In this modern era, Email is an essential mode of communication for every lawyer. Emails
have become the most used tool to facilitate work for lawyers. Although, not all lawyers have
gained the skill of effectively managing their email. This has resulted in a loss of business
and potential customers.
Below are several ways and practices a lawyer can implement to be able to manage his or her
email well to avoid a breakdown in communication and loss of business.
The following are the effective ways of managing emails by lawyers:
1. Exploring basic features and functions of your email
The basic step will be understanding the email or site being used. Understanding the basic
features is necessary as it will be able to improve one’s ability to communicate effectively.
This will assist in navigation and getting to know the shortcut and other features that the
To explain this, let’s use Gmail to extrapolate, many users of Gmail are not conversant with
the many features that Gmail has, some of the features are real deals in saving time. For
instance, if one is not interested in a group email conversation, the effective way to avoid
receiving the emails and having them not backed up one only needs to mute the conversation.
2. Sorting out once inbox by using rules and filters
There are instances where a question or inquiry will come from a non-client finding its way
to your inbox, thereby filling your inbox thus overloading it. A good lawyer should have an
onboarding employee or team who can handle such emails to avoid clutter
A good way to have a neat email is to filter your inbox as it will have all the emails sorted
out. This will help in identifying high priority emails, thereby, creating efficiency in
responding to them.
3. Creating a Schedule to check the e-mail.
It is important to have a schedule or a routine that will be applied in checking one’s inbox.
This will help in identifying emails that need to be responded to and always keeping tabs with
your clients. For instance, a good schedule can be that one checks the email 3-5 times a day.
Having a schedule helps in saving time as it gives a lawyer time frames that he or she should
check his or her email. The necessity of having a schedule is to avoid instances where one has
to keep on refreshing his email after every second, this brings about frustration and boredom.
Coming up with a schedule will create a culture that one is ready to respond to his or her
email because one refreshes their emails when they are ready to read and reply.
4. Embracing technology
Technology is an unsettling factor as it always keeps on evolving and it evolves for the better.
It is, therefore, necessary to embrace technology as a lawyer as it will provide you and your
law firm an advantage against your competitors that are not ready to take up the technology.
Embracing technology refers to using and exploring available tools and apps which will make
it easy to manage your inbox effectively. For instance, once can use unroll. me to manage all
promotional and subscription emails well. Tools such as Hiver, allows one to operate his or
her entire business through email.
With the right technology, a lawyer can be able to improve his law firm through to connect
with new clients and retain the already existing clients. This is because there are effective
connection and communication with the clients.
5. Applying the email triaging technique
This technique creates a simple way to manage one’s inbox, the technique involves three
features, namely: archive, follow up and hold. The names are not constant as one can choose
The archive folder is used to store emails that one has read and there is no further action
needed for those emails. This will help in avoiding clutter and makes the inbox simple and
The hold folder will contain emails that are yet to be read and responded to personal. For
instance, if a lawyer works in a law firm and he or she has been requested by the boss to
provide certain statutes, he or she will transfer the email to this folder to work on it later.
The follow-up folder will contain emails that require further action. For instance, one may be
following up on an issue with a client and the lawyer needs to know the status of the
particular communication. Therefore, the lawyer will be following up on the issue.
6. Using alternative methods for internal communication
Most lawyers working in a law firm use emails for internal communication, thereby, creating
clutter in the email. It will be important to have other alternatives to facilitate office
communication. This will help to ease the work of employees finding important emails or
even the chances of them not being able to respond to an important email.
The alternatives can be using notes, internal memo or even a phone call to confirm or make a
Email management requires constant monitoring and follow up to avoid instances where
certain emails have not been responded to. If the above-mentioned ways are followed by a
lawyer, then he or she will be able to communicate effectively with his clients.