The average professional gets around 121 emails every day. And they can spend up to 4 hours a day reading, writing, and managing emails. That’s half a workday! If you’re like me, you’ve got a constant stream of notifications on your phone – all from email. My promotions tab is bursting at the seams, and I’m constantly getting distracted. That’s where AI email management comes in.
Handling the mess in your inbox can be overwhelming, but AI chatbots make it easy. These tools act as your own personal assistants, keeping your emails organized and answered. First, let’s dig into the tool itself – what it offers, how to use it, and why it’s worth the investment.
What is AI email management?
So let’s say you’re running an email marketing campaign and contact a list of customers. Over the next few days, you’ve got a great open and click-through rate, and the responses start rolling in. But then again, you’ve got so many emails coming in. You’re sufficiently stressed. How are you possibly going to manage all of these?
AI email management can solve the problem.
Simply put, AI email management is a tool that uses artificial intelligence to automate and streamline the email process. With the help of machine learning algorithms and natural language processing (NLP), these tools analyze, categorize, and prioritize incoming messages based on their content, sender, and context.
Let’s go back to the campaign scenario. With an AI email manager at work, all those responses get automatically organized by intent and sender. All those spam emails or responses that don’t require an answer will get pushed to the bottom of the list. And then, your inbox will be categorized based on which customers need an answer fastest. Or it can prioritize your inbox by which customers come from the account with the most revenue at stake. So ultimately, at the end of the day, no customer is unhappy or ignored.
How can AI support your team with email management?
Whatever kind of work you do — customer support, sales, HR, marketing — AI email management can help your team be more productive.
Here are five ways that AI email management can help your team streamline processes and support more customers:
Decrease Response Time
Today, customers are looking for speedy responses across every channel. AI email management can speed up your processes to meet those high customer expectations. Remember how I said that, on average, a professional spends nearly half their day reading and answering emails? With AI’s help, you can significantly reduce the time it takes to respond to emails by keeping them organized. And, now AI can help to respond to your emails, suggesting a response for you so you can draft an answer faster.
Increase Conversion Rate
With a cluttered inbox, it’s much more likely that you’re missing lead opportunities, leaving revenue opportunities untouched. Automation tools can help you get an answer to each prospect in your inbox with a customized email and an offer that fits their specific needs. And, with AI, categorize incoming emails by the most promising leads. This way, you can identify which leads are most likely to convert so you can use your time and energy intentionally.
Personalize Your Responses
Consumers are 80% more likely to buy from a company that offers a personalized experience. And up to 72% of customers will only respond to tailored messages. There’s already so much noise to compete with within an email inbox that the more you can offer an individualized experience, the better.
With AI, it’s much easier to send personalized responses. Classify email responses with tags of your choosing. Then, automation will tag incoming emails with “interested,” “not interested,” or “unsubscribe.” This way, you can prioritize the emails you need to answer and draft individual thoughtful messages to those. Automation can also pull up customer history and context from past interactions, giving you a complete picture of the customer you’re answering so you can add personalized detail to each message.
Automate Your Work
Capacity’s enterprise AI chatbot can help:
- Answer FAQs anytime, anywhere
- Find relevant documents within seconds
- Give surveys and collect feedback
Improve Accuracy
An AI chatbot can’t replace the human touch of an employee. But, AI email management can reduce the possibility of human error. Using natural language processing (NLP) algorithms, AI-powered email management tools can sometimes understand the context of messages better than humans and provide more accurate responses faster. AI can search your extensive internal knowledge base and product documentation, providing accurate answers to customer questions within seconds — taking on a task that could take a human agent an hour to do.
Reduce Costs
Every organization is looking for ways to cut costs. With AI email management, you can cut labor costs and allocate employee effort toward the work that actually makes you revenue. Automate mundane, time-wasting tasks that come with managing emails. No need to sift through your inbox, reading each subject line or message to determine whether you have to answer it, can delete it, or should archive it for later. With AI email management, save loads of money by freeing up your team to spend their time on more valuable work. With AI email management, increase productivity levels across the organization.
Want to experience the power of automation firsthand? Try Capacity for free today, or request a personalized demo!
