Email chaos crushes your productivity
We've all been there: Waking up with great aspirations for the day. Casually checking our inbox. Realizing it's 5pm, and we didn't even accomplish a single goal.
But what are the options? Dragging the email pile along the week? Only answering urgent emails? Ignoring emails completely?
What's worst, the problem doesn't stop once you finally hit the magical inbox 0. In contrast, trying to keep your inbox clear can be the biggest productivity killer.
On average, we spend 28% of our workweek reading and answering emails. Only changing the process can bring long-term relief.
Integrated tools don't help
If you identified a cluttered inbox as a problem, you've probably already created custom folders. Maybe you even automated forwarding of certain emails.
If that worked for you, great! We are happy for you, and you can stop reading. If not, let's look at the usual problems with rule-based email management.
- Filtering by sender only works for current, mostly unimportant accounts
Filing emails from senders that usually send you the same (unimportant) emails is easy. Just select their emails and set up a rule that those emails (newsletters, confirmations, updates) are put in a folder. That way, you can later never read them and keep your inbox clean.
The first problem here is that you have to set a new rule for every new account. The bigger problem is that those senders could have urgent emails every now and then, which you might miss.
- Filtering for keywords misses important emails
Another option is to look for keywords in emails. For example, you could set up rule-based automation that forwards any emails that contain the word "application" or "resume" to HR.
If you tried this, you know how much noise wrong keywords can generate. Also, many emails are left out because they don't mention the exact terms you expected.
Plus, finding the right keywords is often a time-intensive trial-and-error process.
- Rules don't learn
The third problem with setting fixed rules for automation is that they don't adapt. Creating a sophisticated system of keywords, folders and forwarding can work wonders - in the short term. As your communications and processes change, they need to be adapted continuously.
Intelligent automation is fast, reliable and adaptive
Luckily, there's an intelligent solution you can implement today. Through machine learning, you can intelligently classify emails by their content. Let's see how this improves the process:
- Easier setup
Anticipating possible keywords and email flows from future conversations is complex and time-intensive.
With machine learning, you don't have to think about that. Just provide examples of each email type, and the model will learn to identify them by itself.
- Increased Accuracy
Letting a computer analyze the whole content of an email is more accurate than just pre-defining certain keywords. As a result, you will identify more relevant emails and minimize wrong detections.
- Continuous learning
Potentially the best asset of an intelligent email classification is that it learns as you proceed. Since it is not constrained by fixed keywords, it can detect new patterns and learn from mistakes.
You can do it yourself
Don't be fooled by fancy terminology! You can use machine learning to automate your email process today - even if you don't know how to program. Here's how it works:
- Collect examples of emails the machine learning algorithm should detect.
- For example, create a spreadsheet with the email texts in one column, and the label/tag the emails should receive in a column next to it. 50 examples per email should be enough.
- Upload the data to Levity and train your custom machine learning model with the click of one button.
- You just upload the labeled data. We handle the rest. The data will stay your data.
- Create custom automation based on email content.
• Automatically send pre-defined responses to frequently asked questions
• Forward emails to the people in your organization that can answer them best
• File important attachments to pre-specified folders
That's it! If you want to get started, you can sign up for a free onboarding call, and we'll help you get rid of your email chaos in no time!