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How Will AI Impact Email Communication?

July 30, 2023

AI in email communication

We're all familiar with the high-impact presence of artificial intelligence (AI) in all aspects of our lives.

It is transforming the way we perceive the digital world and how we deal with online communication.

But how does this affect good ol' email?

Can it actually help us sift through the avalanche of messages we receive every day? Is there a way to make the process more efficient and less time consuming?

Is AI in email the answer to our prayers?

There's no doubt that AI email communication can make our lives easier. Still, some people might welcome this futuristic addition with slight anxiety and unease. 

On average, 347.3 billion messages are sent every day in 2023, and those numbers are expected to grow each year. This is where AI-driven solutions can assist us in efficiently managing our inboxes and getting to the important stuff faster.

But that's not all; AI has the potential to entirely revolutionize how we communicate via email. Let's explore that further. 

Greater email personalization 

Establishing effective professional email communication often demands understanding the preferences and expectations of each recipient. This can entail spending hours fine-tuning content, tone, and structure to make every message resonate with its intended audience.

This time-consuming process can be both inefficient and inaccurate. However, AI technology offers a solution that can streamline email personalization in professional correspondence, making it a more manageable and stress-free process.

Consider using AI-generated subject lines, content suggestions, and email automation that delivers customized messages to each recipient. The days of guesswork and laborious manual efforts would be replaced by a sophisticated system that simplifies the process of crafting personalized emails, from finding email addresses to creating email content. 

AI-powered email prioritization and organization

Writing with AI is a given, but few realize its potential to revolutionize how we handle our inboxes by analyzing the content and importance of incoming emails. 

By intelligently prioritizing and organizing messages, AI can help users focus on the most critical emails, ensuring a more efficient and effective email management process. 

Firstly, AI can evaluate the content of each email, identifying keywords and phrases to determine the subject matter and relevance to the user. This allows the system to sort emails into categories or folders based on their importance, helping users quickly locate relevant messages. 

Secondly, AI can assess the sender's relationship with the recipient, factoring in the frequency and urgency of past communications. This information can be used to prioritize emails from high-priority contacts, ensuring that important messages are not overlooked. 

Finally, AI can learn from users' interactions with their inboxes, recognizing patterns in how they manage emails. This enables the system to adapt and improve over time, further refining the prioritization and organization process. 

AI-driven spam detection and filtering  

AI can help us manage our inboxes better by detecting and filtering spam emails. It can analyze information to find patterns and determine which messages are spam. This way, it can keep unwanted emails out of our inboxes and make them easier to handle.

Using AI for spam detection also protects us from harmful emails, like phishing scams. AI can spot signs of danger, such as fake email addresses or tricky links. Ultimately, using AI to deal with spam makes our inboxes cleaner. 

AI-assisted email drafting

AI can help us write emails more easily by suggesting words and phrases, fixing grammar mistakes, and offering useful templates for everyday situations. This means we can write better emails faster without worrying about making errors.

An interface of an email website and how it would look like with AI integration.

Source: Mailbutler 

With AI writing assistance, we can communicate more effectively in our emails. AI email assistants can guide us through the writing process, ensuring our messages are clear and professional. This can save us time and help us focus on other important tasks. 

5 benefits of using AI in email communication for businesses

Email communication offers numerous benefits, particularly in the realm of business. It provides a convenient and efficient means of exchanging information, transcending geographical barriers and time zones. 

With the help of AI-driven solutions, such as automated email personalization, professionals can enhance their productivity and streamline their workflow.  

The advantages of business email are evident in its ability to facilitate effective communication, allowing professionals to tailor their messages to specific recipients. Furthermore, AI-assisted email drafting tools and interactive features enable professionals to compose high-quality messages and engage readers effectively. 

1. Email timing 

And let's not forget the all-important aspect of email timing. 

We can all relate to this scenario: you're trying to relax on a lazy Sunday morning, but suddenly your inbox is flooded with messages from co-workers in a different time zone or marketers trying to promote their products.

In cases like this, AI-powered algorithms could determine whether the message has an optimal delivery time. This can be a valuable asset for marketers and business owners, as it could lead to higher conversion rates and improved customer experience. 

2. Minimal human error

Let's be honest here. How often have we accidentally hit the "Reply All" option in a group email when we only wanted one person to get it? Or sent a message to the wrong contact because we mistyped their email address?

We've all had to deal with it at least once in our lives. The whole thing can be incredibly tedious and frustrating, and it can waste valuable time that could be spent elsewhere. 

Imagine a world where AI spends all that time sending emails in your tone of voice, with the right content, to the right people. Sounds like a dream come true, doesn't it? 

AI technology could replace all those emails you had to respond to when you had to circle back to a particular project with a group of colleagues or send quick updates to ensure everyone is on the same page. There will be no need to type messages, which will reduce the chances of mishaps and human error. 

3. Multi-user correspondence 

In the current state of email communication, hitting reply on an email thread that involves more than two people can become a real headache. Once AI is fully integrated into the email environment, it can be used to manage medium and large-scale multi-user correspondence. 

When it comes to replying to multiple people, not only is it a mess to follow, but it can also be quite distracting when you're trying to focus on something else. With the help of AI-based solutions, this cluttered approach could be replaced with a clean, automated system that organizes messages and allows every participant to respond from there. 

This can include a like, share, or comment feature, giving users complete control and flexibility when managing multi-user conversations. This lighter and more efficient approach could be a massive relief for many professionals who are dealing with this problem on a daily basis.  

4. Better interactive features 

Adding interactive elements to static emails could be a great way to engage readers and build relationships with potential customers. AI-based integrations like polls, quizzes, or even games and videos are all powerful tools to have in your arsenal.

When you include these in your emails, you're automatically ahead of the competition, and you can capture your readers' attention. This will generate valuable data that could, in turn, serve a greater purpose in targeted marketing campaigns. 

5. Greater privacy and data protection 

Our digital footprint is tricky to keep track of, so it's only natural that we'd want to find ways to protect our data from unauthorized access. When we're sharing personal details on different social platforms, we're opening ourselves up to potential data breaches and cybercrime.

In the future, AI encryption and double authentication systems could be used to ensure that our data is safe and sound. Advanced algorithms can make it hard for hackers to access sensitive data like emails. Users might be asked to give consent before sharing information and have complete control over what data they keep private. 

As such, AI could play a role in blurring the lines between public and private data. Consequently, this will give users a sense of control and security when sharing personal information. This doesn't just end at email addresses and contact information; it extends to financial and professional data as well. 

AI implementation is a balancing act

As we've explored, AI has the potential to revolutionize email communication in numerous ways, making it more efficient, personalized, and secure. 

However, as with any technological advancement, we must consider the implications and potential drawbacks of implementing AI in communication. For instance, issues surrounding privacy, data ownership, and the loss of the human touch in correspondence might arise. 

So, what are your thoughts on the future of AI in communication? Do you believe that the advantages outweigh the downsides?

Striking a balance between the benefits and potential risks becomes essential as we continue integrating AI into our daily lives.

Get your email strategy going with these 10 email marketing tips from G2's own email expert.

email marketing software
Check your inbox!

Design customized emails and manage your email lists with the help of email marketing software.

email marketing software
Check your inbox!

Design customized emails and manage your email lists with the help of email marketing software.

How Will AI Impact Email Communication? AI has revolutionized email efficiency. Explore its transformative impact on communication, streamlined workflows, and automated productivity.
Ilija Sekulov Ilija Sekulov is a Digital Marketing Consultant & Senior SEO/SEM Specialist. Currently working at Mailbutler.

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