Among the tasks considered to be the most time-consuming by today’s managers and business leaders, email management regularly figures prominently. Indeed, between internal email exchanges with colleagues, external exchanges, advertising, spam, and all the rest, the time devoted to email can quickly become excessive. Besides the time that this requires, properly managing your email is also essential for any manager who wants to reach their daily goals and optimize their team’s productivity.
But how do you do this when you’ve already heard all the usual pieces of advice and you’re looking for a more efficient structural solution for optimizing your email management? The answer is simple: delegate the administrative part of this job to a qualified team and take advantage of their expertise to achieve optimization in 5 points.
1. Carry out an audit
In order to implement successful email management within your company, an initial audit of your current practices is essential. Led by a team of electronic document management specialists, in collaboration with your various departments, this audit should above all allow you to make a clear and precise structural analysis of your daily habits when it comes to email: what types of email are sent, the usual internal pathways and copying practices, archiving and deletion procedures, etc. This will also let you evaluate the average volume of email sent and received each day, as well as the potential security risks with regard to the data exchanged (spam, identity theft, data loss, loss of time and information in case an employee is absent or there are access restrictions for certain email accounts, etc.).
2. Define the new rules
The second step – which is one of the most important – involves defining the new rules concerning the identification of the emails and their practical management with the assistance of the team accompanying you. At this stage, the involvement of your employees is recommended so that the new standards and customs adopted can easily be implemented on a day-to-day basis. Likewise, in case of the ongoing involvement of an external team, the bases of collaboration should be clearly defined to avoid problems when it comes to handling emails.
3. Automate your email management
Emails are documents in their own right. They can therefore be subjected to automated management thanks to the implementation of appropriate archiving tools. The goal here is to ensure an automatic classification of the emails so that they remain easily accessible in the future.
4. Develop a dedicated storage solution
Successful email management also generally involves the development of a dedicated storage solution that will let you retain a significant amount of data and automatically categorize it according to different parameters. It’s also important at this stage to arrange for a backup solution as well as a destruction procedure.
5. Alternative tools for employees
Finally, depending on the size, activity, and needs of your business, it might also be a good option to have alternative tools developed that facilitate interactions and reduce the time and effort spent on managing emails and offer them to your employees and partners.
To successfully achieve this optimized email management strategy, it’s essential to make use of the services of an experienced and well-equipped team, and that’s just what Groupe Marketing International offers. You therefore save precious time that you can invest in other priorities while maximizing your team’s productivity.
Speak with an expert about outsourcing your operations. GMI offers you its skills and flexibility to bring you concrete results.
Micheline Durocher, CEO