Executive summary
Email overload can be a productivity problem that affects everyone in the workplace, including even the smartest and most organized employees. However, LeanMail offers a solution that can help all team members gain full control over their inboxes, regardless of their personality type. In just a matter of minutes, LeanMail can help your teams achieve a waste-free and streamlined email management system that improves productivity and reduces stress.
What we do
LeanMail is the leading email management solution for Microsoft Outlook on Windows. With its comprehensive set of tools and training, LeanMail is designed to optimize the efficiency and effectiveness of email management. By maximizing the ratio of time and effort to action and tangible results, LeanMail can help both underperforming and top-performing employees significantly increase their productivity. With LeanMail, you can expect to see improvements in the quantity, quality, and consistency of your team's email communications, leading to better outcomes and greater success.
How we do it
Say goodbye to inefficient and wasteful ad-hoc approaches to email management. With LeanMail, you can replace these outdated methods with best-practice processes that are intuitively designed to provide complete command and control over your emails in Microsoft Outlook.
Our comprehensive suite of customizable on-demand add-ins, or modules, snap seamlessly into Outlook like Lego blocks, making it easy to tailor your email management to your specific needs. With LeanMail, you can streamline your workflow, eliminate email clutter, and take control of your inbox like never before.
The objective of LeanMail is to ensure that you can:
gain a clear overview of your daily priorities and urgencies, ensuring that you are maximizing your work output with the least amount of effort and stress. Our intuitive email management system helps you to stay organized and focused, so you can accomplish more in less time;
reduce wait times for customers and increase your own job satisfaction and well-being. Our system promotes clear and efficient communication, helping you to respond to customers promptly and effectively;
takes a systems approach to email management, promoting the elimination of waste and improving profitability. Our comprehensive suite of customizable modules is designed to optimize every aspect of your email communication, from prioritization to response time to follow-up. With LeanMail, you can achieve greater efficiency and productivity, leading to increased profitability and success.
The look and feel
LeanMail empowers practitioners with a daily task list that is sorted by priority and urgency, and can be easily adjusted as priorities and urgencies change throughout the day. With LeanMail, ambiguity regarding what is important and urgent is eradicated, and search times are reduced by over 90%, allowing practitioners to quickly find what they need and take action.
Moreover, nothing important is ever forgotten or delayed with LeanMail, giving practitioners an unparalleled experience of complete command and control over their email communication. With our intuitive email management system, practitioners can stay on top of their daily tasks and responsibilities, leading to increased productivity, reduced stress, and better outcomes.
The LeanMail Add-in for Microsoft Outlook
LeanMail's proprietary software includes individual modules that can be activated on demand by the user, providing a fully customizable email management experience. Each module is designed to bring forward existing tools in Outlook and enhance them with workflows, filters, and time-saving automations.
With LeanMail, you can turn your Outlook client into a high-performance Formula 1 racecar, much like how AMG upgrades luxury cars. Our suite of modules is designed to optimize every aspect of your email communication, from prioritization to delegation to follow-up. With LeanMail, you can take your productivity to the next level and achieve greater success in all your email-related tasks.
LeanMail Training
LeanMail is more than just a tool, it is a comprehensive methodology that requires 60-90 minutes of group or private training and coaching for each modularized solution. Our training and coaching sessions are designed to not only educate users on how to effectively use LeanMail but also to incentivize and establish the right environment and motivation to follow and maintain best-in-class email management practices.
With LeanMail, you can expect personalized training and coaching that is tailored to your specific needs and goals. Our aim is to ensure that all users are equipped with the knowledge and skills necessary to fully leverage the power of LeanMail, resulting in improved productivity, reduced stress, and better outcomes.
Seeing is believing
Take a minute to view what four of our customers from different parts of the world, different size companies, and different functions, have to say about LeanMail.
The Challenge
Email overload is caused by the lack of controls and awareness,
not employee incompetence.
The fact that a significant amount of a modern worker's day is spent managing email is not new. However, what is concerning is the data collected from hundreds of SMEs and global enterprises showing that at least 23% of that time is unproductive, and possibly even more. This results in lost customers, missed opportunities, and late responses due to inattention to priorities.
The true loss, however, is not just in the time spent on email management, but in how that time could have been better used. Unfortunately, many organizations have stopped confronting this issue, even as it causes undue stress, undermines sales, and negatively impacts customer service. There are two main reasons for this: the mistaken belief that email will soon be replaced and the belief that email is a personal productivity challenge.
