Hire Virtual Assistants For Email Management

Improve Your Inbox With an Email Management Virtual Assistant

Say goodbye to that irritating urge to check your inbox the second an email comes through. Let your Prialto virtual assistant streamline, organize, and improve your inbox with our tried and tested tactics. 

How to delegate tedious email management 

If you’re like other executives, you spend up to three hours a day on email. That’s 750 hours a year or just over 31 days. 

By outsourcing your inbox management to virtual assistants, you’ll gain up to a month in time each year. 

Think of what you could achieve in that time. You could build an app, learn to code, or close more sales. You could even spend more time with your family. 

The choice is yours. 

A managed virtual assistant service like Prialto provides an Engagement Manager who assists in developing your inbox management system and trains your assistant to operate it. 

We'll offload your inbox management, plus any other administrative tasks that are pulling you down—like calendar management, CRM management, expenses, and data entry. 

Here’s how this would look in real life: 

• New leads or inquiries come in, and your VA prioritizes the order in which you need to respond, based on your preferences. 

• Your assistant identifies promising leads in your inbox, researches them, and schedules regular follow-ups to ensure ongoing engagement. 

• Your virtual assistant can also handle your customer support tickets. Responding to all these support requests efficiently is draining for you and your team, so let a VA answer customer questions. 

How to build an email management system

The key to maintaining an organized inbox is to create solid systems. 

Building your email management system can seem like just another task on your never-ending to-do list. Fortunately, we have over 16 years of experience building these systems for executives like you. 

Here’s how to delegate your email management to a virtual assistant:  

• Work with your Engagement Manager to define your ideal inbox management system, document your preferences, and set up the necessary IT access for your assistant.

• Have your assistant review 50 emails and verify their accuracy. 

• Monitor its progress and refine your processes over time. Within 1-2 months, your assistant should be an extra set of eyes on your inbox, allowing you to focus on bigger things. 

We've found that inbox management can be a huge cognitive burden, but there isn't a one-size-fits-all solution. It may take a couple tries to find the right systems for your needs.

Here’s how your Engagement Manager could streamline your inbox system: 

• Set up mini-inboxes for client types, projects, campaigns, or topics.

• Unsubscribe you from newsletters you don’t read.

• Create filters so you don’t miss any urgent emails.

• Determine labels and categories for your emails.

• Archive old email threads.

Once these systems are in place, your EM will train your VA to follow the guidelines and keep your inbox organized. 

How to outsource email response writing  

Keeping up with responding to hundreds of emails can be overwhelming, but it’s a crucial part of managing your business. Delegating some email writing tasks allows you to concentrate more on high-value activities. 

Here’s how a managed virtual assistant can help write some of your email responses for you: 

• Assistants can use simple templates for standard requests and emails.

• They can provide answers to FAQs or keep a collection of resources ready to be sent when needed.

• Assistants can flag important messages or emails they’re not sure about for your review.

To maximize your email management virtual assistant’s support, you need to set up the right system for their success. The best way to do this is to work with a Prialto Engagement Manager who will handle the training for you. 

Begin by working with your EM to establish clear email writing guidelines: 

• Identify typical messages you receive and your usual responses. 

• Create templates for frequent email response types. 

• Provide rules on your email writing style. 

Prialto Engagement Managers take the time to understand your email writing tone and style. They then train your VA on how to write emails on your behalf.  They’ll help your VA practice filling in templates and follow guidelines by training them to write ten email responses for your review.