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Effortless Email Management Excellence

Why you should hire a VA for Email Management


If you’re like most people, your inbox is a place that sometimes causes you extra stress- without you even realizing it. Hiring a Virtual Assistant for email management seems like a huge undertaking, but in reality it isn’t as big as you think it is. Having helped many clients with their inboxes, I know it seems daunting, but when you think about all the things a Virtual Assistant can do for your main messaging center, it’s obvious why you should hire one! Here we will go over all of the amazing things your Virtual Assistant can do to help your inbox be a place full of solutions, not problems.


Email Management

1) Get rid of the Spam!

Let’s just clear this up… Spam emails are the worst. Taking up so much unnecessary space and cluttering up your inbox with offers you don't care about. But you’re in luck! You’ve hired a virtual assistant who can take care of all of these for you! Your VA can go through all of these emails, delete anything that looks suspicious or inappropriate, and leave only important emails in your inbox for you to deal with. Your VA can also unsubscribe from all of these email lists to reduce the amount of spam that comes into your inbox in the future.


2) Inquiries

Your VA can respond to inquiries from new clients, vendors, or other existing clients so that nothing gets missed when you are as busy as ever. VAs can create standard responses to common questions so that when someone else emails the same question to you for the 100th time, the response is already saved in a template and ready to be sent on your behalf. This saves so much time and saves you from being frustrated by constantly answering the same questions over and over.


Inbox Management

3) Set your priorities!

When you get into your inbox, things need to be organized and prioritized in an efficient manner. Your VA can definitely tackle this task by organizing your messages into categories so you can easily find emails that you are looking for. Once your inbox is nicely organized, your VA can begin to set priorities so that urgent or unread emails don’t get lost in the shuffle. Working together, you and your VA can create a system so you know which emails need to be dealt with immediately and which emails can wait.


4) Automation

Your VA can help you set up a system of automated emails to be sent to contacts based on certain actions. Using systems like MailChimp or -my personal favorite- Flodesk, your VA can create templates and schedule emails with various sets of information depending on what you want to send to specific contacts and when you want to send it. These email campaigns have proven to be very effective in getting clients to sign up for services or to return to an abandoned online shopping cart. You’ll save time and make more money knowing these emails are being sent when they need to, without you ever having it hit ‘send’ yourself.


Unsubscribe Service

5) Unsubscribe

If you are feeling overwhelmed by the sheer amount of emails you receive in a day, don’t worry, you definitely aren’t alone. We all do it all the time… we sign up for a mailing list to get that freebie! But months, or even years later, we are still receiving emails from a list that we no longer have any interest in. This is when you have to unsubscribe. And having a VA handle this task for you is a blessing in disguise. By unsubscribing from these mailing lists, your daily volume of emails will become lower and so will your stress levels!


6) Drafting your Replies

You’ve been meaning to reply to that email for a long time but you don’t have the mental capacity to sit down and write the damn thing. So you wait. And wait. And wait. Wouldn’t it be nice if you could open your drafts and there was already a response waiting in there for your approval? Well your VA would be happy to write that draft for you so that you don’t have to put it off any longer. All you need to do is read it over and hit send.


Inbox Management

7) Follow ups

When you’re busy running your business, it’s easy to not notice when someone has ghosted you. Your VA can go through all of your unanswered emails and draft follow ups for you to send to contacts who seem to have forgotten. This can lead to more clients, more sales, and more money!


8) Email Templates

Templates are such an amazing tool to have, and you can have templates saved in your email account so you can save time using them again and again. A VA can create various templates and have them saved in your template section so when you do need to draft responses, you don’t have to spend much brain power making sure they’re consistent with the message you’re trying to send. Templates are a huge time saver, but making them can be a bit time consuming, which makes it the perfect task to outsource to your VA!


Managing your inbox doesn’t have to be as overwhelming as it seems. With a virtual assistant it can be the easiest part of your day! Having someone else help with the heavy lifting to keep things organized and properly managed will give you back so much mental capacity, you’ll be able to grow your business to places you never imagined!

Virtual Assistant YEG



-Jen Jacobs

Black Cat Virtual Assistants

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Virtual Assistant YEG
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