What’s new?

The comprehensive guide to business email management

An effective email management framework for your business



Check out our blog for the latest on email management, news and more!

Case Studies

Find out how we've helped customers like Ramboll and Gensler.


Download our latest content to help you along your email management journey.

Implementing Ideagen Mail Manager

Hear from our customers how they implemented Ideagen Mail Manager and the benefits of doing so.


Listen to all episodes of the Changing Construction and Digital World of Tomorrow podcasts.


Hear about a variety of topics including risk, the digital world and more!

Jingle all the way to inbox zero

18 December, 2023

'Tis the season to declutter your email inbox! As we approach the end of the year, what better gift to give yourself than the gift of organization?

Achieving inbox zero, a state where your inbox is entirely clear of unread or pending emails, might sound like a daunting task, but it's a liberating way to start the new year. Let's unwrap some tips on how to manage your emails more effectively, leading you to a stress-free digital space.

Unwrapping the concept of inbox zero

Inbox zero is not just about having an empty inbox; it's about efficiently managing your email, so it doesn't manage you. The concept, popularized by productivity expert Merlin Mann, is about keeping your inbox as empty as possible, or at least ensuring that all emails have been processed in some way.

Email overload: The Grinch that stole your productivity

Email overload is a common issue — it's easy to get bogged down by a never-ending stream of messages, leading to lost productivity and increased stress. But don't let that Grinch steal your productivity and peace of mind.

Tips to achieve inbox zero and spread the holiday cheer

  1. Set specific times for checking emails: Constantly checking emails can fragment your attention. Instead, schedule specific times in your day to process your inbox.

  2. Act immediately on each email: When you check your emails, try to deal with each one right away. Apply the “Do, Delegate, Defer, Delete” rule to decide the action for each email.

  3. Creating a "Naughty or Nice" filter system: Most email clients offer ways to automatically sort incoming emails. Use filters to prioritize important emails and labels to organize them into categories.

  4. Unsubscribe from unnecessary newsletters: Reduce clutter by unsubscribing from newsletters or promotions you no longer read. 

  5. Archive or delete old emails: Don’t let old, irrelevant emails clog your inbox. Be ruthless in archiving or deleting emails you don’t need.

  6. Limit the use of folders: Too many folders can make finding emails difficult. Try to limit the number of folders and use search functions to find old emails.

Your trusty reindeer for email management

Imagine having a digital Santa who helps you organize your emails and banish inbox chaos. That's Ideagen Mail Manager – your trusted reindeer for a stress-free email experience.

Seamless integration with existing systems

Ideagen Mail Manager seamlessly integrates with familiar platforms like SharePoint, Microsoft Teams and OneDrive, and common project management software such as Procore, Viewpoint, and ProjectWise — enhancing collaboration and accessibility. This integration allows for efficient email and document management, ensuring that information isn’t trapped within individual inboxes.

Advanced search and retrieval

The solution significantly improves search and retrieval efficiency. With robust search capabilities, you can quickly locate specific emails and documents, saving time and reducing frustration.

Centralized information storage

Ideagen Mail Manager dismantles information silos by centralizing information storage. This facilitates cross-department collaboration and ensures that vital information can be retrieved quickly and easily.

Enhanced security and data protection

With Ideagen Mail Manager, your email correspondence is saved according to your organization’s existing encryption and privileged access controls, ensuring the confidentiality and security of your data.

Boosting productivity

The solution makes workflows more efficient and user-friendly, allowing organizations to spend more time on substantive work and less on time-consuming administration.

The psychological benefits of inbox zero: A festive gift for your well-being

Achieving inbox zero has psychological benefits too. It can reduce stress and anxiety associated with a cluttered inbox, increase your sense of control over your work, and enhance your productivity.

Journey to inbox zero

Achieving inbox zero is not just about having no emails in your inbox. It's about having a system in place that allows you to efficiently process, organize, and respond to emails. Ideagen Mail Manager empowers you to take control of your email, manage claims, and resolve project disputes effectively. It not only optimizes email management but also brings you the joy of inbox zero. 

Maintaining inbox zero is a continuous process. It requires a consistent approach and regular revisiting of your email habits. The key is to develop a system that works for you and to adjust it as your needs change.

Ideagen_Mail Manager_vertical

Embrace a clutter-free new year

As we say goodbye to this year and welcome the new, let’s aim for a clutter-free digital space. Achieving and maintaining inbox zero can be your gift to yourself, offering peace of mind and an organized start to the year.

Request a free demo of Ideagen Mail Manager and experience the joy of inbox zero this holiday season. Happy Holidays, and here’s to a productive and organized new year!


Email Management

Behind the Switch: DIALOG’s transition from Newforma to Ideagen Mail Manager

Mail Manager
With multiple document management solutions available to organizations, it can be difficult to commit to transitioning to a new one. DIALOG, a...
Read more
Email Management

Is email archiving becoming a nightmare in Microsoft 365?

Mail Manager
Microsoft 365 (formerly Office 365) offers a multitude of functionalities that might seem appealing for managing your email needs. With attractive...
Read more
Email Management

Nightmare on Email Street

Mail Manager
Meet Mike, a project manager for a prestigious construction firm. In this industry, it’s no secret that every decision is crucial. He was a...
Read more