There Is A Strategy To Email Management

There are strategies to many things that you do in a business and email management should have a strategy also. Sometimes email can be a monster to manage. Many people spend the majority of their day sifting through this madness. Email management is a big part of business communication & customer service, which continues to grow.

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For most companies there is a steady growth of inbound emails and they have to figure out cost-effective measures to help manage it all.

It is the first line of communication for some companies. Many times this way of communication is how many companies resolve customer issues. With email, it can be a challenge responding to customer inquiries in a timely manner. Your company has to find a way to utilize this medium to improve customer expectation, external perception & internal communication. It doesn’t have to be as bad as it seems with a little organization and security implementation.

Email management can be as smooth as pie and it should be taken into consideration with any other type of records management system. It should be addressed similar to the organizational standards of addressing other information and records management.

A company works with four major types of records which are:

  • Vital
  • Important
  • Useful
  • Nonessential

Your company needs policies and tools for managing emails, such as:

  • Classification
  • Storage
  • Preservation
  • Management
  • Destruction

Once you have the proper tools in place, retrieving needed information can be easy and help to keep incoming information on track. Very few companies have implemented solid e-mail management strategies. Having email management and security is very important for all businesses big and small.

Failure to implement e-mail management strategies of organization, security and dissemination of information can pose some risks to your organization. Some companies haven’t defined e-mail management, and they’ve left it to individuals to delete, manage, classify and save e-mail on their desktop computers. That could be an unorganized way to manage email. Depending on the types of information that you receive and the email address that’s used, there should be someone (or a group) specific to handle them.

It can pose a big risk if you don’t know who’s doing what and how it’s being done. But when it comes to deciding how long to retain e-mails, how to determine which messages to keep or delete and whether to use encryption, many organizations don’t have a clue.

Depending on how your company is structured, you can implement different types of email management software or security protection to help.You can also checkout some email organization tips  here.

It’s a mistake to set policies that address e-mail usage but disregard e-mail content.  Information should be managed according to its value to the organization and according to any regulatory requirements that are in place.

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