Legal Intelligence
The Importance of E-Mail Process and Management to Business Success
By Blanca Greenstein, Esq. & Nadia Hoosien, Esq. with Greenstein & Associates
Technology has vastly evolved in today’s world, with communications primarily involving the exchange of email correspondence. With many email platforms to choose from, it is critical for a company’s business success to be able to swiftly obtain, organize, and recover email communications. While email servers allow you to search for certain communications via name, keyword, or by date, greater organization and permanence is necessary for true business success. Permanence of email communication is vital in today’s world; however, emails can easily be deleted, not only from either your inbox or outgoing mail, but also permanently from your account. Most companies conduct business via email and generally allow several, if not most employees to handle matters via email. Therefore, this notion of permanence is essential to a company’s success to manage and effectively review outgoing or incoming business communications.
In today’s market however, businesses struggle to collect, manage, and store emails in a safe and efficient way. As a result, important emails are often lost and deleted, or even worse, not given a proper response. The demands of email communication have changed, and in order to be truly successful, businesses can no longer rely on the basic email to deliver excellent customer service.
Blanca Greenstein, recognized the importance of managing and reviewing email communications within her Law Firm. Understanding the importance of email process and management to business success, Mrs. Greenstein created “INGATE”, an email management software she designed to provide email traffic control. INGATE was created to effectively meet the challenges associated with managing high volumes of email as well as to create accountability in ingoing and outgoing email communications. INGATE has the ability to link a company’s centralized email box to INGATE thereby allowing it to manage high volumes of email within a centralized platform. INGATE allows every employee or issue to have its own email station or queue, and permits email collection and classification categories to create various custom reports.
INGATE ensures permanency of email communications by permanently storing communications and allowing the company a quick view history of the precise date and time the email entered the system. INGATE enables a company to track all email communications and easily search prior email records amongst cross-users to prevent inconsistent results. In today’s affluent technological world of communication, there are limitless contacts company’s conduct business with. Rather than searching for a name in the generic “contacts” section of email platforms, INGATE provides a pre-populated email contact list to ensure that information is sent to the right people. The software even provides the ability to create pre-drafted language for reoccurring scenarios to ensure accurate and consistent responses. The importance of email process and management to business success is crucial in a world primarily corresponding via emails. Organization, management, consistency, and the ability to review employee’s email communications is one of the greatest tools a company can use to effectively measure its own success in today’s technological world.
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Disclaimer: This column is not intended to provide legal information or advice. All data and information provided on this column is for informational purposes only as well as to give general information and a general understanding of the law, and not to provide specific legal advice. By reading this column you understand that there is no attorney client relationship between you and the publisher. This column should not be used as a substitute for competent legal advice from a licensed professional attorney in your state.