Email remains the most preferred method of communication in most workplaces. It’s fast, cheap, and allows people to easily send electronic data. And while most people use email individually, a shared mailbox offers more benefits if you work as a team. Here are five reasons why your team should start using a shared mailbox.
1. Enhanced Transparency
Email transparency promotes a culture of trust and openness in an organization, and a shared mailbox helps you to achieve that. It gives every team member access to the entire communication chain. New members can follow the email conversation history to find out more about a project or specific workflows. Chances of replying to emails twice are also eliminated.
Additionally, a shared mailbox allows team members to see what others are working on and who is best at solving certain problems. A team leader finds it easy to allocate tasks to team members.
2. Promotes Collaboration
Solving external problems becomes easier if there is internal expressiveness. Since everyone is responsible for the emails in a shared mailbox, team members collaborate and ensure the information sent out is credible and timely. A shared mailbox gives team members a sense of ownership, eliminating mindless mistakes because everyone knows what they are supposed to do.
3. Every Team Member Stays Updated
In a shared mailbox, communication is centralized, so team members can track conversations with less struggle. Emails can be accessed by many people for easy communication. For instance, a gmail shared mailbox allows the admin to add up to 25 members who can read and reply to emails. It is a great google groups alternative.
A shared mailbox also allows customers to reach the company through one email that’s visible to everyone. Since everything is in one place, It’s easy to keep track of email threads and respond to tickets promptly.
4. Shared Learning
A shared mailbox gives team members access to inbound and outbound messages. They can read conversations and see how other members dealt with different situations, such as customer complaints. They can apply the same strategies in the future or suggest a better approach. They can also learn from their mistakes and get helpful tips.
A shared inbox also lets others review your draft in case you need help. You don’t need to send many emails to many people. They will see your shared draft and suggest changes.
5. Inbox Zero
Many people struggle to free their inboxes from thousands of emails. A decluttered mailbox is neat and ensures you don’t miss any important emails. You reply to every email on time. This can be achieved with a shared mailbox where everyone can respond to incoming messages. There are no email duplicates. Each member can read emails and check drafts. In the end, inbox zero becomes a reality.
A shared mailbox offers more benefits to a team than a private inbox. But it’s important to ensure that it’s not neglected. It’s easy to assume someone else will respond to an email without knowing if they will or not. If you’re a team leader, delegate duties to your team when using a shared mailbox.