10 Best Practices for Streamlining Email Management Like a Pro

Created On:
December 19, 2022
Updated On:
May 21, 2024
Email Management Best Practices

Email management best practices…wait a second…that’s my phone buzzing. 

***Another 100 new emails received!***

Ugh! Another typical work dilemma–to read, or not to read the emails, yep that is the question.

In 2023, the number of emails sent and received per day was around 319.6 billion. Imagine the number! It’s quite obvious that our email inboxes remain clogged with unread emails while we play scavenger hunt to find the important ones. 

Here are some email management best practices I follow at work to keep my inbox organized, free of clutter, and open to important messages. I have listed down the necessary tools and habits that can help you manage emails at work.

10 Email Management Best Practices at Work

[Email Management Tools]

Pause Emails Using Boomerang

Boomerang can 

  • Pause incoming emails
  • Schedule meetings
  • Write emails for you

Studies have shown that spending excess time checking inboxes can affect your mental health by causing distraction and increasing stress levels, eventually affecting your productivity. 

This is why it’s important to pause incoming emails until you’re ready to check them. You can use the Boomerang extension to manage your Gmail inbox and pause your emails anytime you want

It works on Chrome 5.0+, Safari 5.1+, Firefox 38+, Opera 15+, and Edge 39+.

Apart from the pausing feature, it can also turn the sent email into a calendar and the recipient can book an online meeting without any hustle. In addition to that, Boomerang also provides an AI-driven feature like Smartwriter to write the emails. 

Mike Kaiser, a Boomerang user says, “If you write a lot of emails, then the Boomerang extension for Gmail is your new best friend...”

Chat on Gmail Using Gmelius

Gmelius features 

  • Live chat on email
  • Shared Gmail inbox
  • Shared labels
  • Analytics
  • Automate workflow

Gmelius is a great email management tool, especially for working teams. It provides a shared Gmail inbox and labels for team members. Anybody with an email address can be a part of the shared mailbox.  

You can chat instead of sending 100s of emails back and forth to your email clients to talk about basic things. It will not only save time but also reduce chances for any miscommunication. This is where Gmelius saves the day.  

You can use Gmelius to chat with the recipient without leaving Gmail. On top of that, you can also track email traffic and analytics of what's going on inside each project and reach company goals without any miss.  

The best feature of this software is the workflow automation. You can automatically assign email conversations to your subordinates based on your agents' load, send email autoresponders, apply SLA policies, and add labels.

If you and your team spend a lot of time on Gmail, Gmelius is a software you can try out.  

Assign Emails Using Hiver 

Hiver provides 

  • Assigning features on email
  • Email tracking feature
  • Resolution status
  • Automate workflow

Running a business or even managing one is heavy on the inbox. One might receive “urgent” emails 24 hours. In such a scenario, use Hiver to assign emails to your employees or subordinates

The best part of using Hiver is that it’s convenient for both you and your employees. Once you assign emails, the assignees get real-time email assignment notifications. This feature can help your teams prioritize what’s important. 

And, you can always track the resolution status of the emails: Open (default), Pending, or Closed, and review the ongoing-work if you want to. This is the reason why customer support teams or e-commerce businesses prefer Hiver above other software.

Also, there’s a rule-based automation feature that assigns certain emails to specific team members. So, if you’re in a managing position or owner of a business, I highly recommend Hiver to manage emails at work. 

[Habits to Manage Emails]

Schedule Your Email-Reading Time

According to a recent study by Adobe, office goers spend around 3.1 hours daily reading and writing emails. On a weekly basis, the total amount of time spent on emails is 15.5 hours. 

Now, you might be receiving emails all around the clock and inboxes filled with unread messages can be quite tempting. However, if you keep checking the inbox when email notifications pop-up, it will get extremely difficult to get any work done. 

Imagine the 3 hours divided into tiny 15-minutes all through the day!

So, the first habit for better email management is scheduling email-reading time. Keep an hour or so before starting the work, after lunch, or after finishing your shift; plan as per your convenience.  

