Email Management Best Practices at Work

Posted by Andy Jordan on October 25, 2019

email management at work

Is your most important tool negatively impacting your business?

No office tool is as widespread as email. Every employee uses it multiple times every day and it is the primary way you communicate with your clients, suppliers and other stakeholders. You literally couldn’t function without email. But how much time do you actually spend thinking about it? And how much effort goes into email management? Are you making sure that your day-to-day email usage is as effective and efficient as possible? The answer is almost certainly “no.”

The statistics surrounding email management, or lack thereof, are mind boggling. DMR reports that 269 billion emails were sent daily in 2017, a number they project will break above 300 billion next year. That’s over 120 business related emails per employee per day. Given that, it’s no surprise that McKinsey reports that the average employee spends 28% of their time managing email. Is that what you want your employees doing? Do you want 28% of your salary budget going to manual email management? Of course not. And yet if you are like the vast majority of businesses, you are doing nothing to prevent it.

You probably rely on your employees to manage their individual email inboxes. You trust them to use relevant headings for their emails, to always distribute the right version of documents to all of the right people, and to file their emails in a logical way that allows for easy retrieval. But of course, that doesn’t happen. Most of us know this, and it’s also something we can change. I recently wrote a whitepaper on email management best practices. Get your own copy here.


Improve Efficiencies with Email Management

[White Paper] Learn how to recapture time lost to ineffective email management.

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In this white paper, you’ll learn the three key things you need to look for in email management software – the factors that can literally be the difference between a seamless, low touch integration with your existing infrastructure and a tool that simply adds overhead and frustration to an already expensive part of your business. It’s a must read if you want to get email management under control.

While most every business needs to improve how they manage their email, for architecture, engineering and construction (AEC) companies the issue is even more critical. You rely on email to communicate detailed information to your clients and mistakes threaten your ability to operate successfully. That’s why the whitepaper is supplemented by a webinar specifically geared to the AEC and Consulting industries. Watch the on-demand webcast to learn best practices for email management software implementation. You’ll learn that even Microsoft admits 97% of users don’t use Outlook properly when it comes to managing email manually.


On-Demand Webcast: Email is Destroying Your Productivity and Impacting Your Bottom Line

Is email destroying your productivity? Take back control with practical email management solutions.

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This ineffective approach to email management impacts your business.

There’s the obvious wastage caused by the time spent looking for information, using high cost and high value resources to chase down information that isn’t organized in a way that can easily be found and leveraged. But worse than that is the hidden financial waste. The lost opportunities created by not being able to effectively manage and share information across your business. The increased risk created by ineffective and inefficient processes and workflows (Forbes lists the sending of confidential information as one of the top 10 emailing mistakes and that’s largely a failure of process). The higher costs affect every element of your business that leverages email, from delayed billing to longer customer response times. Every single one of these makes your business less effective, less efficient, and less profitable than it could be. And yet, these habits take place multiple times every day.

As a services-based business, your project-based enterprise resource planning (ERP) solution is, or at least should be, the backbone of everything you do. It is the central solution that you use to manage your projects, clients and business. The most recent SPI Professional Services benchmark report showed that virtually every firm that was considered a ‘leader’ in their industry used such automation tools. If you integrate your email management with a project-based ERP solution, then you immediately become orders of magnitude more effective. Every email is immediately tied to a project and client. All the information is stored in a database with associated metadata tags to ensure it is available to every employee for every decision. You know how valuable it is to have more complete information when making those key business decisions.

Your employees can immediately have hours a week returned to them through the ability to find information instantly instead of having to rely on ‘search and hope’ techniques. And the practical cost of this level of integration is virtually nil. Your employees spend a couple of seconds tagging incoming and outgoing emails with the relevant information on project, client and whatever else you choose, picking those tags from a predefined list. And that’s it. Everything else happens automatically, delivering immediate savings that go directly to your bottom line.

But the solution to email overload isn’t just about software. It’s also important to find a partner who will help you make the most of the software. A solution provider who understands your industry and its unique challenges and knows the best practices that make the biggest impact for the smallest overhead. We go into that in more detail in the whitepaper and webcast.  Better email management is an achievable goal, and it’s one that delivers significant, sustainable benefits.


Is Email Destroying Your Productivity?

[Webcast] Take back control with practical email management solutions.

Watch Now



About the Author

Andy Jordan is President of Roffensian Consulting S.A., a management consulting firm with a strong emphasis on organizational transformation, portfolio management, and PMOs. Andy is an in demand speaker and author who delivers thought provoking content in an engaging and entertaining style, and is also an instructor in project management related disciplines including courses on LinkedIn Learning /