We all know that emails can sometimes take over your life. You’re trying to be productive, but you keep getting interrupted. Or you think you’ll just spend five minutes checking your emails, but then you get sucked in. Before you know it, you’ve wasted hours sorting through emails. And it’s not just you, either. Everyone else in your organization is likely wasting a lot of time too. So how can you get it all under control? If you want to prevent emails from dominating not just your time but all your employees’ time too, you have to identify the main problems and find the right solutions.
Make Emails More Secure
Making sure your emails are secure is crucial. Whether you’re emailing people internally or dealing with external emails, it’s about protecting sensitive information and preventing malicious communications. You can start by ensuring you’re using the right tools for safe email use. Consider looking into email tools that use encryption to protect your messages and prevent sensitive data from getting into the wrong hands. It’s also important to ensure your employees have adequate training on cybersecurity. They should be able to recognize a scam email so that they can avoid them.
Have Clear Email Policies
Creating an email policy for your company gives your employees clear guidance on how to use email effectively. It might set out how email should be used within your organization, as well as how it shouldn’t be used. It can also include guidelines on when emails should be saved or backed up, appropriate use of emails regarding personal opinion, protecting sensitive information such as trade secrets, and more. You could provide guidelines on how and when to use email and when other types of communication might be more appropriate to help make it easier for everyone to communicate in the most effective ways.
Use Email Management Tools
The right tools can make it a lot easier to keep emails under control and prevent chaos. Email management tools will help you to organize emails as they come in, putting them in appropriate folders or deleting emails that aren’t important. You can set up different rules to automatically sort your emails and save a lot of time. It can also be useful to offer tools such as email templates, which make responding to similar emails much quicker. Using the appropriate template helps to ensure emails comply with company policy too.
Provide Advice and Training on Email Management
If your employees need help with their emails, make sure you’re providing the training and advice that they need. In addition to ensuring they have good cybersecurity training, this might mean providing training on how to use your main email application. Although many people have grown up using email, not everyone has the same level of knowledge when it comes to different applications or even the correct way to format an email for business.
Take control of email within your organization to make it easier for everyone to deal with and prevent email chaos.