So you’re already using shared inboxes with your team, but are you making the most of it?
Although it was made to increase productivity, shared inboxes — or shared email addresses — can be a very tricky technology that will do the opposite. How so? By making wrong choices.
For instance, if you use a tool that is hard to learn, your team won’t adopt it. If it’s adding too much replies, your team will certainly get lost among emails (and you’ll lose track on who’s actually doing the work). So let’s see some good practices:
Email sharing must keep everyone in the same page
Lots of team that share an email address for activities such as Helpdesk or CRM face challenges like:
- What enquiries have been processed / which ones have not?
- To which enquiries I am accountable?
- What enquiries are the most important and should be processed first?
(does it ring a bell?)
However, traditional email clients do not allow teams to easily reply to questions like the above, right? As a consequence, teams need to seek for further support on external tool, besides your inbox. Tools such as Trello, Asana or Pipedrive bring a golden feature for teams to work together – collaboration – even though most of the activities start and finish as emails.
However, moving across different platforms has become an inefficient way to run businesses. Small issues, such as forgetting your password for some software might make your work feel much less unproductive.
For us, shared inboxes allow our team to be in one single place, and it doesn’t require any extra login and passwords. Everything is already set in emails. We believe in simplicity, and that’s what we want to highlight in our services.
So no more lost information, no more switching apps. Email was probably the first account you created on the internet, and it remains useful nowadays. We just want to boost it so much that you won’t want to replace it anymore.
Inboxes gain transparency
Working in a team sometimes might be a little difficult. Different people have different ways to get organized and to communicate overall, but there are many solutions to that, of course, and all these ideas aim the same thing: increase transparency in the team:
- Team meetings;
- Team newsletters;
- Task management softwares (like Trello).
But until now, inbox itself wasn’t in that list. At Drag, shared inboxes have made our team transparency become something just natural. You know what is going on because you are a part of everything. Besides that, every change is visual, so it’s easy to keep track on what happened while you weren’t looking to your inbox.
Assignments help you understand who’s working on what
One of the biggest confusions for teams that share an email address
With Drag, messages turn into tasks, and with shared inboxes, it goes to a next step. When you’re able to assign some email to be solved by a specific person, work flows 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 careful. 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 issue teams might face is miscommunication in their shared inboxes.
Drag: the best tool for email sharing
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
- Centralize work in one single place, no there is more need to access tens of different platforms everyday just to get your team to communicate efficiently.
By doing so, we allow your team to learn faster and have less questions about what’s new. We also centralize work, because we have Helpdesk/CRM functionalities and shared boards inside your email. Basically 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 decreases 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.
Shared inboxes work very well, and it’s your duty to find the most advanced and yet simple to use tool to your company.
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.
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.