Sue Tetzlaff is the co-founder of Capstone Leadership Solutions and a 13-year health executive. She came to InboxDone to hire assistants to help her get on top of her inbox. Now she knows that nothing important is being missed, emails are being attended to even without her input, and she doesn’t have the ‘inbox stress’ […]| InboxDone.com
Matt Morrow is the President and CEO at Springfield Area Chamber of Commerce. He used to work with in-person executive assistants, but switched to two virtual executive assistants provided by InboxDone.com. His assistants manage his email, dealing with thousands of messages, and help to organize his very busy calendar. Matt was also impressed by how […]| InboxDone.com
Ian Harris is the director of Agency Hackers, a community for people who own marketing agencies, and runs in-person conferences held all over the world. I had thousands and thousands of things in my inbox and I had no way of knowing what was important and what wasn’t. This was Ian’s life before he made […] The post Ian Harris, Director of Agency Hackers, Lets His InboxDone Assistants Reply To His Emails appeared first on InboxDone.com.| InboxDone.com
Mike Cohen is an executive at a bitcoin mining and datacenter company with facilities in Canada and South America, and partners in Asia. Mike felt overwhelmed by the amount of emails and tasks that piled up. Even urgent things were being missed, resulting in a constant feeling of stress. Tasks that were critical today were […] The post Mike Cohen, Bitcoin Mining Company Executive, Shares How InboxDone Assistants Changed His Life appeared first on InboxDone.com.| InboxDone.com
Struggling to manage endless emails as a virtual assistant? Here’s how you can save time, stay organized, and improve client satisfaction with proven email strategies. Key Problem: VAs spend up to 28% of their week on email, juggling multiple inboxes and high volumes. Solution Highlights: Inbox Zero: Process emails immediately to reduce clutter and save […] The post Email Management Tips to Save Time for Virtual Assistants appeared first on InboxDone.com.| InboxDone.com
Managing documents is a daily task for virtual assistants, but the right tools can make it faster, more secure, and easier to collaborate. This guide explores the best tools for file storage, editing, and workflow automation, along with tips for improving document security and organization. Here’s a quick overview: File Storage: Tools like Google Drive […] The post Top Tools Virtual Assistants Use for Document Management appeared first on InboxDone.com.| InboxDone.com
Transactional emails can boost customer retention by delivering timely, relevant messages that build trust, reduce churn, and drive engagement. These emails are triggered by specific customer actions and often outperform marketing emails, with 8x more opens and 6x more revenue. Here’s a quick summary of 10 examples that can strengthen customer loyalty: Order Confirmations: Reassure […] The post 10 Transactional Email Examples for Customer Retention appeared first on InboxDone.com.| InboxDone.com
Want to earn more? Salary negotiation emails can help you secure up to $5,000 more annually on average. Yet, only 55% of employees negotiate their offers, leaving money on the table. This guide provides 10 ready-to-use email templates for various scenarios, from job offers to promotions, backed by clear strategies and real-world examples. Key Takeaways: […] The post 10 Salary Negotiation Email Templates for Professionals appeared first on InboxDone.com.| InboxDone.com
AI tools can save you time and improve your follow-up emails by automating tasks like scheduling, personalizing content, and analyzing recipient behavior. Here’s a quick overview of the best options: Attention: Ideal for sales teams, it uses call data to craft personalized emails and optimize timing. Mailchimp: Great for small businesses, offering AI-driven content creation […] The post 7 Best AI Tools for Follow-Up Emails appeared first on InboxDone.com.| InboxDone.com
Customer support email templates save time and ensure consistent communication. But to make them truly effective, focus on these essentials: Personalization: Address specific customer issues, not just their name. Clarity: Use simple language, avoid jargon, and provide step-by-step solutions. Actionable Next Steps: Clearly outline what the customer should do next, including timelines. Key Tips for […] The post Best Practices for Writing Customer Support Email Templates appeared first on Inbo...| InboxDone.com
47% of people open emails based on the subject line alone. Want yours to stand out? Here’s how: Keep it short: Subject lines under 40 characters perform better, especially on mobile. Be clear and specific: Match the subject line to the email content and avoid clickbait. Use action words: Verbs like “Save”, “Get”, or “Discover” […] The post How to Write Email Subject Lines That Get Opened appeared first on InboxDone.com.| InboxDone.com
