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Virtual Assistant For Email Management

Virtual Assistant For Email Management

While email has remained one of the main communication tools for businesses, email management has become an increasingly difficult task.

This is even more problematic for owners and managers of businesses in the real estate industry. Hundreds of emails come in every day and inbox management becomes a time consuming distraction.

But with the right virtual assistant, you could save yourself many hours to focus on dollar productive tasks.

Let’s take a closer look.

Why Is Email Inbox Management Important?

Keeping your email inbox organised is something that many business owners struggle to manage without assistance.

Email management VAs are becoming popular because business owners see the advantages of having someone effectively handle inbox management.

Implementing filters, filing emails, and sorting them into priority folders helps businesses thrive as you are less likely to miss those important emails.

Setting up email notifications lets you see when you receive a new email. Your virtual assistant can then decide if it needs your attention or if it can be binned.

When your emails are managed promptly, you can carry on with other tasks knowing that your virtual assistant will handle your organised inbox.

How Much Time Can It Save A Business Owner?

Email virtual assistants can save a business owner a lot of time during the working week. It is said that, on average, three hours of the working day is spent dealing with emails.

So that’s, on average, 15 hours a week spent sifting through emails,  of which 90% are unimportant to you or your business.

Can you imagine the number of highly valued tasks you could do in 15 hours?

These highly valued tasks will often translate into money and profit for your business, so hiring a virtual email assistant is a bit of a no-brainer.

Apart from the time it will save you, the money you spend on hiring a VA will be dwarfed by the potential extra income your business could generate.

Benefits Of Hiring A Virtual Assistant For Email Management

  1. Take Advantage Of More Email Tools

    Many email management tools will help your virtual assistants with inbox management.

    A business email account could receive countless emails daily, so taking advantage of any tools that may save your company time is essential.

    Popular free email tools include Google Workspace, Direct Mail, Gmail, and MailerLite. These are just some tools that help you correctly organise your email messages.

    More on these shortly.

  2. Become More Consistent With Follow Ups

    One of the main tasks of your email management virtual assistant is to make sure they alert you when you need to follow up with a reply to an email you have been sent.

    The email reply may require your knowledge and expertise; in most cases, your virtual assistant can reply on your behalf.

    Either way, you must ensure that follow-up emails are dealt with consistently so that you are always up to date.

  3. Sort Your Inbox Before Your Day Begins

    The first task for your virtual assistant to deal with before the working day gets into full swing is to sort out your email inbox.

    They will look for unread emails to see if there are any urgent emails that need your attention that day.

    The virtual assistant must delete emails and old messages that may clog up your inbox. This will save time before potential important incoming emails arrive throughout the working day.

  4. Get Organised With Smart Folder

    When your virtual assistant is looking for ways to manage your inbox, they must organise it correctly using a smart folder.

    An intelligent folder allows quick and easy access to emails you have given priority. For example, you may be working on an ongoing project and want to access these emails relating to the project quickly.

    Also, if you make travel arrangements, you need all the travel emails in one smart folder on the sidebar.

    You can also flag emails to go straight to the top of your inbox.

Email Management Tools For Your VA

SalesHandy

SalesHandy is a great software tool incorporating Outlook or Gmail to automate and track your emails.

SalesHandy can also schedule emails when you want them sent out. This means you can concentrate more on your core tasks.

This method saves you valuable time and is used on sales and promotional emails.

Boomerang

Boomerang allows you to alter the timing of when your emails are sent out to clients. It also allows you to snooze messages.

With Boomerang, you can also do a readability check to ensure all your business emails are accessible for the customer to read. This is vital when sending a sales or promotional email.

Thunderbird

Thunderbird is an impressive tool as it allows you to view your email inbox, much like you might browse the internet.

Each email subject is opened like a “tabbed” version of events. This means you can handle your emails much like you surf the internet.

Once you have finished looking at one tab, you close it down and get on with your other tasks.

SaneBox

With SaneBox, you can set up a “do not disturb” feature on your email, which allows you to be less distracted throughout the working day, but you won’t lose touch with emails that arrive in your inbox.

The biggest issue of any business is getting distracted by unimportant emails, which means time spent refocusing on what you were doing. SaneBox helps to cut out distractions through effective email management.

Outsourcing The Right Email Management Tasks

  1. Basic Email Management

    In all businesses, busy people don’t need email distractions, so implementing basic email management processes is vital.

    Your virtual assistant will keep your emails organised and tidy by making sure they are prioritised by level of importance.

