Master Your Inbox With the Best Email Organization Tool

Mailstrom Team -

Did you know that the average user receives approximately 121 emails every day, according to Demandsage? With over 99% of users checking their inbox at least once a day, the right email organization tool is more important than ever. 

With the plethora of options available, it may seem overwhelming to choose a tool to improve email productivity. In this guide, we'll explore: 

  • The common challenges of email overload
  • The best email tool features 
  • How to find the right email inbox tool 

Ready to get started? Let's dive into the world of email inbox management. 

Common Challenges of Email Overload

Email overload is not just a hassle; it can have negative effects on many different aspects of your life. Here are just a few of the challenges faced by users who struggle with email overload. 

Wasted Time

Even if you have an established system to organize emails efficiently, the task can still be time-consuming. When you have to work your way through dozens of emails at a time, you may find yourself:

  • Skimming important messages that require attention to detail 
  • Accidentally erasing correspondence 
  • Having less time for other tasks on your agenda 
  • Searching through hundreds of threads for a specific message

Constantly receiving email alerts throughout the day can create distractions. When you see a new message notification, it may seem like it will take a few seconds to open and read. However, pulling your focus away from the task at hand and having to refocus after reading the message can take up precious minutes in your workday. 

Feelings of stress and anxiety from email overload can also contribute to wasted time. Increased stress prohibits productivity, and menial tasks may take longer as a result. 

Lower Productivity

Have you ever found yourself stuck on the same project because you are unable to find the email you need? Email overload also leads to decreased productivity. Sorting through endless threads and separate messages to find what you are looking for can cause lost momentum. 

When emails pull your focus from the task at hand, your productivity will suffer. Unparalleled focus with scheduled breaks is better than diverting your attention to incoming messages as they appear in your inbox. 

If you find yourself below your key performance metrics or missing important deadlines, the culprit may be your cluttered and overwhelmed email inbox. 

Missed Messages

Even if you think you have seen every message, there is always a chance that some emails slip through the cracks. When clicking through your unread emails, you may accidentally click the "Delete" button, sending an email into oblivion. Or, you may forget to flag a message to respond to it later, and with no reminder, it falls off your radar. 

Missed emails within your organization or team can be damaging, but when corresponding with a client or customer, failure to respond can be detrimental. Clicking past that message or accidentally deleting it can lead to:

  • Lapsed communication
  • Missed deadlines 
  • Lost clients
  • Decreased revenue 

Unnecessary Clutter 

Have you ever clicked through your inbox manually, knowing the date or sender of a message, but no other details? The search function is useless, and the lack of organization means your best hope is reviewing emails one by one to find the correct correspondence. 

A disorganized inbox filled with clutter causes chaos and decreased productivity. Think of it like a messy room: Rather than your possessions sorted into piles or buckets, everything is on the floor in one giant heap, making it overwhelming to sort through. 

Increased Stress

Does your heart speed up when you cannot find an email thread you require for a project? Do you feel anxiety creeping in when scrolling through dozens of unread emails? Stress can not only hamper productivity but also affect your mental and physical health. 

Although you may view stress as a motivator, it can have the opposite effect. The feeling of overwhelm you experience looking at a cluttered inbox may hinder you from starting projects or devoting your full attention to the task at hand. 

The Best Email Tool Features 

Once you've identified your main issues, the search begins for the best email tool to improve email productivity. But what features should you look for? What aspects are the most valuable to your work processes? 

Here are some of the most important factors in choosing a tool for email inbox management. 

Integration With Providers

You need to ensure your tool works seamlessly with your email provider. At Mailstrom, our tool operates well with major providers, such as: 

  • Microsoft Outlook
  • Gmail 
  • Yahoo! Mail
  • Verizon
  • AOL 
  • Microsoft 365

In addition, we may be able to work with other email providers. If you use a provider other than the above, try signing up for our free trial to see how the tool works within your user interface. 

User-Friendly Interface

A good email tool provides useful features, but also gives users an easy way to manage them. A cluttered or confusing user interface discourages users from taking full advantage of all that the tool has to offer. 

Fuzzy Math reports that some of the best user interface (UI) features include the following: 

  • Consistency
  • Easy navigation
  • Practicality
  • Increased user control 

Mailstrom's powerful email tool uses human intelligence, rather than artificial intelligence, to provide an interface that is streamlined and easy to use. You have total control over how you use the features, rather than the other way around. 

Advanced Sorting

Standard features such as flagging messages or creating to-dos may work for smaller inboxes. However, if you have dozens or even hundreds of emails a day that require your attention, important content can get lost in the shuffle.

Advanced sorting is a technique that allows you to sort your messages into various folders and take advantage of email filters. You'll be able to narrow down your inbox to what is really important and find messages more easily. 

Automated Processes

Although it is important to have control over your inbox, going through spam emails or promotional content can take valuable minutes, or even hours, out of your day. Automating certain processes can alleviate some of that burden and clear up your inbox.

Mailstrom's Unsubscribe feature allows you to unsubscribe from mailing lists quickly and easily. Tired of the same company newsletters or brand deals popping up every day? We can take care of that for you. 

Security and Privacy

In today's ever-evolving digital landscape, security and privacy are more important than ever. As we shift more of our processes to completely digital and take advantage of tools such as cloud technology, protecting your data becomes paramount. 

At Mailstrom, our one-click block function allows you to easily get rid of spam emails and prevent messages from coming through in the future. We also use industry-leading encryption technology to integrate with major email providers, so you don't have to worry about password leaks. 

How to Find the Right Email Inbox Tool 

With the number of email inbox management tools available, you may feel overwhelmed trying to pick the right solution. Here are some tips that can assist you in narrowing down the plethora of options at your disposal: 

Look at Online Reviews

Read about the latest innovations in email technology through leading publications, such as: 

  • CNET
  • Wired
  • The Verge
  • TechCrunch 

They often learn about new products and test them out before they launch to the general public. A review from an expert can help you determine if an email inbox tool is the right choice for your needs.

Ask People You Trust 

Ask those around you if they have found an email tool that works best for them. If you primarily use email for your job, consider asking your coworkers or those in similar positions what they use. You will likely need a tool with similar functionalities. 

Word-of-mouth reviews still hold weight in today's digitized world. Emails often carry important messages and confidential information, so a personalized recommendation from someone you trust may be better than the opinions of strangers online. 

Prioritize Needs, Wants, and Other Features

Look at your inbox and identify features that bother you or impede your productivity. Compare the main features of the inbox tools and see if they line up with what you need most in an email inbox management system. 

For instance, if you manage correspondence with many different clients, a streamlined sorting system may be at the top of your priority list. Emails from designated addresses can be dropped into different folders, so you'll never miss an important message. 

Find the Best Email Organization Tool

If you're wondering about the best email organization tool, search no further. With Mailstrom's solution, you can have an organized and streamlined inbox that enhances productivity and reduces stress. 

At Mailstrom, our ultimate goal is for you to hack your way to inbox zero. Our unique tool relies on human intelligence, rather than AI, to create a customized algorithm that works for your email needs. We have been featured in publications such as TIME, The Wall Street Journal, and The New York Times. 

Ready to get started? Contact us to learn about how our email inbox system can change the way you live and work. Start your free trial today!