Top 10 Email Management Tips

April 12, 2010 - PRLog -- 1) Quick Email Responses are Crucial
For many, email is the preferred method of contact and if you can provide the public with what they want within their desired time frame via email, there is an excellent chance of acquiring repeat customers and obtaining customer loyalty.

2)  Be Prepared
It is beneficial to be organised for the possibility of increased volumes of emails which may be unexpected or due to seasonal peaks in order to provide a consistent quality.

3) Measure Staff Performance
Measure your employee’s performance, draw up reports and view how many emails are being answered per hour, day or month. Ensure all emails are being processed within a particular timescale to eliminate any prospective problems.

4) Never Miss an Email
Always ensure no emails are missed or accidentally sent to the wrong person/department. There are means and ways of ensuring this does not happen, whether it be introducing a new distribution system to the company which has proven to be relitively effective or by ensuring all departments are answering all emails and not just those relevant to the area in which they work in.

5) Create a Relationship
Handling emails can assist in creating and developing a relationship with customers, you’re friendly and professional manner of course but the quality and consistency of the response will lead to more positive results.

6) Obtain Good Customer Service
Ensure the email process reflects the principles and values associated with customer service obtaining a flawless yet dependable service. Do not let your good customer care levels drop, all it takes is one complaint.

7) Increase Sales
Speed, quality and consistency of well processed emails will result in converting enquiries into sales. Always keep your customer informed, if you do not have the answer to their query then create an automated response to involve the customer that you are working on it.  

8) Archive all Correspondence
Keep a hold of all emails in an organised manner for easy future access. This acts as proof of purchase, return, general enquiry and even audits which could benefit the customer and yourself if any problems arise.

9) Track and Measure Outcomes
Managers should have the ability to track all email enquiries especially if emails are being sent to generic email boxes (sales@company.com). It means they can measure the outcomes and response times and see which department needs additional training or support.

10) Spam Filtering
Unwanted emails will arrive in your inbox each day. It is useful to employ a spam filter which will automatically remove unwanted emails. Saving time by reducing the number entering your inbox will make it more manageable.

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Logicalware is the company behind MailManager, the leading customer service email solution and help desk software. It is an easy answer to a businesses' need for streamlined email communications.

Track enquiries and measure outcomes
Increase the speed of email response time by up to 100%
Improve productivity increasing capability to deal with a large volume of inbound emails from customers
Lower cost per enquiry, improve the number of sales conversions
Increase sales and improve customer relations by providing faster and better quality responses
Effectively manage & monitor workflows for numerous departments
Monitor your staff performance and improve KPIs
Store emails for an audit purpose and contact history
Filter and categorise emails to automate responses

Mailmanager is a trusted brand for companies from across all market sectors
sales@logicalware.com
http://www.logicalware.com