How to Manage Corporate Email the Right Way: The Ultimate Guide

Posted by Viola Eva on August 26, 2020

How to manage corporate email
Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on August 26, 2020

Approximately 74 trillion emails are sent every year from personal and corporate accounts. Considering the sheer volume of messages, it is vital to manage corporate email the right way, so your company doesn’t get smothered by correspondence.

In this article, we are going to provide you with information on two crucial subjects regarding email management:

  1. Choosing an enterprise email service provider
  2. Selecting an email client

Each business is different, which is why we will feature the best options available to you on the market today. You can read our short analysis and make an informed decision. Additionally, we are going to explain in detail the benefits you can reap for your company when you’re using an adequate email client.

Find the Best Enterprise Email Service Provider to Manage Corporate Email

Corporate emails are the core of business communication, and discovering the best enterprise email service provider can change the way you conduct business. However, finding the right email service provider is not an easy task. There are many picks on the market, and all of them offer similar features. That’s the reason we decided to inform you about the top two options for email providers in the business community.

The first one is the front-runner that has dominated the enterprise corporate email scene since it was introduced, and that’s Google’s G Suite. It was developed as an answer to the famous Microsoft’s Outlook, our second pick, and the G Suite delivered on almost every front. 

There are three price packages that you as a company owner can choose from to manage corporate email, and the basic one begins at $5 per month. You will get full integration with the most-used business tools, complete import of your other inboxes, large storage in the Google Drive with the incredibly useful Google Docs, and 24/7 support, to mention a few of the positives. G Suite undeniably provides an excellent service as a good email for businesses.

Our second top choice for a corporate email service provider is Microsoft’s Outlook. The best Outlook feature is the attachment size limitation, which goes up to 50MB. Furthermore, the size of the inbox storage space is 1TB, and like G Suite, it offers integration with all your other email accounts. The interface is simple and clean, which makes it very easy for users. One more useful feature companies like are the app-based integrations. 

The price is set at $6.99 per month.

Additionally, if you’re searching for more options for an email service provider, you can take a look at:

  1. Yahoo Mail
  2. AOL Mail
  3. GMX
  4. Zoho Mail
  5. iCloud
  6. ProtonMail

Manage corporate email with the right email service provider

Manage Corporate Email With the Right Email Client

Even a small investment in the right corporate email service can be a game changer for a start-up or an evolved business that requires better email management. The goal is to make the process simpler, faster, and more efficient, while at the same time eliminating the room for error.

Building a fruitful relationship with your clients and customers requires trust and timeliness. In any industry, a quick reply and the proper attention from your provider is appreciated above everything else when you’re a buyer. This is where the email client comes in to help you manage corporate email in the best possible way.

The unified inbox feature gives you a preview of all corporate emails you receive in your enterprise email inbox. For example, an email client that features a unified inbox with color indicators will provide you with an option to see which email comes from what corporate email account. This feature can single-handedly keep your inbox neat and organized, which will save your valuable time for more important daily tasks.

If your customers are happy with your service, the possibility for acquiring more grows exponentially, and, as we said at the beginning of this section, quickly responding to their emails will make that happen. Nobody wants a slow reply, and emails are not an exception to that rule. According to DMA Insight, 99 percent of people using an email service check it daily, some even 70 times a day, especially if they’re waiting for a response.

Another feature any corporate email service should have that might come in handy is the snooze button. Yes, there is a snooze button for email. The snooze button is a de-facto representation of the “I’ll come back to it later” approach, but with a handy twist. 

This means that you can click on any email and snooze it for later, which will relocate the email into a snooze folder (not visible in the email client). Then, at a time specified by you, the same email will come back to your inbox, and you’ll be reminded that you have to work on it. This feature allows you to focus on the urgent emails in your inbox.

Other helpful productivity features an email client can provide for your business are:

  • Contact Manager
  • Drag & Drop of Attachments
  • Degoo
  • Attachment Search
  • Followup.cc
  • UnrollMe
  • Avatar Search
  • LinkedIn Lookup feature
  • Tagging Feature

In a 2011 study from Stanford University called “E-Mail as a Source and Symbol of Stress,” it was found that the email inbox itself has become a symbol of anxiety and overload.

As a business owner, the last thing you would want is your employees dreading management of corporate email. Furthermore, stressed people also tend to underperform at their jobs. The best approach would include making the work easier, more flexible, and faster for your team, and a well-organized inbox can help in that mission.

Find the best email client for your company

Best Corporate Email Services for Enterprise Email Management 

In this short analysis, we are going to focus on the three top-notch choices for email clients today, excluding G Suite and Outlook, as we already discussed them above in the email provider section. Our picks are Airmail, Mozilla Thunderbird, and Mailbird.

Airmail

Airmail is a Mac email client, and it’s famous for being quick and responsive, which explains why it’s advertised as a “lightning-fast email client for Mac.” The other aspect Airmail is renowned for is the design of the interface and the polished, beautiful look of the dashboard. Some of the excellent features of this email client are Markdown support for composing, an HTML side-by-side interface for writing corporate emails, the task-based inbox approach, and app integration, to mention a few.

