How Email Software Facilitates Better Project Management

by Daniel Raymond · January 29, 2025

While sending mass emails through Outlook, Yahoo, and Gmail is free, better options are available. Not only do high-quality alternative providers offer professional-looking emails, customized templates, and a lower risk of being labeled as spam, but they may also offer high CTRs, open rates, and conversions. Email project management is sacrosanct. It assists project managers and their teams by allowing them to allocate work efficiently and communicate more clearly.

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Project managers understand that email inboxes rank among the most effective project management resources. Thanks to email, assigning tasks, creating a to-do list, effectively managing deadlines, and providing task-specific updates for team members is possible. For those in the know, there is no doubt that the leading email clients (those listed above) are not expressly designed for practical project management purposes.

However, project management software and top-tier email clients can prove highly effective in project management. This project management software makes it much easier for companies to communicate with internal and external stakeholders. This includes employees, suppliers, distributors, clients, and anyone up and down the value chain. Many top-ranking email platforms can be paired with dedicated plug-ins, apps, and add-ons to advance project management goals.

Outlook Project Management Tools

Microsoft Outlook email service has many helpful project management resources. Using this as a standalone system without adding additional software is possible. However, dedicated project management resources can certainly boost Outlook’s efficacy. For example, project team leaders should always assign tasks, use journals, and set meetings via Microsoft Teams. All of this facilitates effective project management.

It is possible to collate tasks, duties, and responsibilities into a shared calendar. This makes it easy to track everything quickly and in real-time. Plus, the best project management software allows data to be exported to different file formats. Upon closer inspection, it is abundantly clear that Microsoft Outlook – without powerful tools and resources – falls short of a standalone project management email system. Accoutrements are required.

Many project management professionals advise against using Outlook for several reasons. For one, there is no conceivable guide on how to send bulk email from Outlook, since this option is absent. Besides the lack of mass emailing, other shortcomings include the following:

As an email service provider, there is a daily email limit Outlook – capped at 300 emails per day.
Outlook is lacking in terms of email design features. It doesn’t have templates, nor does it have coding resources.
Notably, Outlook falls short in the analytics department. Since marketing professionals and project management rely heavily on analytics (metrics), it’s difficult to understand how well an email marketing campaign or email-driven project management is working.
Outlook email marketing and project management often lack legitimacy, credibility, and professionalism. This is especially true of external stakeholder communications. Customers, business associates, suppliers, and distributors expect professional communications with dedicated sender addresses. In other words, the email address should match the sender’s brand– a task that standard Outlook cannot perform.

Gmail Project Management Tools

Google is a powerful multidisciplinary virtual arena where myriad project management systems abound. This includes Google Sheets, Google Docs, Google Forms, and Google Assistant. When used intelligently, these project management tools can integrate with Gmail, allowing for an all-encompassing, robust project management system. Again, Gmail – like Outlook – has shortcomings that need to be carefully evaluated with expected goals.

Reasons to Use Effective Email Project Management Software

Naturally, there are many benefits to using email project management software. These include the following:

Organizational benefits
Unified communications
Time and cost-saving benefits
Easy-to-use project management system
Centralized control of project management

It is a well-established fact that email project management is effective at getting desired results. When projects are managed from an inbox, it’s much easier to control communications, assigned tasks, duties, and responsibilities and control outputs accordingly. Collaboration via email is much easier and more effective. The synergistic nature of multifaceted email communications software allows each of the benefits mentioned earlier to be realized.

Important Email Marketing Stats

33% of marketers prefer email
4.48 billion email users globally
64% of SMEs utilize email marketing
81% of SMEs use email for marketing
The open rate for email marketing is 36.5%
50% of marketers admit that email marketing is the most promising

Out With the Old and in With the New

Granted, the variety of email project management resources is extensive and overwhelming. Naturally, they are not cut from the same cloth. Some of these tools are user-friendly, while others are too complicated to use. When assessing the quality, reliability, and trustworthiness of email project management tools and systems, several questions must be answered, notably:

How easy is it to create tasks?
Is team collaboration possible?
Can it be integrated into the email service?
Is the email software integrated with existing technology?
What is the cost of implementing the email project management software?

The three big email platforms, Outlook, Yahoo! and Gmail, will likely be used by many companies. However, it is increasingly accepted that external email project management platforms have a big part to play in 2025. Many of the shortcomings of existing platforms are obviated with new-age technology and systems.

Conclusion

Powerful new email marketing project management solutions are displacing established juggernauts like those mentioned above. This is especially true of companies seeking to increase open rates, reduce straight-to-spam metrics, and elicit a more favorable impression with internal and external stakeholders. When mass email campaigns are needed, limiting options to run-of-the-mill providers is often foolhardy.

Project managers are turning to comprehensive CRM suite solutions that are fully integrated with many tools, resources, and features. These are designed to enhance communications, achieve pre-state objectives, and facilitate the promotion of brand image, credibility, and professionalism in project management.