Did you know that an average white-collar worker probably spends a quarter of their job dealing with emails of all kinds? One study indicates that they spend 11 hours per week at least just going through emails. If only they had superior email management software and systems in place.

What is an email management system?

For business communication, email is considered the de-facto standard. It is not unheard of for information workers to spend hours creating, responding, and collaborating on projects through emails.

But is it ideal to spend too much time on emails, without compromising on organizational productivity and efficiency? This is where an email management system comes in. 

For professionals, email management software helps you organize and reply to large volumes of emails by customers and clients with an intelligent and efficient system. They also provide critical data analytics that can optimize business processes.

Benefits of email management systems

Why should you use business email analytics and email management software? Let’s take a look at the advantages:

You can manage multiple accounts

With just one interface, you can switch through multiple email accounts. This saves you the trouble of signing in and out of multiple email ids, a time-consuming process. These multiple accounts are ideally suitable for small teams that deal with sales and support services.

Get rid of spam

Make use of email management software to banish spam forever. You can formulate rules for what is spam, and the software takes care of the rest automatically.

Customize your inbox

Not everybody needs the same old default inbox user interface that comes with your email client. Email management software enables you to configure your inbox interface with the use of prioritized folders, custom signatures, ready-made templates and more. Make your email UI match your workflow for optimal results.

Email templates

You can either use ready-made email templates or create your own based on the type of customer query you face usually. Create templates for sales and support that automate the whole process and reduce time on unnecessary back and forth.

Advanced search features

Filtering and smart tagging features help you get down to specific items in your email inbox. You can search by names, email id, or even go through messages and conversations. No need to waste time finding that one reply or query.

Data security

Email management systems make use of advanced security standards to ensure that sensitive data does not fall in the wrong hands. Take advantage of two-factor authentication, encryption, and certifications like SOC 1/SSAE 16/ISAE 3402 and SOC 2.

Ticketing system

A ticketing system is essential for quickly tracking, prioritizing, and resolving issues faced by a customer. By default, the email management software tags every inbound email with a reference number that can be used to track progress quickly. Everything is organized and compiled efficiently. Save time by making sure every customer is taken care of individually with all of their interactions in one place.

Multiple account personas

You can adopt various roles with one email interface. Let’s say that you may want to reply to a customer query as a sales agent and another query as support staff. If you are a small team, this feature alone helps you project a more professional image to your customers.


Want your customers to fill out a form with invaluable data and feedback? Some free web-based email services require you to visit an external link to fill out a form. You don’t face this annoyance with dynamic form support provided by email management software. Simply increase compliance rate by not having users leave their inbox while filling out a form.

Make use of business intelligence

Want your email management solution to automatically tag emails based on subject, attached files, and message? This is a feature that makes use of business intelligence to quickly help you analyze customer or campaign feedback.

Live chat

If you and your customers are online at the same time, you can make use of live chat features to quickly communicate with each other, right from your email inbox. You don’t even have to juggle between various apps or accounts.

Which email nanagement software is best for your needs?

It is important to note that there’s no one-size-fits-all software solution for managing emails. Every company has unique business needs, so it is better to study what are the most important factors that matter to you. A business should consider its budget, staff strength, skill levels, and company size to choose which software/tool offers the best bang for the buck.

 Let’s take a look at the most popular business email management tools in the market:


As the name implies, it is time to make things sane with your email inbox. SaneBox is a great tool to organize and reduce unnecessary clutter in your inbox. 

It supports any email platform and can help in categorizing and prioritizing your inbox in a manageable way. Create custom folders and tabs, prioritize the most import emails, and more.


Want to help multiple team members take advantage of a collaborative yet unified email inbox? Hiver is the email management tool you need.

You can make teams for sales, support, and information. With Hiver, you can then assign those teams to specific groups as ‘support’ ‘sales’ and ‘info’ so that the appropriate team personnel can respond to customer queries easily. The benefit of having a team is that even if one person isn’t around, there is always someone who can keep the conversations ongoing. There’s no need to use CC and BCC lines in your emails anymore!


Not only does Front help team members stay connected with a unified inbox, but it also helps you set up unique group email addresses. That way they can individual members can be tagged in a separate thread as needed.

Another amazing feature that Front offers is that you can integrate other communication platforms with your email – social media, chat apps, SMS – so that everything is in one place.


For email analytics, timetoreply is one of the most popular tools that help you track your team members’ activities. It is a good tool to measure productivity by email workload, conversations, and internal/external responsiveness.

Use this tool to enhance team productivity by determining average email reply times over a certain period. Identify patterns and trends in emails by your team members and see how they are performing. It also generates reports that help you gain insights to improve engagement with clients.

So, there you have it. These software and tools help you enhance your email management system so that you benefit from optimal productivity and response times.


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