Trust me; it’s the best way to manage your time, check your emails, and still get a massive amount of work done. 

Read an Email Only Once

Rereading an email over and over again is a complete waste of time. So, you read it once, respond if you want to, file it away and then move on to the next email.

Reading an email only one may not be possible for conversations that continue in a long thread. We tend to go back to old messages before writing the new ones, and that’s okay!

Most emails that receive on a daily basis don’t end up in a long conversation. Reading an email only once is a motto for those types of emails.

Write the 1-Line Replies

Almost 50% of the emails we receive everyday are queries, meeting schedulers, responses, etc. In simpler words, most of these emails can be answered with a single line. 

Emails that can be summed into “Where & When” take only 1 minute to answer and one must answer them regularly to keep the inbox clutter free. Writing the 1-line email responses will reduce pending emails significantly. 

Delete Your Way in the Inbox

Read an email only one
Write the 1-liner replies
Delete unimportant emails

Yep, deleting emails on a daily basis is a healthy email management practice. Once you start reading emails (during the scheduled period), delete all the irrelevant emails in the inbox. 

Anything that doesn’t require writing back, delete them. Check the promotional emails and the spam folder to delete the junk. 

Don’t forget to archive old conversations.


There is a Google Chrome Extension called Gmail Auto Follow Up. As the name sounds, it automates the emailing process. Just set up a sequence of emails to send to your prospects over time and it will send the emails accordingly. It will also follow up with your clients or prospects. 

In case you’re using other ESPs or you need to send emails in bulk, try Smartlead.ai. It will help do the same things but in bulk. Also, using this software you can have several email addresses to send cold emails from. It’s highly recommended for sending networking emails and also marketing ones. 

Read "99 Email Opening Lines
to find the perfect opening for automated emails. 

Set-Up Labels, Folder & Categories

One of the best email management tips is organizing your inbox using set-up labels, folders, and categories. There are no guidelines on how to categorize the emails but it depends on you.

For example, a teacher might need multiple folders–one for assignments, one for homework, one for sending gardes, and another for personal emails. Similarly, a financer will create folders for invoices, reimbursements, and things like that. 

The goal is to prioritize, group, and sort email messages into categories. In addition to creating folders, you can also set up parent categories and subcategories to make things even systematic. 

For instance, a customer support person can have a parent category of “complaints” and then have sub-categories of “delivery” or “product-quality”, etc. 


Managing emails efficiently is very important to give your best at work. The above email management best practices have helped me streamline my emailing load. 

Follow them and you will have an organized inbox in no time. 


How do you effectively manage work emails?

You can manage work emails effectively by organizing them, scheduling an “email reading” time, and replying and deleting regularly.  

What are the three 3 basic email etiquette?

The three basic email etiquette are using a polite tone in the email, having no errors, and following the standard format. 

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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  • svsv

Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Rajnish Das

Rajnish Das is an in-house writer at SmartWriter and SmartLead. She writes product-oriented, data-driven content for B2B SaaS audiences and educates them on marketing and sales topics. Her expertise includes outbound marketing techniques like cold emailing and LinkedIn outreach.


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Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can I integrate Smartlead with other tools I'm using?

Email automation FAQs- Smartlead

Certainly, Smartlead is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

Email automation FAQs- Smartlead

What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our multi-channel infrastructure is designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

Email automation FAQs- Smartlead

Do you provide me with lead sources?

Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanized email sending patterns and ramping up the sending volume. 

5. Multi-Channel Emphasis: Smartlead places a strong emphasis on multi-channel outreach. You can reach your prospects where they are with the LinkedIn outreach feature.   With Smartlead’s cold email automation software, you're always one step ahead in your outreach efforts, enjoying the freedom to scale your initiatives and seamlessly integrate with other tools—all while maintaining a focus on maximizing the impact of your outreach.

Email automation FAQs- Smartlead

How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

Email automation FAQs- Smartlead

We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have.

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