Email Management
Published August 17th, 2016 by

Tips for Selecting the Right Email Management Tool

Marketing is one of the things that every business should do. This method helps the company to be well-known in their industry. As many people know about your business, many people will support your brand.

Tips for Selecting the Right Email Management Tool

However, advertising the company’s goods and services is not only stressful but also expensive. Thus, only those who get higher revenues are the ones who take advantage of marketing, but not anymore. Nowadays, all enterprises can use and enjoy the benefits of advertising. They just need to choose a method that fits their budget.

There are different types of marketing strategies. Among all those methods, email marketing is a widely used tool. This system not only allows you to promote your business to your target audience and clients. It also enables you to build a great relationship with them.

However, as you send more email campaigns, the more messages you receive. In times like this, you need to get an email management tool. It’s an app that lets you organize your emails.

There are many management services that you can choose. However, there are a few things that you must do before getting the best email management tools. This article will discuss some tips for choosing the right service for managing emails. But first, you need to know what it is, and why it is critical.

What Is An Email Management?

An email is a tool used for business communication. It connects one organization to another wherever they may be. For this reason, it must be included as part of the development of a company.

Many industries are now using this system for communication purposes. They consider it as one of the most critical tools for businesses. Without it, it would be hard to send messages, especially if the recipient is in another country.

As of today, most companies now have information centers. It’s where clients can talk to a representative or send an email. They assign a group of people who will read and respond to those messages. According to statistics, 1/4 of an employee’s working day is spent on reading and replying to emails. Hence, if you receive thousands of emails, it’d take your whole day by just reading and responding to messages. Thus, you need to manage your emails.

For many people, email management refers to moving messages from a server to another area. However, it’s more than just that. Email management involves storing, classifying, and perhaps destroying existing standards and policies in handling emails. Email management requires a systematic control of electronic messages, which are sent or received by the company.

The massive volumes of emails in the inbox, sent, and trash folders may put the business at risk. Moreover, it could affect the performance of the email server. Email servers aren’t intended for storing data. Hence, you need to use email marketing management tools before it crashes. Without this service, it would be hard to meet the requirements of the government.

Email management services recover messages sent and received by workers. Moreover, it allows users to control and maintain the system. Metadata can be retrieved to enable you to manage and collect information. Email archiving is another essential feature that copies or removes messages from the server and stores them to another place.

In some cases, messages aren’t in the archives. What you can see are attachments which are replaced by links or stubs.

Email management is a part of an overall solution. Companies should have this tool to organize emails, staff, and projects.

Why Is Email Management Important?

Email list management tools can perform numerous tasks that an ordinary email server cannot do. Some of them are:

It ensures that the recipient’s email address doesn’t appear all the time. It prevents senders to send multiple copies of the same email to the same receiver.

It allows visitors to assign different mailing lists based on their interests. For instance, you can send specific clients a newsletter about an upcoming festival. Others will receive an invite to a forthcoming ski event. Some will get both invitations and newsletters. The tool saves each email address on one or more lists so you can send them campaigns that they like.

It allows users to personalize email campaigns. If you think there’s nothing more personal than writing a letter to someone, then think again. This tool can even make it more special. You can put variables, such as the subscriber’s name, in the email’s content to make it more unique.

Email campaign management tools offer opt-in and opt-out features for their customers. These apps allow their patrons to subscribe or unsubscribe from their campaign. The good thing about it is that you can add the links on your web page or in your email’s content.

Email bounce happens when you type in the wrong email address. The server will send it back to you if you misspell a word. However, if you use this service, you won’t experience such things anymore. Before you send the email, the software will check if the email addresses are correct. If there’s something wrong with the addresses, it will send you a notification. This tool will help in saving money and time since you only need to send the messages once.

An email manager monitors the efficiency of your email campaign. It tells you who has checked your email and who hasn’t. Hence, you can think of a new strategy that will improve the views of your ad.

How to Choose the Right Email Management Tool

Entrepreneurs know that the more customers see their ads, the more chances of getting new buyers. According to statistics, you must remind your prospects up to seven times if you want them to be your customers. Otherwise, they won’t consider buying products to your shop. Thus, entrepreneurs use email as part of their marketing strategy.

There are a few things you must consider before getting an email management tool. Here are some of them.

Numerous Options

Gone are the days when you only had two choices for this software. Since email became popular, companies took this advantage by creating efficient email management programs. However, it makes the selection process a bit tricky. To make things easier; you should read some reviews of email management tools. These articles will tell you what you need to know about a particular product.

Database Export and Import

One of the critical features you need to consider is the database export and import. As the name suggests, export features let you distribute email address list to prepare you to backup and conjunction purposes. Import features – on the other hand – let you bring in existing lists of subscribers.

Opt-In and Opt-Out

As mentioned earlier, these features allow the guest to subscribe or cancel a subscription. When looking for the best email management tools, make sure it has these points. Moreover, they should be available on your web page or in your campaign. That way, people can subscribe or unsubscribe whenever they want.

Verification of Email Address

It’s one of the crucial features that a reliable email contact management tool must possess. Email address verification lets receivers decide whether or not they want to subscribe. This innovation can be advantageous for senders and receivers. For senders, it will prevent their emails from turning into spam. As for the receivers, it will allow them to decide whether or not they should subscribe.

Unlimited Size

There are two types of email management products: the free version and the paid account. Free packages have limitations on the size of newsletters. Paid accounts don’t have restrictions on size. Thus, it’s best if you choose the paid ones so you can send various campaign sizes.

Customization Features

Sometimes, you want to add more to your newsletter to give it a personal touch. If you want to do this, you need to look for customization features. That way, you can add some variables to make it more special.

Removal of Bouncing Address

There are times when you receive what you just sent. If this happens, there must be something wrong with one of the email addresses. To prevent it from happening; you need to look for a bouncing email removal feature. It checks the addresses and tells you which one is invalid. With this feature, you can save more time and do other things.

These are the things you need to consider when getting a reliable tool for email management. If these features are present in your chosen app, you’ll get to manage your email campaigns without a problem.

However, if you still have doubts, then you should read some reviews of email management tools. Apart from features, and pros and cons, you’ll also know what buyers have to say about a particular package.

Unfortunately, you can’t trust all the reviews that you read. Some reviews are exclusively for marketing purposes. Hence, you need to know the source of the write-ups. That way, you’ll know whether you can trust the review or not.

However, there are websites dedicated to providing email management software reviews. CrowdReviews is one of them. With this web page, you can choose a management app that fits your needs.

Keith Moore

Keith Moore has worked with several leading Android development agencies to build customized mobile apps enabling businesses to extend the use of their services to smart phones and mobile devices.

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