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Outsource Your Inbox: Tips for Successful Email Delegation

Do you spend too much time managing your email inbox?

If so, you're not alone. Email can be a huge time suck, and it can be difficult to stay on top of everything. That's where email delegation comes in.

When you’re able to hand off some or all of your email management tasks to someone else, you get precious hours back into your day and have more space to focus on the important things you need to do.

Here’s an overview of email delegation and what you need to consider when outsourcing your inbox.

The Benefits of Email Delegation

There are many benefits to email delegation. It can free up your time so you can focus on more important tasks, improve your productivity and help you to achieve inbox zero.

The ultimate dream.

When you delegate your email, you can be confident that it will be handled in a timely and efficient manner. This can help you to avoid missed deadlines and other problems.

Email delegation can also help to reduce your stress levels. When you don't have to worry about managing your email, you can relax and focus on other things. This can give you a sense of peace of mind that is priceless.

Your customer service can also be improved. When you have someone else handling your email, you can be sure that your customers or clients are always getting the best possible service. This can help to improve your reputation and boost your bottom line.

If you're thinking about delegating your email, here are some tips for success.

Set clear expectations. Ensure the person you delegate your email to knows what you expect from them. This includes things like how you want your email to be handled, what kind of communication you want, and how often you want to check in.

Provide training. Give them the training they need to be successful. This may include showing them how to use your email system, how to prioritize your emails, and how to respond to your clients or customers.

Check-in regularly. It's important to check in with them regularly. This will help you ensure that everything is going smoothly and that your expectations are being met.

Choosing the Right Assistant for Email Delegation

Choosing the right assistant to delegate your email to is important. The person you choose will be responsible for managing your email, so it is important to find someone who is professional and trustworthy.

Here are some factors to consider when choosing an assistant for email delegation.

  • They should have the skills and experience necessary to manage your email effectively. This includes things like organization, communication, and problem-solving.

  • They should have a personality that is compatible with your own. This will make it easier to work together and ensure that your expectations are met.

  • They should be available when you need them. This means that they should be working during the same hours as you and should be able to respond to your emails quickly.

  • The cost of delegating your email will vary depending on the person you choose and the level of service you require. Be sure to factor in the cost when making your decision.

Setting Up Your Email for Delegation

Technical Setup for Sharing Email Access

The setup for sharing email access varies depending on the email service provider. However, some general steps are typically involved.

    1. Log in to your email account.
    2. Go to the settings or account tab.
    3. Find the section for sharing access.
    4. Enter the email address of the person you want to share access with.
    5. Click on the "Share" button.

The person you have shared access with will receive an email invitation. Once they accept the invitation, they will be able to access your email account and manage your emails on your behalf.

Establishing Expectations and Ground Rules

When communicating your expectations and ground rules, be as clear and concise as possible. Avoid jargon and technical terms that your audience may not understand.

Once you've established expectations and ground rules, be consistent in enforcing them. This will help to create a culture of accountability and respect.

Be open to feedback. As you implement your expectations and ground rules, be open to feedback from your team members. This will help you to ensure that your expectations are realistic and achievable.

Things change, so be prepared to be flexible with your expectations and ground rules. If something isn't working, don't be afraid to make changes.

Deciding How Much Email to Delegate

How much time do you have to spend on email each day? What are your top priorities? If you're feeling overwhelmed by your email, it may be a good idea to delegate some of it so you can focus on your most important tasks.

Make sure the person you're delegating to has the skills and experience to handle your email effectively. If they're not familiar with your company or your industry, they may not be able to answer questions or make decisions on your behalf.

If you receive sensitive or confidential emails, you may want to be more careful about who you delegate them to. Ensure the person you're delegating to is trustworthy and understands the need for confidentiality.

Some people are more comfortable delegating than others. If you're not sure if you're ready to delegate, start small and gradually increase the number of emails you delegate over time.

Implementing an Effective Folder and Labeling System

In order to implement an effective folder and labeling system, consider following these steps.

  1. Start by creating a list of all the different types of emails you receive. This could include things like customer inquiries, sales leads, marketing materials, and so on.

  2. Once you have a list of all the different types of emails you receive, create folders for each type. This will help you to keep your inbox organized and make it easier for your outsourced team to find the information they need.

  3. If you receive a lot of emails from the same sender, you can create a label for that sender. This will allow you to quickly find all of the emails from that sender in one place.

  4. When you receive an email, take a moment to think about what you want to do with it. Do you need to respond to it? Do you need to file it away? Do you need to delete it? Once you know what you want to do with the email, take the appropriate action.

  5. If you need to delegate an email to your outsourced team, be sure to include clear instructions on what you need them to do. This will help to ensure that your emails are handled in a timely and efficient manner.

Email Management Tasks for Your Assistant

Your assistant can help you with almost anything that comes in and goes out of your inbox. We’ll give you a few ideas next for you to think about.

Prioritizing Emails

Your assistant can use filters to sort your emails by sender, subject, or keyword. This can help you quickly find the emails that are most important to you. They can read your emails and summarize the key points. This can save you time and help you to focus on the most important information.

They can answer your emails on your behalf. This can free up your time so that you can focus on other tasks. They can escalate urgent emails to you. This ensures that you never miss an important email.

They can create reports on your email activity. This can help you to track your progress and identify areas where you can improve your email management.

Responding to Emails on Your Behalf

An assistant can use canned responses. This is a quick and easy way to respond to common emails. You can also set up templates with them. This is a more customized way to respond to emails. 

Once trust is built, your assistant can also write custom responses on your behalf. This is the most time-consuming option, but it allows you to provide the most personalized response.

Maintaining Confidentiality and Discretion

Your assistant can always sign a non-disclosure agreement (NDA). This is a legally binding document that states that the assistant will not disclose any confidential information to anyone else.

Most of the time, someone you hire to help you will already be trained on the importance of confidentiality and discretion. You can always take it a step forward by letting them know about the types of information that are considered confidential, the consequences of disclosing confidential information, and how to handle confidential information appropriately.

Putting trust in someone to monitor your inbox for you can admittedly be scary. You want to make sure you have someone on your team you feel comfortable with and trust.

You can find that at BELAY.

BELAY’s Virtual Assistant Services is the answer, and a BELAY Virtual Assistant might be the perfect match for you.

Maybe you were answering emails and posting to social media during your daughter’s dance recital last Friday night. And on Saturday morning, you were conversing with a client on chat about a new project during your son’s soccer game.

Do you even remember what you ate at your anniversary dinner or was your mind on work? How long has it been since you were truly present in your own life?

One of our resources, The Ultimate Guide to Working With A Virtual Assistant, details what successfully working with a Virtual Assistant looks like – that goes beyond email delegation.