Inbox Overwhelm: 7 Email Management Tips for Membership Managers 

1. The goal is inbox zero

2. Unsubscribe

3. Sort and categorize your emails

4. Use auto-responder

5. Use a script database

6. Use a task tool

7. Use email management tools

Keep reading to find out exactly how to implement each of these inbox management strategies.

It’s important for membership managers to set clear and attainable goals when it comes to managing email. The ultimate goal is to achieve ‘inbox zero’. This is a state where every email in your inbox has been dealt with and your inbox is empty.

Of course, it may not be possible to achieve ‘inbox zero’ on a daily basis, so it’s important to set a realistic goal. A reasonable goal to aim for is to manage your emails and respond to all inquiries within 24-48 hours.

Next, don’t be afraid to unsubscribe.  The info@, members@ or hello@ inbox is often the dumping ground for various accounts or newsletters.  If you're not reading them when they're delivered to your inbox, you probably don’t need them.  Now is the time to clean up that inbox. Don't be afraid to use the unsubscribe links/features to minimize your inbox volume.  Keep only what is essential. 

One of the best ways to keep your inbox under control is to sort and categorize your emails. Use labels and folders to organize incoming emails so you can quickly and easily find what you’re looking for.

Create separate folders/labels for each type of email. You can have one for member inquiries, one for event information, and one for account related emails, etc. This will make it much easier for you to sift through your inbox and find the emails you need.

You can also set up filters so that certain emails automatically go into their designated folders. This will help you keep your inbox from becoming cluttered and disorganized.

Next up, set expectations.  Using the auto-responder feature is a great way to let your members know when they can expect a reply from you.  Your auto-responder message can be short and to the point. It can also contain links.  Linking to the FAQ page on your website or within your member portal is a great idea.  This way, the members may be able to answer their own questions through the resources you already have available. 

A knowledge-based reference tool is a great resource to make sure that you're communicating correctly and consistently.  This way, you can be assured that your members are receiving the right response, regardless of whether you or your virtual assistant is managing the inbox.

A script database is a reference tool that holds responses to commonly asked questions. You may already have a knowledge-based tool or app available within your current software. If not, a Google doc works well, and you can share it with your entire team.

Do not use your inbox as a to-do list.  Instead, forward the email to your task management system or delegate it to your team members. Then, move emails out of the inbox.

In Microsoft/Outlook, flagging an email as a task creates an action item in your tasks list. In Gmail, you can add tasks to your to-do list or create calendar entries. The task panel in the right sidebar will then contain the task with a link to the original email.

Finally, it’s important to utilize email management tools to help you stay organized and on top of your emails. Tools such as HelpScout can help your team manage communication. Sanebox and Boomerang can also be invaluable when it comes to staying on top of your emails and keeping your inbox organized. These tools make it easier to prioritize emails and create labels and folders to manage your inbox. 

Managing a membership manager’s email can be overwhelming, but it doesn’t have to be. By following the tips outlined in this article, you can get a handle on your inbox and take back your time.

Set a goal, unsubscribe, sort and categorize your emails, set up the auto-responder, start using a script database, and utilize email management tools. With a little bit of effort, you can get your inbox under control and start focusing on more important tasks.