Overview with tools, software, best practices and alternatives
What are E-mail Management Tools?
An e-mail management tool is a kind of a management tool that utilizes e-mails. E-mails are sent to the members of the team in order to update them about the status and progress of the team or the project itself. The e-mail contains information about the team’s achievements and problems, along with its plans, strategies, and actions.
Who uses E-mail Management Tools?
Various kinds of teams can use e-mail management tools. Business teams utilize the tool in order to disseminate information about the business. Healthcare teams can also use e-mail management tools to interpret and analyze a patient’s case. Journalists can also use such tools to communicate topics to other writing staffs or to the editor-in-chief.
Why do Teams use E-mail Management Tools?
Teams use e-mail management tools for the following reasons.
Communication is the key in every team. Without it, a team will not succeed. E-mail management tools allow team members to inform and update their teammates about the status or progress of the group or the project itself. Also, team members can also inform other members of the team about their accomplishments and problems. This way, the team will be able to function smoothly.
Another reason why teams use e-mail management tools is data integrity. E-mails can be sent to the team on the regular basis, updating the team on the standing and development of the group or the project. Since e-mails can be sent on a regular basis, the team will be able to compare and validate previous and current data from previous reports.
How to use E-mail Management Tools / Ways to use E-mail Management Tools
E-mail management tools offer important and pertinent information about the performance, activities, standing, and development of the team, the project, and the team’s connections.
Generally, tools that utilize e-mail need a stable internet connection, so the team should have access to the internet. This allows them to send and receive information and updates to and from other members of the team, allowing them to be aware of the status and progress of the team and the project.
E-mail management tools are available online and can be downloaded to the computer or mobile phone. With the rise of the modern technology, people can obtain helpful tools in smart phones via Windows, App Store, and Play Store, allowing people to do things more easily and more conveniently.
Advantages of using E-mail Management Tools
The use of e-mail management tools is highly helpful to the team and the business for the following reasons.
Communication is the first advantage of e-mail management tools. With such innovation, team members and leaders will be able to exchange communication online regardless of different time zones and locations, which implies that virtual teams will be able to benefit from these e-mail tools. Additionally, e-mail management tools will help team members to become informed and updated on the status and development of the team and the project.
Another advantage of e-mail management tools is simplification of work. Managing a team and a task offline can be executed offline, but technological revolution has become a great help to an individual, group, or organization. Management of tasks online can make things a lot easier and faster, thus, boosting the team’s productivity.
Disadvantages of using E-mail Management Tools
While e-mail management tools can help the team in several ways, there are also some instances in which it can put negative impact to the business team.
The use of e-mails requires every member to have an e-mail account. This implies that those members with no e-mail account will not be able to take part in this management approach. In addition, this may put a challenge to people who are not inclined in using technological tools, like e-mails or smart devices. Thus, not all people will be able to utilize e-mail management tools. However, proper training gives them a chance to adapt with the modern management approach.
Another disadvantage of using e-mail management tools is the reliance to stable internet connection. While it is a fact that team members will be able to send and receive information and updates to and from other teammates, this action will not be possible if the internet access is poor or absent. To cope with this disadvantage, the team should have an available contact to the internet service provider.
Best Practices for using E-mail Management Tools
The use of e-mail management tools in business helps team members and leaders to be fully informed, updated, and aware of the standing and development of the team and the project itself.
In utilizing e-mail management tools, it is best to include all contact details of the team members and affiliates in the contact list of the tool. This helps team members to easily enter the e-mail addresses of the recipients in the recipient slot when they make the e-mail. It would be time-consuming if the e-mail addresses of the recipients are entered one by one.
Another practice for using e-mail management tools is the use of default reply messages. This enables team members to be aware that a particular recipient does not have current access to his e-mail account, which in turn allows the sender to contact that recipient through other means, such as phone or other messaging or chat applications.
Since e-mails are vital components of team management, teams should ensure that data in the e-mail is complete, accurate, fresh, and organized. These elements will help team members become highly updated on the status and progress of the team and the project, allowing them to effectively plan, strategize, and implement actions.
E-mails should also be dated accordingly, as these messages can be used as references by the team in the future if there is a need to compare or clarify information. Undated e-mails can be time-consuming for the team, since they may utilize some time in searching for a specific or lost e-mail.
Why Teamreporter is a great E-mail Management Tool
Teamreporter is an application that utilizes scheduled report mails instead of status meetings or conferences. The application can be used by small groups with less than four members and signing up just takes up to less than a minute.
With Teamreporter’s highly automated and user-friendly system, team members will be able to send e-mails to team members or affiliates easily and swiftly. The application will send them e-mail notifications, which asks them to send pertinent information, such as their achievements, status, progress, and issues. Based on their replies, Teamreporter will send members a data summary the following day.
Teamreporter application is also flexible, allowing teams and affiliates to use it without an impact to their work flow or work environment. They can modify the application’s questions as well as the schedule of the report e-mails. In addition, users can also change the list of e-mail recipients, as well as the list of those who need to send e-mail reports. Moreover, the team can use the application with other existing applications, along with other mailing applications or web browsers.
Using Teamreporter is also beneficial to team leaders, as the application can give them a complete oversight of the team’s activities, status, and progress. In addition, Teamreporter also helps team leaders identify team members who perform well, along with those who need further assistance. Also, the application’s information helps team leaders when they write their reports or training modules.
Alternatives to E-mail Management Tools
E-mail management tools are efficient in information dissemination in teams; however, business teams can also take into account some alternatives that the team can use or do when doing reports.
Since sending and receiving e-mails require a stable internet connection, team members can also utilize paper-based reports in sending information and updates to team members and affiliates. Paper-based reports do not require internet access and are not affected by viruses or hacking mechanisms. However, they can be easily damaged or lost in case of fire or rain.
Another alternative teams can consider is the use of messaging applications. Some applications are available and downloadable online or from Play Store, App Store, and Windows. While some applications can only be used online, other applications can be used without internet connection. Thus, team members and affiliates will be able to send and receive information offline, though they are in different places or time zones.
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Teamreporter is free for small teams (up to 4 members)