Ever feel like you’re the one being controlled by your inbox, rather than the other way around? If you’re ready to conquer your email management issues, this article is for you.
The average person spends 28% of their workweek checking their email inbox. You need to make sure that time is time well spent. Luckily, there are tools that can help. In particular, email management software. These tools and software will help you get your inbox under control and start making your email accounts work for you.
In this article, I’m going to show you what email management software is, then walk you through some of the best email management software on the market right now.
By the end, you’ll have a list of new tools to go and try. Let’s jump straight into the article.
What is Email Management Software?
Email Management software helps you and your team organize your email inboxes to help you keep on top of incoming messages from your team, customers, and other stakeholders.
Email management software adds a layer of functionality not readily available in your default inbox. Depending on the software you choose, you’ll find features that help with areas such as:
- Employee productivity
- Customer relationship management and support
- Sales and marketing
In the next section, I’ll walk you through some of our favorite email management tools and software.
Best Email Management Software for 2021
Email Management Software for Productivity
Best for: Improving Email Productivity
Pricing: Free trial available, plans start $15/month
If productivity is your goal on an individual and company-wide level, Timetoreply is for you. Our platform lets you measure and optimize how well you respond to new emails. You can view reports on an individual mailbox basis, or track productivity across your team, whether you’re in the office or working remotely.
You’ll have actionable email data on reply times, customer engagement rates, as well as email volume. Timetoreply will help you and your team’s email productivity increase as you have the information to make smarter decisions when managing your inbox.
Best for: Managing multiple inboxes
Pricing: Free plan, or starts from $99/year
If you find yourself jumping between inboxes, Shift is for you. Shift works as a desktop application, and you integrate it with all of your inboxes.
Once you’ve done that, you can easily jump between inboxes in a single click. No more repetitive logging-out and logging-in every time you need to check a different inbox. You can add a direct view to your calendar and Google Drive accounts so you can easily find files, and add assets into your emails instantly.
Best for: Personal email productivity within Gmail
Pricing: Gmail users
If you live inside Gmail and don’t want to leave, then Boomerang is a great app for you. It’s simple but effective. Boomerang has several attractive features. There’s a built-in sending scheduler so you can decide when you want emails to be sent, as well as follow-up reminders so you can always keep track of who you should be emailing.
It has an AI assistant that provides feedback on your email copy, and even an interruption blocker that only allows emails to arrive at certain times of the day, so you don’t need to worry about checking your inbox every 10 minutes.
Boomerang is a relatively lightweight tool compared to some of the others in this article but will help you manage your inbox in a more sustainable and productive manner.
Best for: Individual email management
Superhuman is an email app making waves in Silicon Valley. It’s a pricey but powerful email management tool. The team behind it have made it blazingly fast, and it’s packed with shortcuts to help you fly through your inbox.
It also comes with features such as Undo Send, AI-based email triage, read statuses, and follow-up reminders. If email is a crucial channel for managing relationships with colleagues, investors, customers, or personal relationships, then it’s worth trying Superhuman.
Email Management Software for Customer Support
Best for: Team collaboration
Pricing: Starts at $9/month
If email collaboration is vital in your company, then Front is a great option. Your team will be able to access and collaborate with shared inboxes, so managing responses to customers and sales leads will be transparent and easy.
As well as that, it includes features like internal comments on emails, reminders, and powerful automation like mail merge, templates, and shortcuts.
Best for: Team collaboration within Gmail
Pricing: Starts at $7/month
Hiver is a shared inbox and collaboration tool designed to work within Gmail.
You can create shared inboxes for departmental or catchall email addresses, delegate emails, and to-dos to your team, as well as see notifications if one of your team is replying to an email you were about to reply to. If you’re already a G Suite customer, then Hiver will be a great email tool for your team.
Best for: Robust customer support
Pricing: Starts at $9/month
Groove is an email management tool for customer support. It comes packed with features to help you deliver a great customer experience, including shared team inboxes, the ability to create a knowledge base, and even live chat.
You can bring all of your company conversations from email, phone, and even social media into Groove. It’s a great option if you’re looking to scale your customer support function.
Email Management Software for Sales and Marketing
Best for: Sales teams
Pricing: Starts at $12/month
Yesware is an email management software designed specifically for sales teams. Once you install Yesware, you’ll be able to see how recipients engage with your sales emails, including how they interact with links and attachments.
If you want to build relationships with sales leads, it’s a great way to gather additional insights into their buying journey. You’ll also have access to personal and team email analytics to see how well your sales campaigns are performing, right down to how effective subject lines are, and how engaged individual recipients are.
Best for: Automated marketing campaigns
Pricing: Starts at $9/month
If email nurturing is key to your marketing team, then Campaign Monitor is a solid option. You can create professional emails using a drag and drop email builder, then have them trigger and send at the best times to drive conversions.
It’s not going to be a replacement for a personal inbox, but if you have a growing email list and want to turn those subscribers into customers, Campaign Monitor is ideal.
Email Management Software for Hosting Your Email Accounts
1. Zoho Mail
Best for: Email hosting
Pricing: Starts at €1/month
Zoho Mail is email management software that’s perfect if you need one platform to manage everything from hosting to sending your emails. Zoho Mail provides a secure, encrypted, and ad-free email service and has a range of affordable plans.
If you’re in the market for email hosting, it’s a great option. Zoho Mail will also integrate well with other Zoho products, so it’s perfect if you’re already using their CRM or customer support suite.
Best for: Tried and tested email management software
Pricing: Free, or paid with Office 365 for $69.99/year
Microsoft Outlook is one of the original email management tools. It’s a tried and true collection of tools to help you get on top of your inbox and manage conversations.
As well as email, it includes a calendar so you can easily schedule and review events. While there isn’t anything particularly flashy or new about Microsoft Outlook, you can be sure that it’s going to be a reliable piece of kit for your email needs.
As Outlook has such a large market share, most new email management tools like Timetoreply will integrate seamlessly with Outlook so you can get the best of multiple tools.
Best for: Gmail users needing Gmail for business uses
Pricing: Starts at $6/month
If you’re a fan of Gmail and want to use it for business, consider upgrading to G Suite. You’ll be able to host your company email accounts in Gmail and won’t need to learn the ins and outs of a new email management system like Zoho Mail.
Some of the paid Gmail features include 2x the amount of storage, no ads, access to support, as well as unlimited group email addresses so you can set up email addresses for every department.
As you would expect, you’ll have access to your company emails in your Gmail app, so it’s a great option if you’re already in the Google ecosystem.
Wrapping It All Up…
Once you take control of your inbox, your email can become a powerful tool. Until then, it can be a messy source of distraction and anxiety. The email management tools and software we’ve included here are all great options that will help you do different things, but the end goal is always the same.
Make your email work for you. Depending on your exact needs and workflow, the utility of these tools will vary, but all of them are worth reviewing to see if they will fit your use case.
If you’re ready to start improving your email productivity, start your free trial of Timetoreply today.