My name’s Paula and I’m from Beyond the Maze. I run a Virtual Assistant business here in Australia.
Today’s topic we’re going to talk about is email management.
Aside from answering calls, the next thing that a lot of business owners get us to do as virtual assistants is manage their emails.
You could be thinking, “Oh, hang on a minute! – I’m going to let people into my inbox to manage my emails??”
I can’t possibly do that.
Yes, you can.
You absolutely can do that.
And it will change your life.
What does it mean by email management?
Initially, we’ll get access to your emails. What we recommend to most of our clients is that you set us up an email address with an admin@ or info@ or reception@ or something like that, and we get a lot of those emails out of your inbox.
You can then get to that point where we may not need to be looking at your inbox anymore, so you can still use it for what you need to use it for. If there is anything private and confidential or anything in there you can go back to using your email.
But initially, if you use your email address for everything, then we’ll need to get in there and be able to clean that up for you.
Initially we would have a meeting with you and discuss where you are and what do you want us to look at. There might be emails in there that you don’t want us to address at all.
We can work out a sorting system, whether we just moved those emails into a folder and you’re getting in there and just looking at that folder, and that’s all you need to do. There might be some spam emails that are in there that you really don’t even look at anymore so we can go and unsubscribe you from all of those.
We can get in there and we can answer any questions. If there’s basic questions, maybe you might have questions around how much it costs for a visit to you, or how much is the cost for this particular service or something like that? We can answer those sorts of questions.
We can also answer things like, can I have a copy of my invoice? Can I have this report?
There are different types of things that your clients might be asking for and that is taking up your valuable time to be able to do that. Your clients can still be serviced with what they want and possibly quicker because you might be in and out of sessions with your clients, or on job sites or things like that. It’s probable that you’re not getting to your emails as quickly as you’d like to be able to get to your emails to be able to service your clients efficiently.
If a VA is looking after your emails, then we could possibly be getting back to your clients a lot faster than you could be getting back.
We can do things like following clients up. If there’s things there that haven’t been returned for a particular appointment, then we can use your email address to send an email out to your clients or send an invoice to your clients. We can do anything around that general management that’s going to help you in your day to day running of your business.
You might have, and we have plenty of clients that do have, potentially thousands of emails in their inbox. And that’s how they run their inbox so we can go in there and clean it all up.
Once you can see that clean up happening and it’s making a difference in your mind, or your brain just goes quiet. This feels so good.
It’s allowing you that space to be able to then think about other work rather than stressing about your inbox.
You’ve got a few 1000 emails in your inbox, and we might get it down to 100 or 200 or less than that, even depending on how you want your email inbox managed. We can set up your folders in your email management and put particular emails in those particular folders and as I said, we can unsubscribe as well.
So have a chat to us about how we can help you manage your inbox and to get it to a point where it’s nice and organized, and it stays that way! It doesn’t just stop once we’ve organized your inbox, it continues that we’re checking it every day or every couple of days, depending on what your requirement is from us. We’re keeping it up at that organized level that we’ve put it in, and it just feels nice.
It feels like you’re quite organized, and then you can be open for more work and to do other things.
If you’d like to talk to us about how we can manage your inbox for you, then book your obligation-free call here: https://beyondthemaze.com.au/contact/book-a-free-consultation/. We can have a chat about how a VA for a Day can help you in your business.
Read our Blog about A VA for a Day