Email is an important tool for business communication, but it can also be a time crunch if not managed properly. Many employees find themselves buried under a mountain of emails, struggling to keep up with replies while performing other important tasks. The good news is that by getting the art of delegation right, you can streamline your email communications and reclaim valuable time in your day.
Here’s how to make a delegation work for you, ensure your inbox is under control and allows you to focus on what really matters.
Choose what to delegate
Not every email requires your direct attention. Start by identifying which emails can be forwarded. Common uses include:
Routine questions: Another member of your team or virtual assistant can easily handle all the emails asking for basic information like office hours, product descriptions, or company policies.
Scheduling: Delegate the task of scheduling meetings and appointments to an assistant. They can check your calendar, coordinate with other parties, and send confirmation letters, freeing you up to go back and forth.
Follow-up: Many emails include a conversation you’ve previously followed up on or others will be reminded of when it’s delivered. An agent can perform these actions, ensuring that nothing gets through the cracks.
Customer support: If you receive customer questions or support requests via email, consider passing these on to a dedicated customer service representative or virtual assistant who can respond quickly and professionally.
Set clear guidelines
Effective delivery requires clear instructions to ensure that the project is completed successfully and in accordance with your expectations. When outsourcing email services:
Establish a protocol: Establish a protocol for handling emails with your rep. For example, you may have ideas for customized answers, instructions for promoting certain topics, and instructions for managing important information.
Set boundaries: Define what kind of emails you want to do or what information requires your own attention. This way you continue to report without being overwhelmed.
Empower decision-making: Trust your agent to make decisions in their role. For example, when handling customer inquiries, empower them to resolve common issues without having to consult with you every time.
Use Email Management Tools
Email filters: Configure filters to automatically sort incoming emails into folders based on sender, subject line, keywords, and other criteria. This makes it easier for your reps to prioritize and manage emails more efficiently.
Shared inbox: Consider using a shared inbox for team emails, where multiple team members can receive and respond to emails.
Email templates: Create a library of email templates for generic responses. Your rep can use these templates to ensure consistency and professionalism in communication.
Communicate regularly with your rep
Even after outsourcing email tasks, regular communication with your rep is key to keeping everything running smoothly:
Daily check-in: Schedule a brief daily check-in with your rep to review any emails that need attention, discuss any challenges they may be facing, and provide feedback.
Weekly Summary: Ask your reps to provide a summary of key weekly email communications, highlighting any important issues or developments they note. This prevents you from digging through your inbox.
Make changes as needed: Be open to changing your representation plan based on feedback and experience. If you find that you handle certain emails better, or that your rep needs more guidance, make the necessary adjustments.
Train and trust your reps
Effectively delegating email communications requires trust and confidence in your representative’s abilities. Invest time in training your reps and helping them understand your communication style, preferences, and priorities. The more prepared they are, the better they can manage your emails without constantly checking them.
Conclusion
Email communication doesn’t have to be a source of stress. By effectively delegating, you can simplify your inbox, improve response times, and free up your schedule for more important tasks. Remember that delegation is a skill that takes time to master, but with the right approach, you can change your email management process and increase your productivity.
