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5 Strategies to Improve Your Email Management Software

5 Strategies to Improve Your Email Management Software

As a business owner, or even as a customer, you might be one of those who believe that there is no such thing as Inbox Zero. You might find it to be a myth and nothing more than an unattainable dream. For business owners, this opinion is considered to be a fact as the emails that can invade your inbox can range anywhere from your suppliers’ announcements to your customers’ inquiries. At some point, you might have been resigned to the fact that you can never reach Inbox Zero much less read all the emails. But just because you are used to it doesn’t mean there’s no solution.

Statista reports that in 2018, there were 3.8 billion email users all over the world and that it is expected to increase to 4.4 billion by 2023. As a result of this increase in users and the undoubtedly large market it signifies, email management solutions have become more attractive compared to the previous years. Email management software is capable of lightening the workload, providing the ability to find more leads and attending to each customer’s inquiries. In some cases, it might even help you attain the mythical Inbox Zero. However, having an email management system is not the be-all, end-all. You have to make sure that it’s usable and helpful as intended. To help you achieve that, here are 5 strategies to improve your email management software.

1. Add and sort your contacts.

The first strategy might be self-explanatory, but it requires far more than the typical uploading of an Excel or CSV file. For one, an email sorting software works best when it is equipped with the information it needs to perform by itself. For another, you define how it is sorted and who is part of which list.

An example would be to take the time and effort to add feedback emails into a single category so that your software can only use the data from that list in its analyses. Look at your contacts. Make sure that they are sorted and updated for every new category you gain.

2. Use templates.

Writing emails that high open rates takes time and strategy. Customers won’t open an email that looks and sounds like clickbait or spam. From the subject line to the content, you are required to think about what you want to say and how you want to say it.

The best customer service email management software will include a save as template option. Using it is the best strategy you can use to improve your software. Your templates will allow you to have your drafts in one place, always at the ready for scrutiny and feedback from your employees and team members.

3. Add eye-catching content.

Perhaps one of the essential strategies you can use to improve your email management software is to take advantage of its features. Similar to the template option, the best email management software will offer you the ability to add content like polls, GIFs, pictures, or even videos.

To make the most out of your sales emails, add-on content is a must so that your emails are more appealing to open and read. Build your software’s library of eye-catching content. That way, you’ll have all the tools ready to go when you write your emails.

4. Integrate the applications you need.

The fourth strategy you can use is to integrate the applications you need to make the most out of your email management software. If you have an API-enabled software, that means that you can add any application that will help increase workflow efficiency.

For instance, if you have an email account on Gmail and Outlook, you can add those applications to view all your emails in one place. Another example that you might want to apply is to integrate your calendar applications. Such integration is particularly useful for when you need your customers and clients to schedule a meeting. It can be embedded in your email, which reduces the need to go back and forth before an appointment is set.

5. Let your software be “smart.”

In recent years, smart technology has become commonplace in a person’s daily life. The same is true for your email management software. For it to be smart, you need to provide the information that is necessary for your software to learn.

In terms of smart replies, you can improve your software by writing a response and allowing the system to determine when these pre-written replies can be suggested. Auto-replies are also possible. You can write a response template for people who are responding to a job offer or for those who have inquiries. In doing so, you save time and effort while also being more productive than ever before.

Professionalism in Emails

Being professional in your communications with your customers and clients requires far more than drafting and sending an email. It requires prompt responses and email strategies. While your email management software can certainly help, you still many things you can do to take advantage of its full potential. Apply the strategies presented in this article. If you don’t have an email management system yet, then head on over to the list of email management software for some suggestions. Pick the best for your company, then apply these strategies to get you started. You may also check out ReplyButton, a solution that enables you to reply to customers in a single click without leaving your email.

Muzaffer Selimbeyoglu

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