Email is the predominant form of communication for both internal and external requests. Especially in the business world, you might find that email is the most convenient way to get in touch with customers. Moreover, it is one of the easiest ways for your customers to get in touch with you. That being said, It’s easy for emails to fall through the cracks. By using individual email inboxes, the risk of someone forgetting to reply to an email or simply not knowing the right solution to a given problem is possible. This highlights the importance of responding from a shared team mailbox.
What is a team mailbox?
A team mailbox (also called a shared inbox to team inbox) is a single email inbox that is shared by a team of people. This type of inbox can be used for customer support, sales, or any other kind of team that needs to manage email together.
Team collaboration and accountability
There are many benefits to using a team mailbox. For one, it can help to improve communication among team members. With a team mailbox, everyone can see what needs to be done and can pitch in to help. This can be a great way to get things done more efficiently. Another benefit of using a shared inbox is that it can make tracking and managing tasks easier. With a team inbox, you can easily assign tasks to specific team members and track the progress of each task. A team mailbox allows for transparent communication between teams. A team mailbox is a great way to manage email for a team. It can help to improve communication and collaboration, and it can make it easier to track and manage tasks.
No more delays
Let’s say an employee called in sick, but they were dealing with multiple customer inquiries now sitting in their inbox. Typically, those inquiries would have to wait until the employee returns to work. Other team members can see the conversation history and assist the customer thanks to team mailboxes. As a result, your customers get responses much quicker than they would otherwise.
Increasing customer satisfaction
Another bonus is that your customers know that there’s a whole team working for them, not just one person. While it is possible that some customers value one and one communication more, imagine the sense of security they feel when they know that there is a whole team waiting to help them out. You are bound to increase your customer satisfaction by having a team that is ready to reply to all customer inquiries that come through the team mailbox. This means reduced wait times, fewer backlogs, and increased productivity.
Keeping things personal
A common misconception about team mailboxes is that they will lack that human touch we get from using personal emails. If you’re worried about losing that “personal touch” that comes with responding from an individual email address, there are plenty of ways to ensure your outgoing messages are still personal.
When using a shared inbox, it’s essential to personalize your emails to the recipient. This will help ensure that your message is read and that the recipient feels like you’re addressing them directly. Here are a few tips on how to personalize your emails when using a shared inbox:
- Use the recipient’s name in the email subject and/or body.
- Include a personal note in the email body relevant to the conversation
- Users sign off with their name
It’s also worth noting sending messages from a shared mailbox ensures clients can easily stay in contact with your team. For example, if someone leaves the organization, clients still keep emailing the same address rather than reaching out to a dead email.
If you would like to learn more about team mailboxes, check this out.
