Why Email Overload Is a Problem and How to Manage It
Email is a critical tool for businesses and is the easiest way to communicate back and forth with customers. Companies are making it easier for their customers to interact with them through team mailboxes, like [email protected], [email protected], and [email protected] for example. If these mailboxes are not managed properly the number of emails that come in can lead to many problems. Email overload occurs when your inbox is constantly full and you feel like you are always behind. While team inboxes are a great first step in improving customer interaction, risks can occur if the mailboxes need to be appropriately managed.
The Risks of Not Managing Team Inboxes Properly
Missed Opportunities – When inboxes are flooded with emails, distinguishing between the important and the junk is very difficult. Staying on top of incoming emails and prioritizing responses can help reduce the risk of missing valuable opportunities.
Service Level Agreement Targets (SLA) – Best practices from the industry set targets to respond to customers in less than a minute. Hitting response targets is much more challenging when you don’t have control of your inbox.
Lack of Coordinated Responses – Team inboxes can have many people monitoring the inbound emails making it challenging to understand who’s responsible for the following action. Lack of coordination can lead to unanswered emails, lost information, and ultimately poor customer satisfaction.
Email Workflow Management Solutions
Inbox management solutions help drive customer satisfaction and ensure no email is missed, enabling your team to be more efficient and responsive to customers’ needs.
Features like priority tagging, automatic role assignment, and set schedules help manage the inflow and outflow of emails in teams’ inboxes. Service SLA alerts are another feature that is commonly used, allowing employees to stay on top of the SLA target and get notified if it’s about to be breached.
Emailgistics can help organize inboxes, improve productivity, and reduce email overload. Emailgistics provides detailed reporting to monitor your team’s performance, response times, emails opened, and meeting the SLA targets through a customizable visual dashboard. With automatic email routing, you have the reassurance that the email went to the right person based on keywords or set actions and rules in the software.
In conclusion, creating and taking advantage of team inboxes is a great idea, but it doesn’t stand alone. These inboxes must be accompanied by a strong management and workflow system to be fully effective for your team and customers.
