Sumner Virtual Solutions

Organizing And Managing Email For Real Estate Agents

What is organizing and managing email?

Organizing and managing email is an important part of any business. Especially for real estate agents. In this competitive industry, there are many things to keep track of. It’s essential to have a system in place for organizing and managing email. It allows you to keep track of clients and prospects. Furthermore, by keeping track of emails, you can find the information you need when you need it, quickly respond to inquiries, and manage clientele more efficiently.  Utilizing an email management system, agents can work smarter and provide their clients with a higher level of service. In this blog post, we’ll discuss the brief history of email and some tools to help you get started. In addition to, a few tips for creating a system for your inbox, Let’s dive in!

Quick history of email

The history of email dates back to the early days of the internet. It has undergone a number of transformations since then. In 1971, Ray Tomlinson sent the first ever email, which simply said “Qwertyuiop.” While this may seem like a meaningless string of letters. It was quite significant believe it or not. Tomlinson had chosen the @ symbol to indicate that the message was going to someone at a different location, and that is how we still use email today. If you’re curious to learn more about Mr. Tomlinson, you can check out this article by Rachel Swatman from


In those early days of email, users were limited to sending messages to other users on the same network. However, the development of server-based email systems soon allowed users to send messages across different networks.  Of course, this was a major breakthrough, as it made communication much easier and more efficient. The next major development came with the introduction of web-based email services such as Hotmail and Gmail. Following this, services allowed users to access their email from any computer with an Internet connection. It’s hard to imagine life without email – but it wasn’t so long ago that it didn’t even exist! and that

Email service providers

Email service providers (ESP) offer a convenient way of organizing and managing email communications. There are a variety of providers available. Each with its own features and options. When choosing an email service provider, it’s important to consider your needs and the type of messages you will be sending. Some providers offer more storage than others. For example,  some offer better spam protection. You may also want to consider the provider’s reputation for reliability and customer service. By choosing the right provider, you can ensure that your email communications are well managed and organized.

If you’re just getting started with organizing and managing email, we recommend using an email service like Gmail, Yahoo Mail, or Outlook. Platforms like these are easy to use and will allow you to keep all your contacts, leads, and prospects in one place. Bonus, they’re free to use! There are plenty of awesome tutorials on on how to choose an ESP and how to set one up.

Creating systems

If you’re like most real estate agents, your inbox is probably a never-ending source of stress. With so many client inquiries, marketing emails, and transaction-related documents flying back and forth, it can be difficult to keep track of everything. Luckily, there are some simple steps you can take to get your inbox under control. 

One of the most important things you can do is create systems for organizing and managing email. Create separate folders for different types of correspondence, set up filters to automatically route certain messages to the appropriate folder, or use a labeling system to flag important messages. Taking a few minutes to set up these systems will save you hours of frustration down the road. 

Another helpful tip is to establish some ground rules for how you deal with email. Decide how often you’re going to check your inbox and stick to that schedule as much as possible. When you do sit down to sort through your email, be ruthless in deleting or archiving messages that you don’t need. Finally, make it a habit to respond to messages promptly. If you can train yourself to do these things, you’ll find that managing your inbox is a lot less daunting than it seems.

Better time management

A well-organized inbox can save a real estate agent a lot of time. Organizing your inbox is only half the battle. An agent also needs to be diligent about managing their time. Email can be a great tool for staying in touch with clients, prospects, and colleagues. However, it can also be a huge time sink if you’re not careful. Set aside specific times to check and respond to emails, as well as schedule breaks throughout the day to avoid burnout. 

One way to better manage your time when it comes to organizing and managing email is by using the native scheduling tool within your email service provider. It can be helpful if you know you won’t have time to respond to an email right away but don’t want to forget about it. Another way to manage your time is by using a tool like FollowUpThen. This platform allows you to set up reminders for yourself. By taking a few simple steps, you can make sure that email doesn’t take over your day.

