Why email remains as the top communication tool for small businesses and 10 tools to manage them effectively

Emails are an essential part of business. In 2020, 306 billion emails were sent and received every day worldwide. This figure is projected to increase to over 376 billion daily emails by 2025.

We all play different roles in our work and most of the time one email account is not enough to handle different types of correspondence. So, most of us end up having multiple email accounts.

It gets complicated when these email accounts are spread over different email systems like your corporate email, Gmail, Hotmail, and what have you. Switching between different email accounts throughout the day is time-consuming and it is easy for messages to fall through the cracks. The average person spends at least 28% of their time every week on email, amounting to more than 11 hours.

Also Read : 11 practical tips and 10 powerful tools to make your emails super productive

Can emails be avoided or replaced?

No, emails can neither be avoided nor replaced. A few years back, communication tools like Slack, Microsoft Teams, and others tried to replace emails with chat for internal communications. While they succeeded in reducing the number of emails, users found themselves bombarded with notifications and stuck in lengthy group chats. A study points out that on average, each Slack user sends more than 200 messages per week and there are power users who send 1,000 messages per day.

A common grouse against these tools is you can get stuck in long and never-ending group chats that demand your attention 24/7. It puts pressure on you to be online & available all the time. With a deluge of messages and notifications, you will end up losing some important information that can have serious implications on your work.

Emails can be managed

Having said that emails cannot be avoided, the good news is there are a lot of free email management tools and apps that can help small businesses to get more organized. Why unnecessarily waste hundreds of work hours organizing emails, when with the right tool they can be effectively handled daily in just an hour or less. This is why email management tools are essential. In this blog, we will introduce 10 of our favorite email management software for organizing your inbox.

1. Clariti

Clariti is one of the best free email management apps where you can consolidate multiple email accounts in one place. Clariti allows you to integrate up to 4 email id’s (business or personal) in your inbox. You can invite your friends and colleagues and get productive at work in a jiffy, without having to constantly switch between your email accounts. While Clariti embraces emails it also effectively reduces needless emails through powerful features like “Instant Share” and “Chat from Email”.

Using instant share, you can instantly share email, images, social feed and other work artifacts without forwarding them. This removes unnecessary duplication and email chains.

Chat from email feature lets you collaborate with multiple stakeholders without needing to forward emails or copy/paste their contents in chats. As soon as you receive an email from your client or customer, you can immediately start chatting with other Clariti users regarding the topic. When you chat, your colleagues will be able to see all the contents of the email that is related to the chat. You can share documents, exchange emails and set yourself reminder to-dos from Clariti. As you continue the conversations, Clariti will automatically link all the related communication in a TopicFolder.

You can name the TopicFolder based on the topic that you are discussing. In Clariti, the ability to organize all your emails using TopicFolder enables you to stay organized, even if you are managing multiple email accounts. Clariti will not only help you manage all your emails from one place but can also do additional activities like chats, voice calls, screen sharing, creating a to-do or organize related information into TopicFolders.

2. Shift

Shift is an email client that allows you to easily switch between Gmail or Inbox, Calendar, and Drive and even between Google or Outlook Mailbox accounts.

3. Unroll.Me

Decluttering your inbox has never been so easy, or looked so good. With Unroll.Me, you can unsubscribe from unwanted emails, consolidate sales, newsletters, and listserv emails into a convenient daily digest called the Rollup, and keep the rest in your inbox uncluttered. Stop stressing over your inbox and get back to spending time on what matters to you.

4. Mailbird

Mailbird is an email marketing tool that helps businesses of all sizes manage multiple accounts and enhance workforce productivity. It is a Windows-based solution that enables users to sync and centralize emails and contacts from several platforms in a single inbox. Mailbird allows integration with various email software such as Gmail, Outlook, eM Client and Thunderbird.

5. Front

Front is the most efficient, organized way to manage email. Easily manage a high volume of email with shared inboxes for support@ and sales@ addresses. No more messy forwards and reply-alls. Just comment on emails to collaborate internally. Front claims that you can stay accountable with reminders and assignments, and save 8+ hours a week with automations like canned responses, mail merge, and shortcuts.

6. eM Client

eM Client is an email management solution designed to help businesses with handling email communication, daily agenda, upcoming (online) events, collaborating with colleagues and more, all in a unified and clean interface. The app allows administrators to enforce a company-wide email encryption policy, or create and save customizable signatures, email templates and predefined messages to streamline communication processes. International teams can rely on instant translation of all emails.

7. Mailbox Validator

MailboxValidator is an email verifier app that performs validation of email addresses to check if an email really exists. This validation service helps to clean email lists and at the same time it also able to maximize email open rate, conversion rate and sender reputation. Users can verify an email address instantly to reduce bounce rate and cost. It is important in internet marketing as well as email marketing campaign because it may help you to reach your real audience with zero bounce rate.

8. SaneBox

SaneBox is an email management software designed to help businesses filter and categorize emails across customizable groups. The platform provides a SaneNews folder, which enables managers to collect newsletters and automatically archive or delete them after a specified time. Administrators can review cc’d emails in bulk and move, archive, mark as read or snooze unimportant emails on a unified interface. SaneBox allows teams to analyze email history and automatically upload attachments to the cloud using AI-enabled tools. Additionally, operators can snooze incoming messages for a selected time duration and block unwanted emails.

9. InMoat

InMoat is an email extension that helps you gain control over your inbox by stopping email distractions so you can focus on what matters. Stop wasting hours a week sorting through your inbox with InMoat. Nothing to download or install, InMoat works with your existing Gmail or Outlook account. Register, set your email priorities, and you’re all set! Important emails will continue to go to your Inbox while email distractions will be sent to a new @InMoat folder to be reviewed at a later time.

10. Loop Email

Loop Email is a collaborative email platform, which provides an all-in-one team inbox to simplify and organize messages from customers, partners or internal team. Loop Email ensures no messages get missed and teams can assign ownership, discuss client emails, share files, automate workflows and handle shared inboxes.

Sign up and start exploring these email management tools for less stressful email experience, get your inbox organized and become more productive.




Clariti is a business productivity web app that brings your emails, chats, call, to-dos, & shared documents… in one app.

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Clariti is a business productivity web app that brings your emails, chats, call, to-dos, & shared documents… in one app.

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