The rapid pace of digital transformation and cloud migrations has casued many organizations to overlook the importance of effective email management. It's easy to assume that messy inboxes and the loss of vital information are simply part of the staus quo for modern businesses.
But the reality is that poor email management can lead to significant challenges, including lost data, failure to meet regulatory requirements and even customer dissatisfaction. Fortunately, it doesn’t have to be this way.
An email management solution can quickly bring order to your inbox, making your data discoverable and secure. Best of all, this doesn’t require a large investment or extensive IT involvement.
The challneges of poor email management
Failing to control email can have far-reaching impacts on an organization. Key issues caused by inadequate email management include:
Email overload
Losing emails may seem minor compared to large-scale projects like digital transformation, but the sheer amount of information shared via email makes this a critical concern.
According to a recent Ideagen Mail Manager survey of architecture, engineering, and construction professionals:
- 91% use email to communicate with clients.
- 61% prefer email over platforms like Skype and Slack.
- Emails are regarded as essential for record management (87%), data visibility (86%), and quality management (84%).
Without effective management, email overload can have significant business consequences.
Lack of visibility
With the sheer volume of emails being sent and received, it’s easy to lose track of important communications. Employees often struggle to store and locate vital information, and this issue is compounded when team members leave the company.
Productivity drains
Inefficient email management also impacts productivity. Research shows that:
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32% of employees spend over an hour each day managing their inboxes.
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70% believe their inbox is one of the biggest drains on productivity in the workplace.
These inefficiencies take a toll on both teams and the broader organization.
Ideagen Mail Manager as the solution
Ideagen Mail Manager combats the challenges of poor email management. This Outlook plugin uses AI machine learning to learn employees’ filing habits and automatically files emails to the correct location. Once emails are filed, they’re stored in a centralized folder where they can be easily found, reducing inbox clutter and improving collaboration.
Key benefits include:
Cybersecurity
Emails are securely stored away from corporate email servers, reducing the risk of breaches and protecting sensitive information from hackers.
Data discovery
Many employees struggle to locate important emails, leading to wasted time and frustration. Ideagen Mail Manager’s robust search functionality allows users to locate any email within the organization’s system in just two seconds. This centralized accessibility is especially valuable for remote teams.
Data privacy
With Ideagen Mail Manager, businesses can control folder access, ensuring sensitive corporate information is shared only with the appropriate individuals.
Data regulation
Regulatory compliance becomes simpler with Ideagen Mail Manager. The platform ensures that all project correspondence is stored securely in the correct location, helping businesses meet legal requirements and maintain audit trails.
Data storage
By filing emails and attachments in a centralized location, Ideagen Mail Manager prevents inboxes from becoming overloaded with information. This ensures critical business data is always accessible to the right people.
Data visibility
Automatically filed emails remain accessible to all team members with appropriate privilege rights. This ensures client and project data can be accessed quickly, improving response times and collaboration.
Project leadership
Project leaders gain greater oversight of client communications, even if they weren’t copied on specific emails. Having a clear picture of discussions reduces the risk of missing critical information, helps avoid legal disputes, and ensures potential issues are identified before they escalate.
Managing shadow IT
Employees often turn to unapproved tools when dissatisfied with existing applications, which can lead to data security risks. Ideagen Mail Manager mitigates this by providing an effective and secure email management tool, ensuring critical data isn’t locked in individual inboxes when employees leave.
Bring order to your email management
Many businesses continue to struggle with chaotic email systems and a lack of formal management processes. However, a simple and effective solution can transform email management into an area of strength for your organization.
Ideagen Mail Manager provides businesses with the tools to securely store and organize email data, improve productivity, and eliminate the risk of losing vital information.
Take the first step toward gaining control of your inbox. Sign up for a free trial today.