Thunderbird

Mozilla Thunderbird is an easy email client to set up, and like all of the other Windows-based email clients, it supports an unlimited number of corporate email accounts. It’s a desktop service that allows you to keep a backup of all your emails and helps you with the management of your calls, meetings, and other appointments with its support for multiple calendars. However, some of Thunderbird’s key features rely on third-party extensions, and the interface is not very user-friendly in the beginning.

Mailbird

Mailbird is also a Windows-based email client that supports an unlimited number of email accounts with a thoughtfully designed interface that allows for easy navigation and intuitive understanding for beginners.

Apart from the original productivity features that come with the email client, like a Contact Manager, Followup.cc, Attachment Search, and others, Mailbird offers full integration with almost all popular business and productivity apps, from Slack to Asana.

The list of features integrated into Mailbird is extensive because, as we said in the beginning, every company needs something slightly different. Some of the perks of using Mailbird are also the wide range of customization options and the multi-language support (17 languages), which are available to every user.

Get Mailbird, the Best Email Client for Business

Try Mailbird for Free

Keeping Up with Updates in Enterprise Email Solutions 

As your company grows, the technology you’re using has to grow with you. Otherwise, you might encounter unnecessary difficulties and technical problems that can damage your business. In the words of Microsoft: “Enterprise email accounts ensure that your email service becomes an extension of your communication strategy.” Besides, if you’re using an email service client, you want one that can keep up with you, along with OS and Windows updates.

In order for the email client to help you manage corporate email effectively, it should be committed to the continuous upgrading and updating of its features and integrations. The app integration module is a necessary option for an email client that strives to be one of the best enterprise email solutions in the industry. A proficient email client would be fully integrated with the productivity apps your employees are using, like Asana, Slack, Moo.do, Todoist, Whereby, Degoo, Google Apps, and others.

Productivity apps are an integral part of any modern business community, and the email integration option will make everyone in your company more dynamic. Motivating people to stay connected or to respond to tasks faster is another smart way of boosting the overall efficiency of your staff.

Integration with productivity apps and the features of the corporate email account itself are what defines how good an email client is and how beneficial it will be to you as a business owner. What your company needs is full integration and syncing between the email accounts and other business tools, so your employees can focus on the tasks at hand.

Wrap Up

In the U.S., more than 85 percent of adults send or read emails, and this data can give you a pretty good picture of how essential corporate emails are. That is why it is important to know how to properly manage corporate email.

Also, finding a high-quality email client that can help you manage your enterprise’s corporate emails the right way should be at the top of your list. Not only will it make the lives of your employees easier, but it will also have a good impact on your company’s overall performance.

How do I manage my company email?

Managing company email can be a tedious task. On average, people spend more than one-quarter of their work day reading and answering emails. Here are some tips that will help you manage your inbox better:
1. Don’t leave your email app open all day. Instead, set aside time every day to read and respond to emails.
2. Take action immediately. Instead of delaying your reply, pursue immediate action to help keep your inbox under control.
3. Organize your inbox with labels, folders, and categories.
4. Unsubscribe from promotional emails to reduce the time you spend reading.
Also, you can get an email client such as Mailbird that will do all of this for you. Mailbird comes with many advanced features that will help you organize your inbox, promptly respond to emails, and reduce by half the time you spend checking emails. 

How do I manage a high email volume?

It is possible to manage and even prevent email overload at work. Here is how you can do it.
1. Start filtering your inbox. This will allow you to prioritize which messages need a response straight away, which can wait, and which emails require no response at all.
2. Stop constantly checking emails and responding to them right away. This will lower your productivity since you’ll be switching from one task to another. Instead, set aside some time every day just for checking your email.
3. Set certain boundaries and expectations. Responding to emails promptly is desirable. However, your clients and colleagues should know that you are not obliged to respond to their emails right away or outside of office hours.
4. Using an email client, such as Mailbird, will transform your emailing experience. These tools come with advanced features that will keep your inbox organized (even if you have multiple accounts) and cut the time you spend reading emails in half.

How do I use Outlook professionally?

Here are some tips that will help you make the most of Outlook and maximize your efficiency in the workplace.
1. Organize your emails into folders and categories so it is easier to navigate the inbox.
2. Use Outlook’s “Recall” or email unsend feature when you accidentally send a wrong email.
3. Tidy up your inbox with the “Clean Up” button, which will remove messages that are replicated later on in an email thread.
4. Create email templates for common responses to save some time.
5. Schedule emails for future delivery when you need your messages to rise to the top of your recipient’s inbox first thing in the morning.
6. Use the Outlook calendar to organize your time effectively and make your day-to-day tasks more efficient.

How do I organize my work email folders?

Don’t you just hate it when your inbox gets messy? Here are a few tips that will help you keep your email folders organized.
1. Unsubscribe from all unwanted and junk emails.
2. Using folders is recommended, but don’t make your folder structures too complex.
3. Use the email client’s search capabilities to quickly find what you’re looking for.
4. Adopt the five-sentence rule when responding to emails. Responses that contain less than five sentences are rude. However, responses that contain more than five sentences are a waste of time.
5. Open an email only when you plan to reply to it or archive it. Opening emails and taking no action is a waste of time.
6.Create email templates for common responses to save some time.
7. Use labels and filters to skyrocket your email productivity.


Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on August 26, 2020

RELATED ARTICLES

Get our new blog posts send right to
your inbox and become an email expert

Subscribe to the Mailbird Blog below

Subscribe now
SaveSave

SaveSave