Here’s a quick rundown of 7 top tools for sorting emails in real-time, saving you time and effort: SaneBox: Automatically organizes emails into folders based on your habits. Plans from $24/year. Superhuman: Focuses on speed and smart prioritization. Starts at $30/month. Spark: Great for team collaboration with shared inboxes. Free and premium plans available. Microsoft […] The post Top 7 AI Tools for Real-Time Email Sorting appeared first on InboxDone.com.| InboxDone.com
Virtual assistants thrive on client feedback to improve their services and build trust. Here’s how they handle it: Collect Feedback: Use tools like email, project management platforms (e.g., Asana), and regular meetings (weekly, monthly, or quarterly). Understand Input: Practice active listening, show empathy, and ask clarifying questions to avoid miscommunication. Respond Effectively: Acknowledge feedback quickly, […] The post How Virtual Assistants Handle Client Feedback appeared first ...| InboxDone.com
Managing emails can be overwhelming, with professionals spending 28% of their workweek on email tasks. Virtual assistants help by organizing inboxes, prioritizing messages, and using tools like AI to ensure faster responses. This leads to 25% higher customer satisfaction and 70% better engagement rates. Here’s how they make email management more efficient: Organize and Prioritize: […] The post How Virtual Assistants Improve Email Response Time appeared first on InboxDone.com.| InboxDone.com
Did you know professionals spend 3.1 hours daily on email? The way you manage your inbox can either boost your productivity or drain your focus. Here’s a quick breakdown of two email management approaches: Proactive Email Management: Plan Ahead: Set specific times to check emails (e.g., 10 AM, 2 PM, 4 PM). Use Tools: Automate […] The post Proactive vs. Reactive Email Management appeared first on InboxDone.com.| InboxDone.com
Professionals spend an average of 3.1 hours daily on email, with 20% dedicating over 5 hours. The constant flow of messages leads to interruptions, decision fatigue, and blurred work-life boundaries. In fact, 62% check emails after hours, and multitasking with email can cut productivity by 40%. Quick Solutions to Regain Control: Use the Four D’s: […] The post How to Manage Stress in Email-Heavy Roles appeared first on InboxDone.com.| InboxDone.com
Inbox Zero isn’t about having no emails – it’s about managing them efficiently to reduce stress and reclaim your time. Professionals spend 28% of their workweek on emails, and the average person handles 121 emails daily. Here are the five biggest challenges to achieving Inbox Zero and how to overcome them: Too Many Emails: Use […] The post 5 Barriers to Inbox Zero and How to Solve Them appeared first on InboxDone.com.| InboxDone.com
Want to negotiate prices like a pro? Start with a clear, professional email that emphasizes collaboration and value. Here’s how: Subject Line Matters: Keep it direct, e.g., “Price Adjustment Request for Q1 2025 Contract.” Focus on Value: Highlight benefits for both sides, not just cost-cutting. Structure Your Email: Open with context and a friendly tone. […] The post How to Write a Price Negotiation Email appeared first on InboxDone.com.| InboxDone.com
Managing emails doesn’t have to be overwhelming. Task batching is a simple way to save time by grouping email tasks into focused blocks instead of constantly checking your inbox. This method reduces interruptions, improves focus, and helps you stay productive. Key Benefits of Email Task Batching: Avoid Distractions: Stop switching between tasks and focus on […] The post Task Batching for Email: Save Hours Weekly appeared first on InboxDone.com.| InboxDone.com
Emails take up 2.5 hours daily for professionals, with 62% of businesses relying on them for communication. Responding within 24 hours is crucial, but managing high volumes can be overwhelming. Here are 7 tools to help you reply faster and streamline your inbox: Email Meter: Tracks response times, email trends, and team performance. Yesware: Automates […] The post Top 7 Tools for Faster Email Replies appeared first on InboxDone.com.| InboxDone.com
Quick email responses can boost customer satisfaction and reduce frustration. This guide covers 7 actionable tips to help you handle emails efficiently without compromising quality: Set Up Autoresponders: Instantly acknowledge emails with helpful info, like response times and links to FAQs. Use Email Templates: Save time by pre-writing answers to common queries and personalizing them […] The post 7 Email Tips for Faster Customer Responses appeared first on InboxDone.com.| InboxDone.com
