Smarter Mail Management with Intelligent Automation Solutions

    Key takeways

    Is email one of the first things you check when you switch on your computer?

    Do you get overwhelmed by the large volume of emails you need to respond to in a short span of time?

    If you find it overwhelming to manage your email inbox, just imagine how difficult it must be for a business that has multiple interactions with several stakeholders!

    Businesses communicate with their customers, suppliers, vendors, and several other stakeholders through emails. Whether it is responding to suppliers or connecting with customers, mail management is a critical component for any business. The emails received are not just business emails but there are promotional and several other types of emails that may be relevant or irrelevant. Businesses need to ensure that they respond to each relevant email and move the irrelevant ones to the trash. They need to prioritize their emails and respond to them on time. Missing out on an important email can prove to be a costly mistake.

    Mail management is a tedious task that can deplete an organization’s time and resources. If your business is grappling with the difficulties of mail management, consider Automation!

    Automation is a vital element of an organization’s digital transformation journey. In the wake of the pandemic, most organizations have realized the importance of adopting a digital-first approach and have commenced their digital transformation journeys. Adopting intelligent automation for managing different processes enhances speed and minimizes errors.

    Automation bots can read, classify, and process thousands of text-based emails without human intervention. Technologies such as RPA (Robotic Process Automation) and AI (Artificial Intelligence) are the perfect solution for tedious mail management. They overcome the shortcomings of legacy systems and provide efficient solutions.

    When RPA works with AI, it can process both structured and unstructured data. Email management requires the manipulation of unstructured data that can be easily accomplished with intelligent automation solutions. Machine Learning, a subset of AI, facilitates intelligent decision-making as the bot learns from the processes.

    Email automation is the process of scheduling emails to be sent to individuals and multiple individuals at a specific time in the future.

    How Email Automation Works?

    A typical email automation cycle goes through the following steps:
    1. Reading the content of the incoming email.
    2. Classification of emails based on the type of content.
    3. Extracting vital parameters from the email.
    4. Performing various checks on emails.
    5. Performing follow-up action.


    How Email Automation Works
    How Email Automation Works

    RPA and AI bots automate the mail management process. AI recognizes and classifies emails for further processing. RPA bots automate email processes like performing checks on emails, follow-up actions, and more.

    While email automation streamlines processes such as email sorting, organizing, responding, and more, automation finds a special place in email marketing. Automated emails help brands provide a better customer experience by facilitating a continuous personalized communication channel.

    An understanding of automation in email marketing is important because enhancing customer experience is one of the key factors for boosting revenue. 

    The email marketing process is different from mail management and goes through the following steps

    • A user fills out the email form on your website.
    • The details of the user are added to the existing email marketing database. 
    • The email details are segmented based on the location, interests, and behavior of the audience.
    • Email campaigns are created wherein emails are scheduled based on specific rules/triggers.
    • Users receive emails based on the campaigns set.

    Processes such as scheduling, segmenting, updating user details, etc. can be automated using RPA. AI creates customized email campaigns based on the specific needs of users. 

    Why you need to Automate Email Management?

    Facilitates Growth of the Business

    For a small organization managing emails manually might be possible. But as a business grows, the volume of emails to be managed grows. Managing such high volumes of emails can slow down growth. Automated email management frees up staff so that they can focus on other tasks that require human intervention. Professionals can focus on activities related to the growth of the business instead of wasting time on mundane tasks.

    Makes a Business Scalable

    As a business grows its complexities increase. One vital business function is email management. An inefficient email management system impacts the scalability of the business. Automation helps a business scale seamlessly to meet its growing demands.

    Better Customer Experience

    Email marketing is one of the most effective ways of providing a personalized customer experience. Automation of email marketing ensures that your business meets your clients at the right place at the right time. This enhances the customer experience leading to brand loyalty thereby boosting revenue.

    Better Email Management

    Email management entails classifying, sorting mail, and sending the right kind of response at the right time. In traditional email management systems, professionals were assigned to perform these tasks. They had to scan through individual emails and meticulously identify the relevant emails and direct them to the appropriate professionals to respond. The process was time-consuming and delayed response would impact the business negatively. In automated email management, the entire process is completed in a matter of seconds without any errors. This not only saves time but also provides better outcomes.

    Why you need to Automate Email Management
    Why you need to Automate Email Management

    To enjoy the benefits of effective email automation, you will need a robust automation platform. Email automation platforms with different features are available in the market. Many businesses invest in email marketing automation to enhance the efficiency of email management. While standalone email management systems do the task, it is recommended that an organization chooses an end-to-end enterprise-level automation tool that integrates the automation of different processes in the organization. Enterprise-level automation entails a single platform that provides automation solutions for multiple processes. 

    Enterprise-level automation works as a cost-effective solution that addresses the shortcomings of different functions in the organization. It also integrates different processes seamlessly to provide better outcomes and accelerates the growth of the business.

    Automation platforms are expensive and must be selected with due diligence. It is recommended that you choose a platform that integrates with your existing framework with minimal disruptions. Another factor to be considered is the features available in the software and how your systems can benefit from them. Choosing the best enterprise-level platform can be confusing. You will need the guidance of an expert in the field to select the best software for your business.

    The team of automation consultants at Auxiliobits has the expertise in understanding and recommend the best software for your business. Our professionals work closely with your team to understand the business objectives and suggest the best automation solution for your business. We have years of experience in working with small, mid, and large-size businesses and have the expertise in suggesting automation cost-effective solutions that are customized to the needs of your business. 

    Connect with our experts now to find the perfect automation solution for your business!

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