Just in case you don’t know, G Suite is a service provided by Google and allows users to personalize its products according to a certain domain — and branding. It’s commonly used by companies which want to keep consistency on their visuals and improve the overall experience across platforms. It also provides optimized tools to increase productivity.
However, even with investment into these tools, many companies still make mistakes that hurt their productivity. Trying to set up a G Suite shared mailbox, if done incorrectly, is one of them.
The thing is that some of these companies are not familiar with the full potential of a G Suite shared mailbox. Which is why we’re pointing out some of the most common mistakes and how to turn them into solutions for your company.
How you’re doing it wrong
People usually start wrong. When getting started in their company, they typically aren’t thinking about how to set up a shared mailbox, instead it’s about simply setting up G Suite for their organization.
Let’s think a little bit – if you need many people to access the same messages, but you can’t share messages with multiple emails, what do you do?
Yes, you create a single email address and allow everyone to access it from a shared email and password. Basically, everyone has the same password and access the same account (e.g. firstname.lastname@example.org, etc).
In the beginning, it might sound practical, but besides the lack of security, when you start deeply thinking about it, you’ll see how it could go wrong. Here are a few examples:
- Miscommunication among team members: “Messages could be answered by someone else, so I wouldn’t bother or I work faster than my peers, so I’ll stop working until they catch up”
- Increasing time for an answer: “I think someone else started this conversation, so I won’t interfere”.
- Lack of transparency: when your team doesn’t communicate well, the processes will break down, such as who’s working on what, or if someone should finish a task started by someone else.
As much as these situations seem easily solvable, some teams fall apart because of them.
Fundamental features in a proper G Suite Shared Mailbox
In order to make the most of a G Suite shared mailbox in your team, there are very useful and intuitive software, and they basically start from the same principle: a shared inbox should be exactly like it says – shared.
So no more lots of people with the same login and password. Each of you should have your own access to the same space.
This not only adds security, but provides a clearer workflow, because you’ll be able to know who’s accessing what information and who’s assigned to each task or email.
Other advantages of a well structured G Suite shared mailbox are:
– Internal notes: It is as simple as it sounds. With a team well aligned in the same inbox, the need for internal emails will drop dramatically.Let’s say you work with Helpdesk: instead of forwarding a message to a peer and waiting for an answer, you simply write a note on the email with any feedback you want to provide.For internal communicating, email becomes needless. In a shared inbox, all you have to do is write notes and comments in the email, so other people will get it easily, and you can keep track of everything happening in real time.With less emails and more tools, shared inboxes indeed can minimize the workflow, making your team more aligned with what is going on. In fact, according to the McKinsey Global Institute, a team with good internal communication can increase its productivity by 25%.
– Real time collaboration: By sharing your inbox, email becomes something much bigger. Let’s think about it a little bit. What differentiates an email from a CRM software? Many things, of course. But the main factor is collaboration. If both tools had the same amount of it, it would certainly minimize the wall between these tools. And that’s what team inboxes are slowly doing. They allow email to become many tools, so much more than it usually is used for. And that’s what we want to do at Drag.
– Delegating tasks: To make the most of your team inbox, everyone must know what is their role everyday, so in order to keep this alignment, it’s quite useful to assign members to their specific tasks. You can add one or more peers to the same task, depending on its complexity. With many people in the same thing, it also becomes easier to understand in what points they can help each other out.
How you can effectively make a Shared Mailbox right
Drag instantly turns Gmail into a shared inbox, with all the points mentioned above. And it doesn’t stop here. It also turns Gmail into a Kanban board, the best way to organize Gmail. To get the best G Suite shared mailbox, you’ll need the following steps:
1. Download Drag Chrome Extension;
2. Create your team boards;
3. Invite your teammates to boards.
And all done! (yes, that’s it!)
Now you can start collaborating in your brand new G Suite shared mailbox with your team. To get things done, your inbox gets many other functionalities, such as:
- Add tasks to your shared mailbox;
- Due dates;
- Multiple boards;
- All of the above shared with your team.
All of it. Right into your gmail.
Want to learn more about how to transform your business with shared inboxes?
Although it might seem hard on the first place to transform your team’s productivity, it is much simpler than you expect, and the outcomes are many.
In order to make it simpler for you to understand the entire process, here’s a free e-book you can download and share with your peers. The more everyone knows about it, the more prepared they will be.
G Suite has many advantages, and you’re only wise by making the most of them. So don’t settle down with the tools you already have if they’re not good enough for your company.
What you’ll learn inside Drag
Starting now, we’re aiming to share what our plans are, how we’re doing and what lessons we’re learning along the way.
- Just like this article, you’ll get real-time updates on what’s happening, what’s working and how it feels in a startup.
- Quick videos explaining quick wins and how to grow your business
- Live Instagram updates. Real-time stories of what’s happening
This is our attempt at sharing everything. It’s as simple as that You don’t have to be a customer to follow us.