Organization Tips for High Volume Email

January 28, 2019

Tips to manage your email so you don't leave people hanging.

 

 

 

 

When you receive hundreds of emails a day from your many clients or team, keeping organized is a real challenge. When things get messy, client-related tasks and questions can slip through the cracks and be missed, or worse, you miss a deadline! This can be especially difficult for emerging companies that cannot afford to miss things as they grow!

 

Implement our tried and true tips when managing your email:

 

Set email follow-up reminders

Some emails may take a few days to have the necessary answers for a response. Setting google calendar reminders about certain emails is a good way to remember to follow-up and ensure that nothing falls through the cracks.

 

Utilize Folders

Creating categorized folders is a great way to keep each client’s information separate. This can eliminate confusion and help to ensure you’re following up with the client’s individual needs while having a place to go back and reference them. Make sure that you always sort emails into these folders and star emails that need following up as you go. It takes a millisecond and will help you avoid wasting time sifting through emails later.

 

Pro Tip: Take things one step further and create subfolders for specific projects. This way when questions arise pertaining to a project you are working on, you know exactly where to find the answer.

 

Keeping your inbox empty

A clear inbox is a clear mind… which is why this tip is extremely important. Having a high inbox number can prevent you from feeling like you’ve completed all your tasks for that day and cause you to feel anxiety when you leave the office (raise your hand if you've ever laid in bed thinking about that one email you said you would respond to tomorrow AM.. 🙋🏻‍♀️). Avoid this stress by ending your workday by organizing your emails for the next morning!

 

Have an email template

When doing business with new clients, having an email template is a great way to ensure you’re staying consistent with your mission and message. A great example of this is having a template to manage emails for new business. This template could include a list of services you offer, your mission, and other key information. This will save you the time of having to write the same email over and over, and will help eliminate grammatical mistakes. Don’t forget to personalize these templates!

 

Out of office replies

If you’re unable to be attentive to your emails for a long period of time, it is important to always have an automated out of office email reply ready to go. This ensures the client that you will be able to follow-up with them later. This will relieve the stress and anxiety of feeling like you need to respond to emails while you are away on vacation and clients will appreciate an undistracted response.

 

Pro Tip: Include the contact information of someone that you know will be in the office while you are away. In case of emergency, clients will be able to reach out to someone who can respond sooner.

 

Language

When conversing with clients via email it is always important to keep the language professional. You want to avoid grammatical errors, as well as making the email to wordy. Other people’s time is just as important as yours so keeping it short and informative is always the way to go.

 

One of the most important aspects of having a successful business is keeping your correspondence organized and concise. Communication is key to keeping your business thriving.

 

How do you keep your inbox organized? Let us know!

 

hello@gspfa.com

 

 

 

 

 

 

 

 

 

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