How does email management work if you don’t have an IT manager?

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How does email management work if you don’t have an IT manager? Mail manager, the solution developed by Arup, explore

Poorly managed email is just as dangerous for small businesses as it is for large organizations. However, while large businesses employ teams of administrators to take control of document and email management, small businesses typically don’t and can’t afford the same luxuries.

Poor email handling can cause small businesses to lose critical data and make it difficult to find the information they need when they need it. This is a major risk in a dispute with a contractor or supplier, as companies inevitably waste time searching through historical communications to find contracts, project agreements and scope changes.

The risks of not having email management

Failure to manage email can cause small businesses to lose control over their critical data and make their information vulnerable to cyber attacks. Failure to manage emails can lead to the following consequences:

Suffering from email overload: The large amount of information shared via email means that not managing it properly can be business critical. For example, our recent research found that 91% of business leaders use email to communicate with their customers and 61% prefer it over communication tools like Skype and Slack. Respondents also revealed that email is essential for records management (87%), data visibility (86%) and quality management (84%).

Loss of data visibility: People are only getting more emails, which makes it increasingly easy to lose track of the communication. It also makes it harder to securely store emails and find the information they need when they need it.

Data loss: Failure to store data appropriately or securely makes it vulnerable to theft, leakage, or loss. Data can easily be locked in individual inboxes, which means other project members cannot access the data they need. It becomes a greater risk when people leave the company, which can see lost or deleted emails if the proper processes are not in place.

Low business productivity: Poor email management continues to take a heavy toll on businesses and their employees. Our research found that 32% of business users spend more than an hour managing their email inboxes every day. In addition, 70% believe that managing their inbox is one of the biggest productivity losses in their business.

Legal action: The loss of visibility of data makes businesses more susceptible to litigation with customers or suppliers. It also affects their ability to find the data they need to prove their dispute, such as contractual agreements and scope changes.

Security threats: Failure to manage email can make businesses vulnerable to cyber attacks and put them at risk of data loss. This increases the risk of losing revenue, market share and customers. As a result, organizations run the risk of not complying with increasingly stringent data privacy regulations, which can lead to further fines and lawsuits.

Why email management is important

Deploying a document and email management solution is essential to take control of email inboxes and make all company data easily discoverable. This means having better management of project correspondence, quickly finding project details, contracts and scope changes, and finding payments more efficiently.

In addition, a reliable email management solution helps small businesses put in place measures and processes that reduce the threat of cyber attacks, financial loss and damage to reputation. It is therefore crucial for all employees to effectively manage their email correspondence, classify emails and documents in the most suitable location and make data easily identifiable in central filing locations.

Managing big boy emails without big bucks

But you don’t have to spend big or, in fact, be a big company to reap the benefits of a powerful messaging management solution. Email management doesn’t require a six-figure investment, it can be simple to deploy, and doesn’t require any IT expertise.

For example, Mail Manager can be installed without the need for an IT manager. It’s simple to implement and quickly allows businesses of all shapes and sizes to immediately take control of their vital correspondence.

Mail Manager is specially designed to solve the email management problems that hamper small businesses. The Outlook plug-in automatically classifies documents and emails in a centralized folder accessible to all employees who need to access them.

This approach prevents the storage of critical business information in individual users’ inboxes or desktops. This means that inboxes are not cluttered with attachments and large messages, which is crucial to avoid additional data storage costs. Moreover, it also prevents the loss or deletion of critical data.

Mail Manager uses artificial intelligence (AI) to learn about users’ ranking habits and store documents and emails in the right places. It also uses AI to provide advanced data discovery, which helps any user find an attachment, document, or email in seconds.

Find out how small businesses are taking control of email management, download our resource

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