Why Hire Virtual Assistant Email Management Services

Even while new communications technologies emerge in our ever-evolving digital world, email remains the primary method of communication for businesses and consumers alike. While we expect email to save us time over other methods of communication like zoom meetings or phone calls, it is easy to get bogged down in emails. How many times have you sat down to begin your workday, only to get lost in your inbox, and before you know it, two hours have passed? Is this the most effective use of your time?

Quick Tips About Virtual Assistant Email Management 

More business professionals are turning to virtual assistant email management to filter, organize, prioritize, and respond to email correspondence. Whether you have a large corporation or small firm, virtual assistants can help your business manage emails so you can focus on the real work that needs to be done.

How Does Virtual Assistant Email Management Work?

Find the virtual assistant email management system that works for your business. Whether that means you need full time assistance or just a few hours of help a day, your virtual assistant will work to your business’s needs. The following are some typical tasks that a virtual email management assistant can complete:

  • Cleaning and sorting inboxes
  • Finding and verifying email addresses of customer prospects
  • Deleting old emails
  • Managing contact lists
  • Responding to emails and creating drafts for approval
  • Emailing marketing tasks
  • Setting auto-responders
  • Scheduling appointments
  • Managing calendars

From simple organizational tasks, to more comprehensive correspondence control, a virtual assistant can help you streamline the work of managing emails so that you can focus on priorities that are more critical to your business.

How to Start Email Management With a Virtual Assistant

Handing over control of your inbox may seem daunting at first. It is important that you establish communication and trust with your virtual assistant as you begin the process. We’ve broken down the following simple steps for setting expectations to tailor your virtual assistant email management services to your needs:

  1. Give Access to Email: You can give third party access to your virtual assistant email manager without sharing your personal password. You are free to revoke access at any time without changing your own password.
  2. Ensure Privacy Compliance: Be sure that your virtual assistant email management service ensures privacy compliance. If you’re a business dealing with sensitive, confidential information, you might want your virtual assistant to sign a non-disclosure agreement before gaining access to your emails.
  3. Explain Daily Tasks: Set expectations with your virtual assistant so they know which tasks you want them to handle. Do you want a simple, part time assistant who cleans and sorts your inbox? Or do you want a more comprehensive email management system that sets auto-responses, schedules appointments, and manages your calendar? Do you want them to respond to emails on their own, or create drafts for your approval? Consider the model that best supports your business and set clear expectations for your virtual assistant email management service to follow.
  4. Provide Email Templates: Use email templates to model the tone and voice appropriate to your company’s message. If your company doesn’t already have established templates, work with your virtual assistant to create some. Determining a clear vision for your virtual assistant email management system will save you time and money in the long run.

Benefits of Hiring Virtual Assistant for Email Management

We’ve covered the simple ways you can integrate virtual assistant email management services into your business model. Now let’s breakdown the benefits that email management can bring to both your business, and your peace of mind.

Become More Organized and Save Time

It’s easy to get bogged down in email correspondence, sorting through spam and sending simple responses before we get to the important stuff. The average business professional spends 2-3 hours per day just managing emails. Imagine how you could spend that extra 10-15 hours a week if you had a virtual assistant managing your inbox? Even delegating just menial tasks like arranging email folders, cleaning up spam, flagging important messages, and scheduling meetings will free up your time to focus on the important tasks that allow your business to thrive.

Schedule Email Marketing Campaigns

Virtual assistant email management services can assist you in the execution of more regular and effective email marketing campaigns. Even if you employ your own professional copywriters to create web content, virtual assistants can help you plan and schedule campaigns so that the delivery of your content is timely and effortless.

Improve Quality of Email Responses

Effective professional virtual assistants are qualified writers with grammar and email etiquette skills. While writing quality email responses can grow tedious when other work is piling up, virtual assistants will craft timely, quality responses that ultimately serve to improve overall business image and increase client satisfaction.

Save Cost

The pay and hours for your virtual assistant email management services can be tailored to fit the scope of work for your business. Virtual assistants can be paid per use, so your company doesn’t have to pay for downtime with a full-time employee.

Grow Your Business

Freeing up time means more opportunities for growth for your business. Pursue new sales prospects, improve the efficiency with which you manage current customers, and streamline communication so that you have the time and space to grow your business.


Effective organization, time management, and quality control are trademarks of a thriving business, but you don’t have to do it all on your own. Hiring virtual assistant email management services can help you keep your business on track and free up time to grow your company.

Outsource Virtual Assistant Email Management with Ansafone! Ansafone Contact Centers is an award-winning BPO provider with 50 years of world-class customer experience and brand care. We are a national call center with omnichannel services, fully equipped to help you with your business and with any special circumstances.

Please request a quote or call 800-510-0514 to learn more about how you can benefit from outsourcing a call center and how we can improve your business. We’re happy to offer insight into what your customers seek from your company’s language offerings and tailored customer solutions.

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