Turn your business email into an AI-powered assistant
Cover image by Suwaree Tangbovornpichet via Vecteezy
In our modern world, where everyone seems to be in the pursuit of convenience and efficiency, new tech solutions and services continue to emerge, constantly pushing the boundaries of what is possible. Businesses in particular are increasingly turning to a wide range of innovative tech tools and services to run their day-to-day operations, with the purpose of simplifying processes and boosting efficiency across all tasks and departments.
In customer service, companies use chatbots and automated support systems to respond to clients' queries and requests promptly, allowing human agents to focus on more complex activities that require their undivided attention. Smart bins and automated waste collection systems have become game changers in waste management and sustainability, while cloud-based tools are streamlining workflows and reducing operational overhead for businesses in all industries.
Technology has evolved so much that there's now a digital solution for nearly every business function and need - but there's always room for more. The demand for innovative tools and services is only getting higher. So, how about turning your business email into your very own AI-powered assistant? The prospect of having an email service double as a personal assistant is undeniably appealing, but is that even possible? Well, while this kind of service doesn't actually exist, it can become a reality if you're willing to do a bit of high-tech DIY. Here's what you need to do to nail the project.
Choose the right email service provider
The first thing you have to do is sign up with an email provider that offers free plans, so you can set up a custom email domain. For this, you'll need to shop around a bit, since there are numerous companies that offer email services for individuals and businesses, each with its own features and advantages. Many will naturally gravitate toward standard providers such as Gmail, Outlook, and Yahoo, since these are the most widely used and therefore perceived as the most trustworthy and dependable.
However, you might want to expand your search and look into professional email services that focus on business clients, as many might be better suited to your needs and offer useful features that others might not. Here are some key factors to consider while exploring your options:
Security and privacy - business emails typically contain a lot of sensitive information, such as financial data, trade secrets, or personally identifiable information (PII), that you don't want to fall into the wrong hands. Therefore, you need to look for providers that prioritize security and privacy, and ideally employ end-to-end encryption to ensure users' emails remain private and fully protected.
Storage space - with email being the primary communication tool in the business space, companies' inboxes tend to accumulate a vast number of emails, which makes having a large storage space a must.
User friendliness - email should simplify communication and task management, so it's important to choose a service with an intuitive, user-friendly interface that allows you to handle your communications effortlessly.
Integration - you need to check if the solution you're considering allows integration with other services and apps, since you'll need this functionality later, when you upgrade your email to an AI-powered assistant.
Customization - it's also helpful to have the possibility to customize different features and settings, such as inbox displays, notifications, signatures, and other more advanced options to enjoy a more personalized experience and ensure the service responds to your company's specific needs.
Reliability and customer support - you never know when an issue might arise or when you might require assistance from the provider. This highlights the need for choosing a service that offers comprehensive customer support options and is known for addressing client queries promptly.
Bring AI into the equation
This is where the fun part begins. After you've chosen an email provider and set up an account with them, you can finally start tweaking it to turn it into your very own AI-driven assistant. This basically implies incorporating AI capabilities into your email via browser extensions or add-ons, so that you can plan and automate tasks like drafting replies, summarizing emails, and organizing your inbox. Options include:
AI email writing tools
Grammarly is a highly efficient tool for anyone looking to improve their writing skills and can also serve as a great addition to your business email, as it can help you draft emails, suggest improvements for tone and clarity, and ensure your communications are mistake-free.
The free version of ChatGPT, the highly popular and versatile AI chatbot developed by OpenAI, can also be integrated into certain email services through add-ons or browser extensions. Then you can take advantage of its capabilities while using your email.
Dedicated AI assistants
Installing dedicated AI tools through browser extensions is probably the easiest and most to effective way to give your email the AI treatment. Most browsers include an extensions store or marketplace where you can search for and install tools that enhance your email with AI-powered functionality.
All you have to do is find a suitable AI tool and follow the instructions to add it to your browser. Once installed, you can log in to the extension within your email account, and it will begin to offer AI-powered features like automated email writing and response drafting.
AI-powered platforms
There are also numerous AI-driven platforms that can connect with your email and facilitate all sorts of tasks and operations. For instance, you can use Zapier's AI tools and templates to create automated workflows, such as summarizing emails, categorizing incoming messages, or drafting responses. Mailbutler is another popular software that adds a series of useful features to your email, such as AI writing, follow-up reminders, and other similar solutions.
Specific AI email tools
You can take advantage of specific AI email tools aimed at facilitating email management for professionals. MailMaestro, which offers features like AI-powered note-taking, meeting summaries, and email summarization, and Nanonets, a tool that extracts and categorizes data from emails, automates responses, and helps streamline workflows, are great options to consider.
Your email can be much more than just a place to send and receive and send messages. By integrating smart tools, automation platforms, and AI-powered features, your inbox can transform into a reliable assistant that not only manages your messages but also helps organize your schedule, set reminders, and even automate routine tasks.