Managing emails doesn’t have to consume your day. Professionals spend about 11 hours weekly on emails, with 62% checking hourly and 40% interrupting work every 15 minutes. This disrupts focus and productivity. Here’s how to take control: Set Goals: Define clear email objectives like achieving Inbox Zero or reducing email time. Use Tools: Leverage software […] The post How to Optimize Email Workflows for Busy Professionals appeared first on InboxDone.com.| InboxDone.com
Delegated email access allows you to assign someone else the ability to manage your inbox, making it easier to handle emails efficiently and securely. Here’s what you need to know: What It Does: Delegates can read, sort, and send emails on your behalf, but they can’t change your password or access personal data. Where It’s […] The post 5 Steps to Set Up Delegated Email Access appeared first on InboxDone.com.| InboxDone.com
Managing emails takes up 4.1 hours daily for most professionals. Delegating this task to a virtual assistant can save you time, reduce stress, and help you focus on high-priority work. Here’s how to do it: Understand Your Email Workflow: Categorize emails, track time spent, and identify tasks to delegate. Choose the Right Assistant: Look for […] The post How to Transfer Email Tasks to Assistants appeared first on InboxDone.com.| InboxDone.com
Crisis emails are essential for managing emergencies and maintaining trust with stakeholders. Whether it’s a data breach, service outage, or PR issue, these emails must be clear, empathetic, and actionable. Here’s a quick breakdown of what you need to know: Key Elements: Write a clear subject line (e.g., “Service Outage: Resolved by 5PM”). Show empathy […] The post How to Write Crisis Emails: Templates and Tips appeared first on InboxDone.com.| InboxDone.com
HR teams spend an average of 2.5 hours daily managing emails, creating stress, reducing productivity, and risking compliance errors. To regain control, HR professionals can use prioritization strategies, automation tools, and structured workflows. Here’s how to tackle email overload effectively: Prioritize with the 2-Minute Rule: Address quick tasks immediately to prevent small issues from piling […] The post How HR Teams Manage Email Overload appeared first on InboxDone.com.| InboxDone.com
These 10 science-backed email persuasion techniques can help you craft messages that engage readers and drive action. From personalization to using urgency, here’s a quick overview of what works: Personalize: Tailor content to the recipient’s preferences for higher open and click rates. Use Sensory Words: Add vivid language to make your emails memorable. Leverage the […] The post 10 Email Persuasion Techniques Backed by Science appeared first on InboxDone.com.| InboxDone.com
Feeling overwhelmed by your inbox? You’re not alone. Research shows professionals spend 28% of their workweek managing emails, with 66% of Americans reporting stress from overflowing inboxes. This constant email flood leads to decision fatigue, higher stress levels, and even impacts job satisfaction. Key Findings: Stress Impact: Unlimited email access increases anxiety and disrupts focus. […] The post Psychology of Email Overload: What Studies Show appeared first on InboxDone.com.| InboxDone.com
In virtual teams, setting clear priorities is essential to overcome challenges like communication gaps and time zone differences. Here’s how to get started: Focus on What Matters Most: Use frameworks like the Eisenhower Matrix or RICE Scoring to decide which tasks to tackle first. Leverage Tools: Platforms like Asana, Trello, and Monday.com help organize tasks, […] The post Ultimate Guide to Goal Prioritization for Virtual Teams appeared first on InboxDone.com.| InboxDone.com
In 2025, sales teams need email tools that simplify workflows, automate tasks, and improve outreach. Here’s a quick look at 7 top tools: Saleshandy: Affordable ($32/month), with email tracking, automated workflows, and CRM integration. QuickMail: AI-powered for large-scale campaigns, offering reply detection and sentiment analysis. Yesware: Great for Gmail/Outlook users, with smart templates, follow-up automation, […] The post 7 Email Tools for Sales Teams in 2025 appeared first on InboxD...| InboxDone.com
SaneBox: Automatically sorts emails, blocks distractions, and integrates with Gmail, Outlook, and more. Starting at $7.99/month. Inbox Zero: Perfect for Gmail users with smart labels, bulk actions, and one-click unsubscribe. Costs $9.99/month. Superhuman: Focused on speed with AI reminders, read status tracking, and advanced shortcuts. Priced at $30/month. Missive: Ideal for teams with collaborative features […] The post Best AI Email Tools for Inbox Zero 2025 appeared first on InboxDone.com.| InboxDone.com
