So, you are looking to start using a Gmail Shared Inbox?
Well, you’re in the right place. Shared inboxes are extremely useful for teams that want to improve their workflow. Yet many organizations in GSuite around the world don’t even know they can turn their Gmail into a shared mailbox.
The reason behind it is that somehow through the years, work teams have accustomed to deal with their usual individual messed mailboxes. They’ve accepted their email chaos as it is and never stopped to question if there was more to get from this evolving technology.
A little bit of email history
Email is the most used business communication tool during these last decades. The first network that evolved into what we call now the internet was born in 1983 while the first email goes back to 1971. It means that email has been available even before the internet. The chances are that one of the first things you did when you discovered the internet was probably to set up your primary email account.
Initially, email was only to be used individually. However, there are still personal accounts that cannot be shared unless you make use of FWD, CC’s, BCC’s, and other confusing features that traditional inbox tools offer.
However, times have changed; new messaging technologies have surfaced and have pushed email usage to the side. Of course, people still use their email for personal purposes, but nobody can deny that email usage has shifted to serve more business-related purposes.
Now it’s 2020, and you are part of a work team. How amazing would it be if you could share your mailbox and work collaboratively with a little help of an inbox software? Fortunately, it is already possible if you leverage the right technology.
The good thing is that you’ve been in the right place this whole time. Gmail is that place. Incredible, right? You’ve had a great unused Shared Inbox tool this entire time. We are that tool. Available through just a Google Chrome extension, Drag offers the possibility of turning your Gmail interface into your most powerful business tool.
Our vision of Shared Inbox in Gmail
First, imagine your shared mailboxes like support@ or overall workflows being managed with your team directly from Gmail like this:
Second, imagine having all of the following to manage your Gmail Shared Inbox:
- Filtering and enhanced security: Choose which team members you want to share your emails with;
- Select the emails you want to share (individual emails or a shared account like firstname.lastname@example.org);
- No more fwd’ ing emails around: Now you can leave internal notes or reply to emails on behalf of your teammates;
- Reply either from a shared account (email@example.com) or from your email address, totally hassle-free;
- Assign and delegate emails to teammates with the greatest of ease. Avoid conversations asking to get things done, with one click that will make it automatic.
- Automate your workflow with simple rules. Move emails automatically to different boards or columns, automatically assign emails and tasks to team members, add tags, and more.
- Turn your Gmail inbox into the most dynamic to-do list you’ve ever seen.
Cool, right? That’s why we created Drag.
What a Gmail Shared Inbox can do
The great thing about email, especially Shared Inboxes, is that the same process can be applied across multiple use cases. To name a few:
- Help Desk: Keep track of customers’ conversations without leaving your Gmail interface. The best part? There’s no need to convert emails into tickets anymore.
- CRM: Create and manage your pipelines in one place, your Gmail interface. Nice and easy.
- Project Management: Convert your emails into tasks in a project immediately. Use the proven Kanban view to manage workflows more efficiently.
- Many others, like Marketing, Recruiting, etc.
Chrome extension and start changing the way you’ve been handling your email and your business.
Why the idea of Gmail Shared Inbox is brilliant
When you start to manage an inbox in Gmail properly, the results are remarkable. It enables teams to work together on emails when the issue requires more than one person working on it simultaneously (and it’s not just for customer support. It applies to other essential divisions, like sales or support.
Reaching Inbox Zero is a new goal and something that every team and employee wants. It means to have zero emails in your inbox without affecting your productivity. It doesn’t matter if you’re in sales, customer support, or anything else. You want to reach inbox zero.
Drag allows such a higher collaboration level that everyone in the team will help each other to achieve inbox zero. This is our goal to make a truly collaborative place for your team’s mailbox.
We’ve talked a lot about email. People use email for lots of different tasks – marketing, sales, customer support. We also know how hard it can be to manage lots of various tasks while playing different roles.
Having Drag working for you means you can seamlessly handle all your chores. Sure, lots of tools have emerged to fulfill those specific tasks, but having a unique tool that delivers all kinds of solutions inside your mailbox is just awesome.
3. Transparency and security
It’s not just about saving time, it’s about promoting transparency across your team. Sharing specific communication onto team boards provides more context as to why things are getting done.
What concerns security, some people may think that sharing the same email account (login and password) is a good alternative. But this is not a secure way, and it implies specific extra steps to see what has been done inside the mailbox.
When each person in the team has an individual account with a shared mailbox, they can send emails with the same address (e.g., sales@, support@). At the same time, they have their primary inbox, where they will receive emails sent to a personal address linked to the company.
Ready to try your Gmail Shared Inbox tool?
Shared Inboxes are a total no brainer. They’re quite simple to set up. To turn Gmail into it, you’ll need the following steps:
- (Optional) Request a demo with our team.
- Download and install Drag Chrome Extension.
- Pick the kanban view (like below) or standard Gmail view for your mailbox (you can turn kanban view on using the toggle button on the top right).
4. Add new boards. You can add empty boards (and add tasks or drag specific emails to it, like a folder) or Shared Inboxes (real-time boards for teams who use email addresses such as support@ or sales@, all emails will load straight into those boards).
5. Invite your teammates to boards.
Now you can start collaborating in Gmail with your team. Also, your emails get many other functionalities, such as:
There is a session inside Drag’s cards where you can add notes. This is very useful to write down every information available about the customer that sent the email, for example. With email notes, you display everything that the team should be aware of in each task or email that arrives in the mailbox.
In each card you create inside a shared board, there is a dialog box. With this feature, you can have conversations with your teammates in real-time, commenting on everything you need about that specific email or task.
Google Calendar integration
When you set due date to an email or task, an event will be created in your Google Calendar at the respective date and time you chose. This way, you can track when each task needs to be completed on time, and also you can receive reminders of them.
Moreover, you can create checklists to check every step of a task you need to work on. And imagine having multiple boards to organize different types of emails or different team mailboxes? That’s also possible—everything to improve the collaboration within your workflow.
When you choose to insert a shared inbox service in your teamwork, you will notice lots and lots of benefits, such as enhancing your productivity, speeding up your processes, and avoiding critical mistakes. Therefore, the option to collaborate inside a shared mailbox can change an entire workflow, improving processes to get concrete results.
So make sure to choose a complete option, that will never let you down on helping you manage not just your email, but your entire business.