7 Best Ways to Manage Shared Inbox

By August 16, 2018Uncategorized

7 Best Ways to Manage Shared Inbox | Group Mailbox Best Practices

In the present day scenario, the world of business seems to be much more focused on efficiency than ever before, and rightly so. After all, never in the history of mankind was there such high levels of competition, clubbed with such an exemplary level of dynamism. This much-desired efficiency can only be achieved when the productivity is enhanced, and there is a clear line of crisp and concise communication. It is at this point, that a Shared Inbox comes up as a befitting solution.

For the uninitiated, let us first explain how a shared inbox works. The idea is simple. For instance you are a part of the sales team comprising of 5 members. Since all members cannot be at the computer system at all times, you feel it is best that any inquiries from the customers should come to a mail id, which is accessible by all 5 of you. Hence, you create a common account such as sales@xyzenterprises.com, and authenticate each team member to use the same.  This is essentially what a shared inbox is! Not only does it give each member the access to read the mail, and reply to it as well. Just in case two or more members of your team wish to discuss anything, you can conveniently do so by adding comments, thus saving you from the hassle of a long trail of emails. Then again, you can also tag the team members using @. Convenient isn’t it?

Why Shared Inbox?

The answer to this is rather simple. Email is something which, you, your team members as well as your customers have easy access to. Moreover, it is conversational, and helps one and all to indulge in back and forth communication without any barriers – technical or otherwise. Yet another significant aspect which makes shared inbox fairly convenient is that it allows for the much-desired collaboration, thus allowing multiple people from a team to communicate with each other as well as the client – that too from a single platform!

Need to Manage Shared Inbox

Considering that everyone on the team has complete access to every piece of communication, as well as permission to send across answers, it becomes increasingly important to audit and manage the inbox. One of the best ways to do is by retrieving audit log entries. This will help you know when and by whom was the inbox accessed, as well as the actions taken by the member who accessed the system.

Another reason why the management of the shared inbox becomes essential is the collision between the members of the team. When all the members have access to the mail, the instance where more than one people answer the same becomes quite probable. Besides, in some cases, all the people leave the responsibility of replying to inquiries on others, thereby leading to delayed replies, which may annoy the client.

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How ClientFlow Helps in Managing Your Shared Inbox

1. Shared inbox with task management and time tracking

ClientFlow offers a cutting-edge shared inbox, which has been designed to help you reap the many benefits of this incredible tool, without being bogged down with the limitations that come along.

It is for this reason that ClientFlow facilitates various client management activities, including but not limited to task management, time tracking and invoicing, all through a single platform. This saves you from the hassle of switching between multiple tools. This is achieved by treating both, internal as well as client communication as an integral part of client management.

2. Better Organisation of your mails

Yet another feature of client flow, which helps you stay on top of your game is the fact that it allows the organisation of your emails, in accordance with the clients and projects. With this feature, you can conveniently select a tab, say client, and you can have all the communication related to the same at one place. The same holds true for any on-going project as well.

3. User Friendly UI

ClietFlow makes it rather easy for you to manage your shared inbox, as it is offered in a high user-friendly UI, which closely resembles that of Gmail. You can therefore get used to the same within no time!

4. Drag and drop feature from social media account

Then comes the drag and drop feature, which helps you attach files as and when needed, from your Google Drive and DropBox, and even from your social media accounts, such as that of Facebook and Instagram.

5. Pre-built and customizable mail template

Let us now come to one of the most compelling features that ClientFlow’s shared inbox offers – Pre-Built Templates. This feature allows you to create and customise a wide array of templates which can be used for the purposes of on-boarding, status update, feedback, invoices and meeting amongst many others! This eliminates the need for you to draft similar emails time and again, thus helping you find some additional time that can be used towards other productive purposes. What more? Well, if you don’t find a template that’s a perfect fit for you, you can always create and customise your own templates.

6. Custom ClientFlow email ID

And this isn’t all! With ClientFlow, you are offered a custom ClientFlow email id, which will enable you and your team members to send and receive messages almost instantaneously. You can then connect it to your Gmail account, and that too without the need to ask for any authorisation or signing any agreement boxes.   

7. Email Tracking

Let us now talk of the feature which makes the management of shared inbox exceedingly easy with ClientFlow – Email Tracking. This feature enables you to know when each email was delivered to each member of the team, when the mail was opened, and how many times was it opened. All you need to do is simply open the email and click on the ‘Show Activity’ Tab located at the bottom.

We hope that you are now better informed regarding the need to manage a shared inbox, as well as one of the best ways to do so, i.e. by using ClientFlow, an exemplary platform that allows you to deal with all the limitations of a conventional shared inbox, by turning them into advantages.

Trust us, making the most of a shared inbox was never as convenient and rewarding as is with ClientFlow!

Ankit Anand

Author Ankit Anand


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