Email management is one of the most requested tasks at Zirtual with most clients needing at least a basic level of support.
That’s because email remains the most popular form of business communication, over chat, phone or text. So, it’s not hard to believe that the average person spends 4.1 hours per day checking their inbox.
Spend that time more effectively by delegating your email management to a Zirtual virtual assistant! Our VA’s have years of experience with inbox management, and are trained to work with you to organize your inbox in a way that works best for your needs.
And, since all Zirtual plans include the option of using branded email, you can set up your virtual assistant with an email for your company so there’s no confusion in communications to your contacts and clients. Whether your goal is better responsiveness, or inbox zero, we can help.
There are dozens of tasks your Zirtual assistant can support you with when it comes to email management services. Your virtual assistant can:
Set up alerts, rules, and filters to suit your needs and preferences
Clean up and sort, archive or delete old emails clogging up your inbox
Manage and update your contact lists
Unsubscribe you from unwanted email lists
Send introductory emails to new clients
Manage your auto-responder when you are out of the office
Respond to requests for meetings, set them up, and add them to your calendar
Every inbox needs a management system. It doesn’t matter what industry you’re in or what level, whether you get 50 emails per day or 200 - if your goal is to spend less time on email, organization is a must.
At Zirtual we have come up with our own system that we like to call Hacking Your Inbox which is highly customizable depending on your needs and preferences. If you already have a well-established system, your virtual assistant will integrate into your system and discuss what is working and what isn’t to suggest what improvements can be made.
Whatever system you use, there are dozens of ways your virtual assistant can improve your email productivity and save you time, here are a few we suggest:
Half of the time that gets sucked up by email is the opening and reading part. And way too often, you discover the email was not important only after you wasted your precious time reading it.
By having your Zirtual assistant read through and sort your email, you’ll only see the messages that have important information, are urgent, need a response from you, or require action.
How can you be more responsive to emails without taking up a single second of your time? Have your virtual assistant do it for you!
You and your virtual assistant can discuss which types of email will usually be a certain type of reply, and which contacts are the most important to respond to quickly.
Then you can have a “template” response for different types of email that your Zirtual assistant can send without you having to do a thing.
For example, if you often get requests for more information on how a certain product works, your assistant will know to send the stock response.
Often times, an email will include some sort of action item that should go on your to-do list. And so you don’t forget it, or the details in the email, it sits in your inbox for weeks.
The problem is, you’ll probably reread that email 2 or 3 times to remember why you are keeping it, which further wastes your time. Instead, let your virtual assistant turn that email into a task with all of the important info included (due dates, who’s involved, links to documents or spreadsheets, etc.).
Our Zirtual assistants are familiar with many task management systems such as Evernote, Asana, Basecamp, and Wrike.
Zirtual has simplified my life. Just recently I've had help with getting a visa for Russia, talking to real-estate brokers, booking hotels, researching SXSW events and even getting my shoes resoled.
My VA is the guardian of my most important asset, my time, and has helped me save hundreds of hours that now go into my business. You need to get your head checked if you don't get a VA.
I've just had two of the most productive weeks I've had in years. Ben was perfectly matched to my temperament, and has been taking all the backlogged work off my plate and finishing it. I'm really impressed.