Assigning, delegating, and sharing tasks is a common way of splitting demands and balancing work for everyone in a team. It can be a little hard to manage without the help of a spreadsheet, extension, or even software.
What you may not know is that there are many options for apps, extensions, and software in the market that cover this issue. Did you know that, according to PWC, project management software increases performance?
Today we will be talking about how people deal with shared emails and a few options of email management apps that are available to try. Let’s check it together, come with us!
How people commonly share emails
So, as we all know, sharing emails to split demands is reasonably common in any company. However, there are good practices and ways of doing this.
A widely used way is to share a spreadsheet with the entire team with all the accounts and passwords of every software/email that a companies’ possess. This way, anyone can use the same login and password on their computer to access an account. Does this sound problematic to you? It’s because this is unsafe.
Sharing the same accounts and passwords is not the safest way to do it. Mainly because your account is vulnerable to being hacked since you register it on several different computers. Also, this spreadsheet can accidentally get into the hands of people from outside of the company. Imagine making all of your companies’ accounts public? A total disaster.
Email accounts can be shared, but properly!
The easiest way of sharing email accounts is merely sharing the same login and password. That’s the simplest solution that pops up on many people’s heads when we talk about teams that need a shared email address, such as sales@, support@, or marketing@.
But sharing the same accounts and passwords is not safe, and yourbecomes vulnerable to being hacked. If you have a spreadsheet shared with your team containing all the logins and passwords, for example, you must be aware that it can be shared with people from outside of the company by accident.
Also, to delegate tasks inside a shared email account, you would need to use other tools, such as an Instant Messenger —Slack, Skype, Google Chat— or a task management tool. Switching between tools isn’t exactly the best way of keeping your productivity up high, and it can make you lose essential time.
So, to eliminate all these problems, specialists started developing a solution that nowadays is helping many teams: shared mailboxes. Sharing an email account is in the past, now you can share one inbox, the same email address from individual accounts. And they look like this:
Briefly, a shared mailbox is having your regular inbox firstname.lastname@example.org and also the team inbox you belong to email@example.com, for instance. The emails sent to the sales email address will arrive on all the salespeople’s mailboxes, and they will be able to see and act on them in real-time.
There are many benefits of having shared inbox software. Through a team inbox like this, you can share emails that matter, turn them into tasks to be done, and assign people to take care of them. Let’s see some other advantages:
– Remove extra steps: In a regular inbox, when you need to share an email with more people, you need to click on “forward” and type something such as “FYI” or asking for something. You also need to enter the recipient’s email address and click the “send” button. Four steps are reduced to zero when you have a shared mailbox.
– Process things faster: Basically, different people can access the same messages and reply to them in real-time on a shared inbox. But on a regular inbox, a long time goes by between first receiving and reading the email, the time to forward the email, and the time the other person deals with the email. Sometimes they reply to you again, and you need to act on it again. On a Shared Inbox, you can eliminate all of this amount of time.
– Keep your team on the same page: Miscommunication has always been one of the biggest problems with email, most of all when it involves several people.
The best tools for email collaboration
With the advancement of startups and more and more software options on the market, the scenario for email organization and management apps has grown significantly. Today, many options are ranging from robust apps and software to email extensions that you can easily install in Google Chrome. Check out some options below:
Drag is a shared mailbox that will have a great positive impactive on your productivity, communication, and time management. It is for companies that want to boost their email performance with systems that were designed for it. With Drag, you can have a complete email experience in your Gmail inbox. Sharing email accounts become clean and smooth with Drag.
We present our app as a disruptive tool, working in a centralized workspace with shared inboxes, CRM, and also Helpdesk. We come as an intuitive app, easy to learn, dynamic, and visual option in the market of email management apps. Everything works seamlessly together so you can have a clear understanding of the process for a low monthly cost. Start now!
If you’re looking for a shared inbox alternative for the office 365 group, Flow-e is for you. Flow-e used to work in both Outlook and Gmail, but it has recently shut down its operations in the latter. It works as a visual task board for your email, where you can delegate tasks, schedule meetings, manage your workflow, and set the deadlines from your duties.
Focused on helping client service teams, ClientFlow comes as a shared inbox and project management software. The platform has some features such as a shared inbox, which makes team collaboration possible, and time tracking. Moreover, they are designing some new elements.
You can also start a 7-day free trial to check if your company will adapt to it or not. Pricing starts at $19 for a minimum of two users. If your company has more than 30 people, you can contact them.
As you can see, it depends on what type of view mode and features you’re looking for in your shared email account tool. Different options offer a variety of benefits for your company and email management. You have to choose the one that fits your budget and what you’re looking for.
A shared email account with your team will bring collaboration, alignment, and delegation the way it should be. Tracking, performance reports, excellent visualization, and organization are also huge differentials that you need to check before investing in an email management platform.
And with all of these benefits, you’d be surprised that you won’t need to spend a lot of resources. These options, especially Drag, are very affordable, and you can easily compare them with giants software in the market. We leave our comment box below open to everyone, so if you have any questions, feel free to share them with us!