Struggling with emails that go unnoticed or fail to deliver results? These 10 email strategies can help sales professionals boost response rates, save time, and close more deals. Here’s a quick breakdown: Personalize Your Emails: Address specific needs and challenges to stand out. Craft Clear Subject Lines: Keep them under 50 characters to grab attention. […] The post 10 Email Tips for Sales Professionals appeared first on InboxDone.com.| InboxDone.com
Dealing with negative emails can be stressful, but how you respond makes all the difference. A professional, empathetic reply can turn a tense situation into an opportunity to build trust. Here’s a quick summary of how to handle them effectively: Respond Quickly: Acknowledge the email and set a timeline for resolution. Stay Professional: Use polite, […] The post 7 Tips for Responding to Negative Emails appeared first on InboxDone.com.| InboxDone.com
Handling negative feedback via email can be challenging, but it’s also an opportunity to build trust and improve relationships. This guide offers 5 practical email templates to address common scenarios with clarity and professionalism: Customer Complaints: Acknowledge concerns, apologize sincerely, and outline actionable solutions with clear timelines. Providing Solutions: Share step-by-step fixes tailored to specific […] The post 5 Email Templates for Handling Negative Feedback appeared ...| InboxDone.com
Managing overflowing inboxes can be time-consuming, but AI email sorting tools can save hours each week. These tools automate tasks like sorting, prioritizing, and even drafting responses, allowing virtual assistants to focus on more important work. Below are seven top AI email management tools tailored for virtual assistants, each offering unique features: SaneBox: Automatically filters […] The post Top 7 AI Email Sorting Tools for Assistants appeared first on InboxDone.com.| InboxDone.com
Email overload is a major productivity drain, with professionals spending nearly a third of their workweek managing emails. Constant inbox checks lead to missed deadlines, stress, and wasted time. This article outlines 7 practical strategies to reduce email clutter, improve team collaboration, and reclaim valuable hours: Use the right tools for communication: Assign platforms like […] The post 7 Ways Teams Reduce Email Overload appeared first on InboxDone.com.| InboxDone.com
Managing emails can be overwhelming. With professionals handling 121 emails daily on average, staying organized is crucial to avoid missed deadlines and reduced productivity. Here are five email folder systems to help you stay on top of your inbox: Four Folders System: Simple structure with Inbox, Follow-ups, Actions, and File folders for easy prioritization. Gmail […] The post 5 Email Folder Systems for Better Organization appeared first on InboxDone.com.| InboxDone.com
Transactional emails, like password resets or order confirmations, are critical for user experience, with open rates three times higher than marketing emails. Scaling these emails ensures they stay fast, secure, and reliable as your business grows. Here’s how to do it effectively: Use Dedicated IPs: Separate transactional emails from marketing emails for better deliverability. Optimize […] The post Best Practices for Scaling Transactional Emails appeared first on InboxDone.com.| InboxDone.com
Key Challenges: Data security risks, compliance management, and errors in data handling. Solutions: Use role-based permissions to limit access. Implement encrypted communication tools like secure emails and file-sharing platforms. Conduct regular audits and provide ongoing security training. Hiring Practices: Vet virtual assistants thoroughly for knowledge of regulations like GDPR and CCPA. Best Practices: Use confidentiality […] The post How Virtual Assistants Handle Privacy Compliance app...| InboxDone.com
Managing shared inboxes is essential for remote teams to stay organized and ensure accountability. Here’s why and how shared inboxes help: Why Shared Inboxes Matter: Solve email overload by centralizing communication. Ensure accountability with task assignments. Break down silos by sharing key information. Benefits for Remote Teams: Collaboration: Multiple team members access and respond to […] The post How Remote Teams Manage Shared Inboxes appeared first on InboxDone.com.| InboxDone.com
Managing emails and tasks can be overwhelming, but combining both into one tool can save time and improve productivity. Here’s a quick guide to the best apps for managing emails and turning them into actionable tasks: ClickUp: Advanced features, direct email-to-task conversion, starts at $5/user/month. Asana: Simplifies task creation, great for structured teams, starts at […] The post Top Workflow Apps for Email and Task Management appeared first on InboxDone.com.| InboxDone.com
