Collaboration is essential for teams nowadays. That’s why each and everyday collaboration tools for business are created to improve the processes that companies need. And as simpler as it may appear, email is a channel that can be used for this purpose.
However, until now many companies just use it individually. In other words, they’re using personal accounts that cannot be shared — only if copying someone in an email, which gets many people in confusing situations.
The good news is that Email sharing is now possible, and here’s all you need to know about it. But why use email as a collaboration tool for business? Aren’t there other Softwares or apps that can do this job?
Well, the main issue here concerns about time spent on email. An average user in the US spends 6h a day in their inbox. And when you have to forward many messages, threads become messy and hard to track.
Shared inboxes, on the other hand, transform all this work into something really simple. After you start using it you simply can’t live without it. That’s because you unite the main tool you already love and use so much, the email, with functionalities you are probably using with the help of other resources. The time you lose switching between tools is valuable, and you can save it with a shared inbox.
So let’s take a look at some other reasons why you should consider using a shared email account.
With many tools available, some teams work in more than 5 different platforms daily. By moving through them, sometimes information gets lost and even team members lose themselves in the middle of it all.
To organize everything more easily, email works as a digital hub, centralizing work in a single platform that covers it all.
Email sharing also makes work more transparent, because everyone can know what other team members are working with, which means more productivity!
Assign Emails to Someone
Email often turn into tasks. With email sharing, your inbox instantly becomes a collaborative task management tool. When you’re able to assign some email to be solved by a specific person, workflows more easily, and you save time for the team as no one has to check all messages because they have the ones specifically for them.
However, be aware. If there’s not a person in your team to manage the workflow, members of shared inboxes should have a look sometimes for unanswered emails. One big issue teams face is miscommunication in their shared inboxes when not everybody is on the same page.
Save Time for the Team
By being able to assign messages to people, the software saves you much time. Beyond that, depending on how your team works, shared inboxes can automatize answers, organize follow-ups and keep track of leads.
Furthermore, for customer support and CRM, email sharing makes your team more aware of what everyone else is working on and so going straight to the most productive task.
Email Collaboration + Kanban: you’ll handle email like a boss
Kanban is a great system developed by Toyota after the Second World War and has many valuable attributes, which we share at Drag. Some of them are:
- It is visual, bringing a holistic view of tasks across different stages;
- Kanban is simple, breaking several tasks down into smaller and manageable pieces;
- It is productive, allowing sorting and prioritization of tasks;
- And it just works.
With Kanban, work gets visual, and you know instantly what to do next. Managing work has never been so simple and easy to use.
Also, we want to share with you some tools to share inboxes:
Drag: the ultimate collaboration tool for business
Our software doesn’t add any new logins/websites for your team. It works straight from your Gmail Inbox. All you need to do is download it here and activating it into your inbox by clicking the Drag’s switch. And that’s it, you’re ready!
At Drag, we want to provide the best service possible, so we’re gathering the best of many worlds:
- Shared inboxes
- Kanban in email
- Assign tasks to the team
- Real-time communication inside Gmail
- Centralize work in one single place, no there is more need to access tens of different platforms every day just to get your team to communicate efficiently.
By doing so, we allow your team to learn faster and have fewer questions about what’s new. We also centralize work, because we have Helpdesk/CRM functionalities and shared boards inside your email. We change everything, but we keep it visually the same.
The Kanban view is also incredibly helpful. By making all emails pop up visually, you can instantly understand in which stage everything is, and so you can spend less time on your email.
The fact that Drag works inside Gmail decrease drastically the time to be invested to learn about a new tool. It also centralizes work, by allowing Helpdesk to be managed within the same space as emails and To-Dos.
Drag starts and stays for free, but if you want to unlock its full power, prices start at $3/month/user. We believe that simple solutions make everything better for both sides because they decrease the amount of new information you need to learn something new.
Here are some other features you can add to your cards in a Kanban board:
- Delegation of tickets;
- Customer info, such as phone number and company;
- Progress bar;
- Due dates;
- Internal notes.
All of it. Right into your Gmail team inbox.
Hiver is a collaboration tool for business, that also uses shared inboxes that provide a software that you can use to log in to your Gmail. This software works as an extension to your web browser and provides some features, such as:
Internal communication — so your team doesn’t need to exchange emails internally all the time.
Collaboration in Drafts — sometimes you and a peer need to work together when writing an email perfectly. It becomes possible with collaboration in drafts.
Collision Alerts — if 2 people start working on the same email, it will send you an alert that this situation is happening, so you can solve the situation.
Price: 14-day trial. Premium plans start at $14/month, full features cost $34/month.
Intercom provides dedicated software for your emails. It’s not dedicated just for email sharing, so it can help you with communication on your website, social media, and chatbots as well. Here are some other features:
Email Forwarding — their tool provides you a way to use any email into their platform: forwarding. So you need to forward an email and it will appear into the platform.
Lead Profiles — this feature works to keep track of your leads while you communicate with them, so you know exactly who you’re talking to.
Tagging — tags help you finding information in a better and quicker way, so you don’t have to scroll infinitely to find specific information.
Price: If you only need shared inboxes, it comes at $53/month. If you need all other features (chatbots and social media), price then rises to $155/month.
Email works as a collaboration tool for business very well, and there are many proofs to that.
Solutions require changes, and work has to be done to achieve these changes. The more you’re active about this, the most your company will make from this change, so don’t be afraid to challenge yourself and then feel the difference in productivity after your team collaborates more in a platform as simple and crucial as email.
Drag is The Everything Inbox for Teams – one single place to support customers, manage tasks and close deals, from the place teams love – Gmail. We are Techstars-backed Company, trusted by 30,000 users around the World.