Convert to a Shared Mailbox: How to Know if Your Team Is Ready

To deliver quick and accurate messages, companies turn to email. Email can build better communication and streamline workflow. However, many teams do not utilize email to its full potential.

Often, teams use individual email accounts to address company requests. Meaning company email addresses such as support@ and contact@ are being forwarded to numerous employees. This can create disorganization as teams must navigate which emails apply to them and what needs a response.

Your team needs a shared mailbox solution to expedite response times and improve productivity. Shared mailboxes are the most effective if multiple people on your team need access to the same inbox with company information, support requests, and other critical internal matters. 

This article will help you determine if your team is ready to convert to a shared mailbox and the many benefits this conversion can offer for your company. 

The Problem with Email

Communication is part of every role, and email is often the top contender. While email is a vital component of most positions, it usually takes more time to address than necessary. 

A Zapier survey of 1,000 workers found that 90% reported that up to five hours of their workday is spent on coordination. However, 18% said they spend less than one hour a day on core job functions. As a result, email becomes a cumbersome task that can take focus away from other critical responsibilities. If your team spends more time coordinating than completing assignments, it may be time for a better solution. 

Some signs it may be time to convert to a shared mailbox:

• your company inbox is becoming cluttered
• emails are getting lost in translation
• emails go unanswered
• your team is always Cc’ing, Bcc’ing, and forwarding emails
• your team is running into double replies
• you’re sharing email passwords to manage an inbox 

Lack of organization and poor communication are the primary problems associated with individual inboxes. But, lucky for you, there are many benefits a shared mailbox can offer to rectify these common challenges to build a better workflow for your team. 

What Is a Shared Mailbox? 

A shared mailbox is an email inbox that allows more than one person on your team to send, receive, and manage emails from the same email address. Managers can share permissions with certain team members to manage a team inbox together. Common shared mailboxes will look something like; support@[companyname].com, sales@[companyname].com, or accounting@[companyname].com. 

Benefits of a Shared Mailbox

Proper email management can save time, boost productivity, and establish clear communication amongst a team. Here are some key benefits if you are considering upgrading your team email to a shared mailbox. 

One Central Location for All Emails

Managing all communication efforts from one central location is a great business practice. Not only will your company save money from investing in numerous third-party services, but a shared mailbox will also increase productivity amongst staff to reduce the risk of costly errors caused by miscommunication. 

Having one location for all company emails keeps sensitive material safe for all users to access. Instead of team members using multiple email addresses with numerous passwords, they can use their personal login to access their shared mailbox account. This saves time and prevents security risks as no multiple logins or password sharing is involved.

Clear Line of Communication 

A line of communication can become broken through countless email threads or team members neglecting to Cc the right colleague. Shared mailboxes help rectify this common problem by eliminating the need to Cc, Bcc, or forward emails. Everyone on your team can read and manage emails from the same inbox allowing a clear history of communication with no duplicate replies or unread messages. 

Teams can also share and delegate emails to others to establish accountability amongst a team. A shared mailbox can ensure transparency and encourage collaboration amongst a team that individual accounts can't. This is particularly beneficial if your team operates remotely as collaboration becomes easier and builds productivity amongst a dispersed team. 

Automated Workflow 

Automation is the key to an organized workflow. While a shared mailbox can help your team collaborate better, automation can help ensure your inbox stays organized and promptly addresses all emails.  

By setting automation rules inside your shared mailbox, teams can automate email replies, sort incoming emails, and set filters for better organization. Streamline the grunt work for your team to spend less time addressing a cluttered inbox and more time on role-specific tasks. 

Convert to a Shared Mailbox with Gmelius 

If you are one of the millions of companies using Gmail for your business communications, then Gmelius has the perfect solution for you. Gmelius offers a shared inbox solution designed with a collaborative-first approach. 

Teams can enjoy the many features of a shared mailbox right inside of their Gmail. Gmelius’ shared inbox enables teams to manage any team email from Gmail, delegate emails to team members, turn emails into actionable tickets, leave notes, and run internal conversations right on the side of an email. 

Gmelius also integrates with other Google Workspace extensions as well as Slack, Trello, Zapier, Zoom, and Loom. You can enhance your team collaboration by communicating emails directly from Gmail into a Slack channel or Trello board. 

Ready to Get Started?

The process is simple if you are ready to convert to a shared mailbox with Gmelius. 

     1. Signup for Gmelius.

     2. Add the email address you wish to share.

     3. Select which members of your team you would like to share the inbox with.

     4. Click on "share with" (you can also automatically add future team members).

     5. Select "Done.” 

     6. Install the Gmelius browser extension and/or mobile application.

Upon completion, all relevant team members will be automatically sent an email notification to join your team. 

How a team works together can produce positive results that instill growth for a company. Your team can build a collaborative environment right from email by converting to a shared mailbox.

If you are still unsure if you are ready to convert to a shared mailbox, you can try Gmelius for free! Gmelius offers a 14-day free trial, so you can see if a shared mailbox is the perfect option for your team.  

‍Ready to convert to a shared mailbox? Check out our features and integrations and learn how Gmelius is built to improve team communication and collaboration. Ready to get started? Sign up today!