Struggling with email overload in your remote team? Here’s how to fix it. Poor email management can lead to missed deadlines, miscommunication, and lower morale. But with the right strategies and tools, you can turn email into a productivity booster. Key Takeaways: Organize smarter: Use folders, labels, and filters to sort emails by project or […] The post Email Management for Remote Teams: Ultimate Guide appeared first on InboxDone.com.| InboxDone.com
Giving effective feedback to virtual assistants helps improve performance, align expectations, and build stronger working relationships. Here’s how you can do it: Set Clear Expectations: Define tasks, deadlines, and quality standards upfront. Use the Right Tools: Combine project management platforms, messaging apps, video calls, and shared documents for seamless communication. Be Specific and Timely: Provide […] The post How to Give Feedback to Virtual Assistants appeared first on InboxDo...| InboxDone.com
Email overload wastes hours every day. But with a simple system, you can prioritize important tasks, reduce stress, and stay organized. Here’s how: Start with the Eisenhower Matrix: Categorize emails into urgent/important, important/not urgent, etc. Set Up Folders: Create folders like “Do Now,” “Schedule,” “Delegate,” and “Archive.” Use Filters: Automate sorting based on sender, keywords, […] The post How to Build a Task Prioritization System for Emails appeared first on I...| InboxDone.com
Save 2.5 hours a day and reduce stress by 25% by delegating email management. Handing over your inbox to a skilled assistant can boost productivity by 30% and free up your time for more important tasks. Here’s how to get started: Choose the right assistant: Look for strong communication skills, organizational expertise, and technical know-how. […] The post How to Delegate Email Triage to Assistants appeared first on InboxDone.com.| InboxDone.com
Efficient email management is crucial for busy professionals. Here’s how email triage can help you take control of your inbox: Sort and Prioritize: Categorize emails into urgent, important, and informational groups. Use tools like stars, flags, or labels to highlight priorities. Act Quickly: Apply the Two-Minute Rule – handle emails that take less than two […] The post Email Triage Techniques for Busy Professionals appeared first on InboxDone.com.| InboxDone.com
Losing email data can disrupt your business, harm your reputation, and even lead to legal issues. A solid email backup and recovery plan is essential to protect against accidental deletions, system failures, and cyberattacks like ransomware. Here’s what you need to know: Email backups ensure compliance, protect critical data, and maintain business continuity. Use built-in […] The post Best Practices for Email Backup and Recovery appeared first on InboxDone.com.| InboxDone.com
Email security is critical for executives to prevent breaches, financial losses, and reputational damage. Cybercriminals target executives with sophisticated phishing, malware, and Business Email Compromise (BEC) attacks, which caused over $2.7 billion in losses in 2022. Below are 10 actionable tips to secure your email and protect sensitive data: Use Strong, Unique Passwords: Opt for […] The post 10 Email Security Tips for Executives appeared first on InboxDone.com.| InboxDone.com
Cloud email tools are essential for virtual assistants managing executive communications. They simplify workflows, improve response times, and ensure data security. Key features to look for include: Automation: Tools like Mailbutler and Zendesk streamline repetitive tasks. Security: End-to-end encryption, GDPR compliance, and two-factor authentication protect sensitive data. Integration: Seamless compatibility with Gmail, Outlook, Slack, and […] The post Roundup: Cloud Email Tools for Assis...| InboxDone.com
Email delegation can save time, but it comes with serious security risks like data breaches and financial fraud. To protect your email account while delegating access, follow these key steps: Enable Multi-Factor Authentication (MFA): Adds an extra layer of security beyond passwords. Use Strong, Unique Passwords: Utilize password managers like LastPass or Bitwarden. Restrict Permissions: […] The post Email Delegation Security Checklist appeared first on InboxDone.com.| InboxDone.com
Interested In working with us? We’re always on the lookout for talented A-players to join our team. InboxDone frees up business owners, C-suite executives and virtual team members so they no longer have to spend hours inside their inbox every day.| InboxDone.com
