Most employees spend a considerable amount of time each day reading and responding to emails. Without an email management system, your workflow system can be seriously hampered. All the benefits and convenience that email can provide can disappear completely when so much time is spent, reading, replying and managing emails. Not keeping the overload of email in your office under control would definitely hamper the productivity of your company since your workflow system would be hampered in the process. Without an email management system, efficiency as well as compliance at your work place can be hampered.
Avoid compliance compromise
One of the main reasons why every business should rely on an efficient email management system is because it helps businesses avoid any compromised compliance. If the employees receive emails with confidential details or legal documents then having a proper email management system is important. This would ensure that the emails which are important in nature would be recorded, retrievable and complete. Employees do not always document the receipt of the critical email documents. In many cases, these documents might not even be stored the right way as per the process of the company.
If the right workflow system related to emails is not followed correctly, your company’s regulatory requirements as well as compliance can be at risk. Changes to legal documents that are not saved or tracked, contracts that are received might not be documented or saved in a centralized system are only a few problems that you might face.
Employee efficiency
Another reason why a lot of businesses today rely on email management system is because it increases the employee efficiency. Without a proper workflow system designed for handling emails, your employees might be spending three to four hours each day only reading and replying or managing their emails. These employees would not be able to provide enough attention to their main duties at work since they would be spending more than necessary time on their emails. With the right email management system, they would be able to spend more time on the duties that are important and less on emails.
For every business, security is very important. Your security would always be enhanced when you implement email automation. The right email management system would offer you automated encryption along with other important security measures that would be necessary for the storage and data capture process. A central email storage, automatic destruction and retention schedule etc. would reduce any possibility of security breach for your organization.
While there are quite a lot of benefits to the organization’s workflow system, using email management system comes with a cost. Most businesses today are looking for solutions that would not be a big investment for their business. However, with the huge demand for these solutions, there are quite a lot of businesses that offer sophisticated systems which are not very expensive. When compared to the profits received due to the increase in the efficiency of the employees, this is definitely worth it.