    Deleting unwanted emails and ensuring you don’t keep seeing the same email from clients repetitively will help you concentrate on your more vital work.

    Replying to important emails within 24 hours is essential, but many businesses still fail to do this constantly.

    As a business owner, you need to tell your virtual assistant which practices suit you best when dealing with emails. For example, does your email virtual assistant need to consult you on every email or just the critical ones?

  2. Prioritisation Techniques

    Your email virtual assistant will have to know prioritisation techniques. Of course, every client is essential to your business, but let’s face it, some are more important than others.

    You want to make sure you reply to clients quickly, especially if they bring a lot of money into your business.

    For each email, it is essential to set low, medium, high, or urgent. This way, your virtual assistant will not overlook tasks related to an urgent email.

  3. Folders And Filters

    When you use folders, filters and labels will help to ensure your emails are well organised. In addition, your email virtual assistant will be able to find the relevant email quickly when they are placed in the correct folder.

    Creating separate folders for different emails is vital as you don’t want a highly confidential email ending up in your junk box.

    Also, you can create labels for different subjects such as priority customer, urgent, and must reply.

    The emails you receive can be automatically sent to each folder if it comes from a particular sender’s email address or be based on the subject line the sender uses.

    This email communications method automatically ensures that all unwanted promotional emails are sent to your spam folder.

  4. Archive Emails To Keep Folder Clean

    Your virtual assistant should have an email management system whereby they can archive or delete each email after it has been marked as read.

    This will free your inboxes of unnecessary clutter. However, deleting emails means they will go to your deleted bin, but the email can be retrieved if it was deleted by mistake.

    Making sure your inbox is simple to understand in terms of categories will make it far easier for your VA to perform their duties quickly but effectively.

  5. Use Notifications

    Setting notifications so that you are always aware of when you receive an email is vital. You don’t want to miss an important deadline because you didn’t notice you had received an email.

    Some emails require an instant reply. For example, if an important client has emailed to say they have to reschedule a meeting.

    Your email notifications can also be set up via an opt-in process to be sent to your mobile phone via a text message or email for extra peace of mind.

  6. Have Template Responses Ready

    Email templates to respond quickly to emails are an excellent way to stay on top of daily inquiries.

    Sending the same stock response to an email can be tedious and time-consuming. Having template responses, also known as canned responses, will save you more time than you realise.

    Sometimes people need a courtesy reply to their email, so an automatically set up response is what is required here.

    The canned response only says you have received their email and will respond to them in full within 24 hours.

    Sometimes clients don’t like autoresponders if they feel their email is urgent, so make sure you reply within the timescale you have specified.

  7. Keep You Inbox Uncluttered

    Having to deal with a high volume of email messages can be hard work, so make sure you always keep your inbox uncluttered.

    Using the “read” email method will help you from becoming overwhelmed with emails. In addition, moving a “read” email into different parent categories within a folder will help keep your mailbox uncluttered.

    If you read the email and can see it is not urgent and move it to a folder, you can go into it when you have more time and deal with it and archive or delete it.

    This is an excellent method for email organisation when you receive many subscription mail and newsletters.

    And don;t forget the vital email management task of sending spam emails to a designated folder.

  8. Use Colour Coding For Emails

    Using colour coding for your email messages based on priority is helpful because it allows you to see which emails urgently need your attention instantly.

    Using different colours for your email messages allows your virtual assistant to instantly see which emails they need to deal with at any time.

    For example, you may have emails regarding a recent discovery call; you don’t want to give a wrong impression of your company by not responding to the email promptly.

    Colour-coding is accessible to the eye and saves your VA from sifting through countless emails looking for the relevant email they need.

  9. Filter Out Unimportant Newsletters

    Who reads every single newsletter landing in their inbox?

    You can set up your email system to filter out unimportant newsletters from within your company or from an outside source.

    The newsletter can be sent automatically to your archive folder so that you can look at it during your lunch break or when you have some downtime.

Call Us Today For A Free Consultation

Hiring a virtual email assistant for your business is a cost-effective way to help your business thrive and run more smoothly.

It is becoming commonplace for companies to use email management services to help them maintain a reliable email messaging system.

Finding the right virtual assistants can be time-consuming so let our virtual assistant services team help you.

We can handle sourcing, interviewing, hiring, and managing your virtual assistant. And we’ll also deal with and sign confidentiality agreements to protect your business privacy.

Call us today for a free consultation.

 

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