However, the reality is that no tip or trick can significantly improve results with inappropriate tools. To address this issue, organizations must take a systems approach to email management, measure productivity, and implement countermeasures to correct faulty and wasteful practices. Unfortunately, this can be a difficult challenge to address, as there may be no clear ownership or responsibility for productivity in this area.
As a result, it's important for organizations to prioritize email management and invest in comprehensive solutions, like LeanMail, that can streamline workflows, reduce stress, and improve outcomes. With the right tools and approach, it's possible to turn email management from a productivity drain into a competitive advantage.
Email is not going anywhere
While tools like MS Teams and Slack have certainly increased the amount of communication and reduced phone calling, they have not been effective in reducing email traffic. In fact, email volume continues to surge at a rate of 3,5% annually, despite the emergence of these complementary communication channels.
The reality is that email remains the primary mode of communication in many workplaces, and its use continues to grow. However, with the right tools and training, organizations can optimize their email management practices and reduce the burden of email overload. This is where LeanMail comes in, providing a comprehensive email management solution that streamlines workflows, reduces stress, and improves productivity.
By adopting a systems approach to email management and investing in effective tools like LeanMail, organizations can take control of their email communication and achieve better outcomes. So while email traffic may continue to surge, with the right approach, it doesn't have to overwhelm and hinder productivity.
94% of the problem is the system
– W.E. Deming
Despite the abundance of tips and tricks available online, none of them has proven to be the silver bullet solution to email overload. This is because email management is not just a matter of personal productivity, but rather a systems problem that requires an upgrade to the application itself. In the case of MS Outlook, this means implementing a comprehensive email management solution like LeanMail that can streamline workflows, reduce stress, and improve productivity.
The truth is that mindfulness alone is not enough to effectively manage email in today's fast-paced business environment. Email is a digital tool that requires digital innovation to keep up with the demands of modern business transactions. Unfortunately, Microsoft and other email providers have not significantly altered the way we manage email since its inception. As a result, our inboxes remain a receptacle, a black box that we enter with the best intentions but without a carefully designed plan or the right tool for execution.
Without a comprehensive email management solution like LeanMail, we will continue to feel like Sisyphus, perpetually rolling the boulder up the hill of email overload. But with the right approach and tools, we can break free from this cycle and achieve greater efficiency and productivity in our email communication.
The Solution
We start by offering essential tools
LeanMail modules comprise the five essential email management tools needed to handle more than ten or fifteen emails per day. These tools fall into five categories:
LeanMail modules comprise the five essential email management tools needed to handle more than ten or fifteen emails per day. These tools fall into five categories:
Security and adherence to GDPR
LeanMail is a completely safe and secure email management solution. Our software is client-based, and it integrates seamlessly with Outlook without any connection to external servers, except for the license server, which controls which modules are used.
We take the privacy and security of our users' information seriously and are fully compliant with GDPR regulations.
LeanMail does not gather or store any information other than the user's contact information, and this data is strictly regulated and protected.
If our software is removed, there is no loss of information, as all data remains safely stored and untampered on the Exchange Server. With LeanMail, you can be confident that your email communication is secure and protected, giving you peace of mind as you streamline your workflow and take control of your inbox.
Work smarter, not harder
Unlike other email management solutions that require a steep learning curve and a complete overhaul of your email management process, LeanMail is designed to integrate seamlessly with Outlook. With LeanMail, you can take advantage of many functionalities already found in Outlook, while also gaining access to additional features like automations, workflows, and templated views.
By leveraging these tools, you can make Outlook better organized and work more closely to Lean ideals, working smarter instead of harder. With LeanMail, the learning curve is gentle, and you can start seeing results quickly, reducing stress and improving productivity in no time. So if you're looking for an effective email management solution that won't disrupt your existing workflow, LeanMail is the perfect choice.
Michael Brink Larsen
Partner, Baker Tilly
"It is much easier to find emails."
LeanMail is great for two reasons: No.1 is planning - I now have full control over all received emails and when to answear or execute. No.2 is archiving.
Jodi Davidson
Vice President, Diversity & Inclusion, Sodexo
"LeanMail changed my life! Maybe a bit of an exaggeration - but not really"
No longer have to keep so much in my head!... Understanding the difference between urgent and important.... Staging my priorities... not chasing the "shily penny" (most of the time)...
