Email Management Tips from CEOs and Other C-Level Executives

Email Management Tips from CEOs
Today's Guest Post is from Erica Sunarjo. Erica graduated from South Texas College majoring in Marketing and Creative Writing and is fluent in French and Spanish and studying Chinese. She blogs about efficient strategies in education and business coaching and is a writer for The Word Point

CEOs and C-Level Executives understand the importance of Email on today’s businesses, as well as on their own productivity. Here are some tips from CEO’s and marketing executives on Email Management.

Email management has two key aspects for businesses:

Email as a Marketing Tool

There is no lack of advice on effective email marketing strategies. You can find them all over the web. But when they come from those who are actually in the trenches, they really do carry more weight.

Here are some tips from these “trench dwellers” that you can probably “take to the bank.”

1.    Neil Patel, Co-Founder of Kissmetrics, Crazy Egg, and Hello Bar

Neil has lots of advice on email marketing. Here are a few tips he recently provided during a recent Q & A session.

Anytime a business operates, it needs emails. Emails aren’t going away. Do they work? Yes…The reason people don’t open emails is they haven’t asked for them.
— Neil Patel

Patel is a major proponent of triggered emails.
This means you have a list of people who have “opted-in” to receive them, whether that is a subscription to your newsletter or blog, or a request for specials and discounts.

Patel’s other big piece of advice? Scrub you email lists often!
He scrubs his once a month and eliminates those who have not opened for a long while.

2.    Dan Norris, Co-Founder of WP Curve

Dan has one major tip: Subject Lines!

Writing headlines is a fine art, and while the BuzzFeed style baited headlines might get more clicks, people forget about the impact on the trust of their brand.
— Dan Norris

While Norris does not discount the importance of creative and unique subject lines, he cautions against promising something in a headline that is not delivered in the email content.

“When I see consistent headlines that draw me into an email with very little substance, I immediately associate the sender with spammy techniques, and it impacts on how much I trust their brand…I would rather sacrifice a few clicks to maintain the integrity of my brand.”

3.    Noah Kagan, CEO of Appsumo

According to Kagan, the most important aspect of email is to focus on providing value to a recipient, not just to sell your product or service.

I see people sending follow up emails that have nothing valuable for the reader.
— Noah Kagan

It’s cliché, but anytime you sign up for a service you get a generic, ‘Oh, go click this and do this and just PAY US NOW!’…Just ask yourself if your emails are valuable even if your potential customer never buys.


How Busy Executives Manage their own Email

The Internet has changed a lot in the past ten years.

  • Mobile device access..

  • WiFi in almost every hotel, café, and airport

  • The move from desktop websites to mobile apps.

But email has not changed very much since the first email was sent back in 1971. But what has changed, thought is the sheer numbers of emails that all of us get every day. Today, in fact, 2.4 million are sent every second.

And with these huge Email numbers, CEO’s and Executives have developed ways by which they can manage them.

Here are some of their tips….

1.  Bill Gates, Co-Founder of Microsoft

According to Gates, he uses the same management strategies that he began in 2006.

In an article written for CNN, Gates outlined how he manages his time and is able to get things done efficiently. He uses a lot of digital tools, but his email strategies are as follows:

  • He has dual monitors. The monitor on the left maintains an ongoing display of his inbox. The right monitor is used for reading his emails and replying as desired or necessary.

  • He uses filters and whitelists. For a man who could literally get thousands of emails a day, Gates has his inbox pared down to hundreds. He takes advantage of email filtering systems do that the only emails that actually make it into his inbox are those from inside his organization, from any partner companies, and from his own assistants.

  • His inbox is his to-do list. Gates says his emails are his daily tasks. He sorts them into folders based on their important and priorities. He states in his article, “We’re at the point now where the challenge isn’t how to communicate effectively with email, it’s ensuring that you spend your time on the email that matters most.”

2.  Mark Cuban, Owner of Dallas Mavericks and Serial Entrepreneur

Most people now know Mark Cuban because of his starring role in the TV series, “Shark Tank”. But few also know that he is the owner of the Dallas Mavericks basketball team and chairman of AXS TV, with a cumulative worth of about $3.3 billion!

Email is probably the most time-consuming tasks of Cuban’s day, because he values his time so much. In fact, concerning “Time”, he recently said, in an interview with Huffington Post’s Arianna Huffington:

Time.. You can’t buy it. You can’t find it. You can’t store it. You can’t trade it.
— Mark Cuban

Because of this, Cuban states that he conducts most of his business via email, be it with investors, owners, or clients. He starts every day with his email and stays in there until his inbox is cleared.

No meetings or phone calls unless I’m picking up a check. Everything is email…(it) saves me hours and hours every day. No meetings. No phone calls. All because of email. I set my schedule.
— Mark Cuban

For him, Email is a way to protect his time, not consume it!

3.  Shama Hyder, CEO of Marketing Zen Group

Here is how Hyder organizes and manages her email on a daily basis.

Since I run a digital web marketing firm, email is essential. But, it can also be a distraction. I follow this rule: If I can answer it in less than a minute, I respond right away. If it requires a longer answer, I flag it for later.
— Shama Hyder

Hyder then prioritizes flagged emails for responses. This way she makes sure to address time-sensitive emails first and the rest later.

She also states that she uses email templates to respond to certain types of messages that she gets on a regular basis.

Overall, a very ‘zen’ and holistic approach to email management!

4.  Arianna Huffington, Founder of The Huffington Post

Arianna has recently changed her approach to Email.

I have reevaluated my relationship with email, which includes no email for at least a half an hour before I to sleep, no rushing to my email as soon as I wake up, and no email while talking to my children.
— Arianna Huffington

Araianna stated that she came to this re-evaluation after her mother became very angry upon seeing her going through her email while trying to talk to her daughter at the same time.

For her, she has prioritized work-life balance as a key part of her Email management strategies.


As we have seen, CEO’s deal with email in at two major levels.

The first is as an essential marketing tool as they sell products and services to targeted audiences. Many have learned and established definite rules about what, how, and when emails are sent out to those audiences.

The second is that CEO’s are also the recipients of huge amounts of emails that they must manage well.

But regular people and very small business owners can take lessons from the tips and lessons provided by some of these “bigger fish”.

Which of these tips did you find helpful?

Are you planning to incorporate any of these suggestions into your Email management techniques?

Today's Guest Post is from Erica Sunarjo. Erica graduated from South Texas College majoring in Marketing and Creative Writing and is fluent in French and Spanish and studying Chinese. She blogs about efficient strategies in education and business coaching and is a writer for The Word Point