Email Management

Your inbox is often the first thing you open in the morning and the last thing you close at night. That is exactly where most of your time leaks away. When you outsource your email management, a virtual assistant takes over the daily work in your mailbox, so you no longer look up at every notification.

Here is what I handle for you:

• Sorting and labelling. Everything that comes in gets a place with folders, labels and filters, so you can see what matters at a glance.
• Answering routine questions. Recurring questions, quote requests and confirmations I handle on your behalf, in your own tone of voice.
• Following up. Emails that need a reply or an action I keep an eye on, so nothing slips through the cracks.
• Prioritising. What genuinely needs your attention goes to the top; the rest is tidied out of sight.
• Inbox zero. By the end of the day your inbox is clear instead of a pile of hundreds of unread messages.

Want to know what else you can hand over? Have a look at the overview of tasks to outsource to a virtual assistant.

A full inbox feels like work, but rarely produces anything. Every time you switch between your real work and your mail it costs you focus, and you do not get that focus back for free. It takes minutes to get going again after an interruption. Multiply that across a whole day and you understand why you feel you got nothing finished by the evening.

By outsourcing your inbox management you buy that time back. You get a single point of contact who knows your mail, recognises your clients and senses when something is genuinely urgent. No more missed quote request because it disappeared at the bottom of a pile, and no client waiting two days for an answer. You stay in charge, I keep the inbox running.

Not sure whether to leave this to a person or to smart software? I lay out the differences in virtual assistant vs AI.

Outsourcing email management does not have to be complicated. We start with a short introductory call in which you tell me how your inbox looks now, who your most important contacts are and which emails you want to keep seeing yourself. Based on that we agree what I handle independently and what I check with you first.

After that I get secure access to your mailbox. That can be through a shared login, a delegation in Gmail or Outlook, or a separate address that forwards to you, whatever suits you. We sign a non-disclosure agreement and you decide exactly which rights I get. If you want to adjust or stop that access later, it takes just a few clicks.

1. Introductory call and mapping out your inbox and wishes.
2. Setting up secure access and agreeing on tone and priorities.
3. The first clean-up: backlog gone, structure in place.
4. Daily management, with a short update as often as you like.

What it costs depends on how much mail comes in and how much I am allowed to handle independently. I work with fixed weekly packages, so you know where you stand up front. Outsourcing inbox management starts from €210 per week for 2.5 hours and runs up to 15 hours per week for a busy or shared inbox. If you sit somewhere in between, we simply put together a package that fits.

Curious what a virtual assistant costs and what you get in return? Read what does a virtual assistant cost, or request a no-obligation proposal below.