird provides an integrated Speed Reader so that you can understand the gist of long emails in no time.
Mailbird proves that the honored email can be accessible and convenient as modern messaging services. If email is a vital part of your daily routine, Mailbird’s intuitive keyword shortcuts help archiving, replying, composing, and forwarding. Mailbird has been translated into more than 15 languages from all over the world. It is heavily customizable, and its pricing models are suitable for everyone from individual home users, who can use it for free with specific limitations.
SaneBox is one of the well-known email management software that presents a unique approach to email management. It connects to your email account and develops multiple folders, which uses to organize your emails automatically. Its SaneLater folder is meant for distracting emails, the SaneNews folder is for newsletters, and the SaneCC folder is for CC’d emails.
The advantage of this tool is that you do not have to learn how to use a new app. SaneBox’s algorithms have become very proficient because it helps email users to defeat spam. When they make a mistake, you can quickly correct it with a few clicks.
SpamTitan is another award-winning email management software that serves users in more than 100 countries. CopperFasten founded SpamTitan as a subsidiary in 2006 with the help of industry experts. It is one of the best mail protection on an affordable budget for various businesses. SpamTitan has proven spam blockers, providing virus scanners, advanced protection, mail content filters, etc. It gives email security on a truly advanced level.
SendinBlue is an email management software that comprehensively covers business requirements for marketing campaigns, SMS interactions, and transactional messaging, to contact segmentation, newsletter creation, monitoring, and heatmaps. SendinBlue is an ideal management software for startups as it has all the powerful tools that can engage clients, promote loyalty, and build a sense of community between businesses and their clients. Additionally, it is free for businesses that send 300 emails per day.
SendinBlue mainly works on marketing campaigns. It provides expanded marketing tools that cover even SMS messages. SendinBlue’s SMS marketing campaign feature is boosted with data analytics where every message sent is insightful and triggered by site visits, past inquiries, and interactions. In addition, it simplifies email marketing for its users through tools that allow for the rapid development of newsletters via pre-made design templates. Users can drag and drop their chosen style and media of choice through these responsive design templates.
Front is a popular team-centered email management software that allows users to have one channel for social media, emails, and text messages at flexible rates. It is an ideal CRM partner for the business requirements of financial services, hotels, ecommerce shops, agencies, marketing specialties, logistics, technology, and travel.
Front’s features primarily focus on chat, SMS, email, and social media tools. It is a forward-looking email management tool that integrates analytics and enables a fully automatic email experience. Front’s unique design offers a fully transparent, fast interaction with customers because all team members are granted full access to customer emails with receipts that information everyone if an email has been read and which team member and customer have read it.
8. Zoho Mail
Zoho Mail is a premium email management software that prioritizes security and offers an entirely ad-free user experience with 99% uptime. It provides custom domain services. Users will have free rein when customizing their domain and boosting their brand with a hassle-free and quick in-app process. Zoho Mail is ideal for small businesses and freelancers.
Zoho Mail offers POP/IMAP access, email recall, email hosting, Activesync exchange, domain aliases, email forwarding, appointment scheduling, and storage together with iOS and Android mobile apps. It has a clean and straightforward user dashboard where filter and scrub tools are easily accessible together with all essential tools. The complete user phase has a Night Mode version that is friendly to the eyes. Zoho Mail readily integrates with Workplace components.
With the best email management software mentioned above, you can turn your basic Gmail or Outlook into a multifunctional productivity machine. There are many free choices out there like SendinBlue and SaneBox. So whether you need more free email management software or the best email management tools, TechNinjaPro hopes this blog has helped stick the right ideas into your inbox.