Customer relationship management

As a real estate agent, you know that organizing and managing your prospects’ email addresses is essential to success. A CRM system can automate this process for you. Making it easy to keep track of your leads and customers. Additionally, many CRM systems offer built-in email marketing capabilities. You can easily send out mass emails to prospects without having to use a separate service. This can save you time and money, as well as help you stay organized and efficient in your marketing efforts. With so many benefits, it’s no wonder that CRM systems are becoming increasingly popular among real estate professionals. If you’re not already using a CRM system, now is the time to start. Hubspot, Salesforce, and Zoho CRM are all popular options that can save you time and help you close more deals.

Spam and unsubscribing

Let’s face it: spam emails are a pain. They clog up our inboxes, make it harder to find important messages, and often contain harmful attachments. So what can we do about them? The first step is to be more selective about the email address you use when signing up for websites and online services. Use a dedicated “junk” email address that is only for registering with websites, and don’t give it out to family and friends. If you’re not sure whether a message is legitimate, it’s best to err on the side of caution and delete it. This will help to keep your primary inbox clean and free of spam. 

If you’re already receiving a lot of spam emails, you still have options. There are a few steps you can take to reduce the amount of junk mail that you receive. First, unsubscribe from any newsletters or email lists that you no longer want to receive. Second, mark unwanted emails as spam so that your email provider can filter them out in the future. Finally, consider using a third-party spam filter to block known spam senders. By taking these steps, you can take back control of your inbox and lower the amount of time you waste dealing with spam emails.

The nuclear option

For many of us, our inbox is a never-ending source of stress. It’s always full, and we’re constantly playing catch-up. Organizing and managing email as it continues to pour in is incredibly frustrating. What if there was a way to hit the reset button and start all over?  There is my friend. and it’s called the nuclear option. It involves deleting everything in your inbox and starting from scratch. I know it sounds like a daunting task, but it can actually be very liberating. By starting with a clean slate, you can develop a system that works for you and helps you to keep your inbox under control. Plus, it can be very satisfying to see that empty inbox! If you’re struggling to manage your email, don’t be afraid to hit the nuclear option and start all over. You may be surprised at how much better you feel.

Inbox zero isn't a myth

Inbox zero is possible to achieve. However, it’s important to remember that emails will always come into our inboxes. According to email statistics, there are over 3.9 billion email users worldwide and the number is expected to grow to 4.48 billion by 2024. That’s a lot of emails! While it may be possible to achieve inbox zero, it’s not necessarily the ideal way to think about managing email. Instead of thinking of inbox zero as the ultimate goal,  focus on organizing and managing email in a way that works best for you.


Anyone who has ever tried to achieve inbox zero knows that it is not an easy task. Email is an essential part of modern life, but it can also be a huge time-eater. According to recent statistics, the average person spends over two hours checking email every day. That adds up to a lot of time spent organizing and managing messages.

In the end

There are tons of email management tools out there. No matter your chosen method, the right tools, and strategies can help you stay organized, on top of your inbox, and in control of your business. Therefore, by staying organized and on top of your emails, you’ll be able to close more deals and grow your business. Once you’ve decided on the perfect email management tools and strategies, put them to good use and watch your productivity soar!

Did you know?

Here at Sumner Virtual Solutions, we offer email management solutions that are designed specifically for real estate professionals like you. We understand the challenges you face and can help you overcome them. We can design templates that are eye-catching and easy to read, as well as write copy that captures your audience’s attention. 

Plus, we can provide you with tips on how to increase open rates and drive more traffic to your website.  If you’re interested in learning more about SVS can help you grow your real estate business, contact us today. If you liked this post, you might also enjoy What Do Real Estate Virtual Assistants Do? The Ultimate Guide. Thanks for reading!

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Author Bio

Author Bio

Brittany Sumner was born and raised in Phoenix Arizona but currently resides in Surprise with her husband and 3 fur babies. She holds an Associate's degree from Kaplan University in small business management and entrepreneurship. Britany is the creator and sole author of The Red Balloon blog. Which is centered around educating real estate agents about the features and benefits of transaction coordination and how it can help to grow their real estate business.

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