If you are someone who gets bulk emails on a daily basis and there’s clutter out there in your inbox, your mind definitely is not at ease. Though you have separate folders for email management such as primary, social, or promotions, you are bogged down with the huge number of primary emails, all of which are so important from your business perspective.
So, you might ask if there’s any software tool in the market that could relieve you of all the stress that gets generated because of bulk emails.
Now, I could tell you a number of tools that exist for creating an inbox zero right from ‘Clutter’ to ‘Hiver’ and from ‘Boomerang’ to FrontApp’, but in this blog, you will come to know as to why even the best email management software tools are taken for a toss in some of the most critical situations and why you should be hiring a virtual assistant.
And, I could also tell you the best ways of personally managing the emails yourself but again, do you have the time? Your time is precious and what you can often get done through a virtual assistant, you may not through any other resource or method.
So, now let’s understand what all a virtual assistant can do which you can’t yourself or any personal email management software can’t.
Things a Virtual Assistant can do to Manage Your Emails
Checking of Emails and Marking Them up
When it comes to checking your primary emails, it’s only humans who can perform the said job. And, you have been busy all day long with meetings (one-one or many, meeting with the clients or your own employees), seminars and conferences. If you try managing yourself, your work gets interrupted. If you try to ignore, you miss out on some of the most important communications.
So, what to do? Can software email management tools make this possible — check emails and mark them up?
Yes, the tools can definitely manage your emails, categorize them as ‘Read’ or ‘Unread’, can make the emails as ‘Starred’ or ‘Archived’ but how will a software tool know which email is the most important? The Gmails for e.g. allows you to insert the keyword according to which your emails will get filtered. But, what about the new communication?
Well, hire a virtual assistant.
Reading and Writing of Better Emails
If you want to increase productivity, you would not want a lot of time to be spent in reading the emails or responding to the emails. And, you get some important emails at particular timings, maybe mornings, during lunch, or by the end of the day.
And, then you want the response to some of the emails to be drafted in the best way possible and without any delay, else you lose the business. You could have software tools to receive emails at set timings but it won’t help you to create responses to emails of different kinds.
You also want to not exert yourself too much so as to spend your creative energies on more important things.
For all of the above, you need a virtual assistant.
Keeping Emails Organized
Would you like to have your inbox cluttered with marketing emails? Would you like to keep some emails that provide the most crucial information such as those that you could call as newsletters, article feeds, or blogs while discarding those that are not worthwhile?
Some emails that should fall in the To-Do-List and requires ‘immediate action’ must be kept in ‘urgent’ emails.
Without even using automated tools, you can establish ‘rules’ because some email programs like Gmail, MS Outlook, Postbox, etc. provide you with such a facility.
But, after all of that, you will realize that having an ‘inbox zero’ is good at times, especially when you are done responding to the emails in the main inbox. The emails to be ‘followed up’ can always be put under a follow-up folder while other emails can be archived.
Email Templates Don’t Always Work, You need Customization
You might want to send bulk emails to prospects that you consider as ‘most hot’ for your sales closing. At times, email templates might just work but at other times, you will need to customize your emails after the first email.
The templates with little or no change work in those cases where you need to provide answers to the same questions again and again or want to send the same kind of email response as requests.
To deal with such exigencies or email marketing management, you need a virtual assistant.
Email Responses Mean Answering Incoming and Outgoing Calls
Just as much as framing responses to emails isn’t an easy job to keep your customers happy,, sending responses too is never enough to seek the attention of your existing clients or new prospects.
You are required to answer the calls if the content of the email is not very clear to the other party. You will require to make calls to schedule a meeting or a sales call.
If it’s about personal email marketing management, you may also require to make sales pitch calls.
Often, all of this gets overburdening and you would like to transfer the responsibilities to your someone who is an expert at not just adept at the maintenance of emails but also at email marketing.
Realizing that email has always been a very important tool of communication, the need for personal email management always exists. With the latest personal email management software tools available in the market, the possibility of having personal emails as better organized is not ruled out, this option alone may not be sufficient to fulfill all your requirements. And, therefore there’s no alternative to a virtual assistant