Best ways to Manage Shared Inbox | Group Mailbox Best Practices
The most preferred channel to communicate with clients and prospects is Email. The reason for this is rather simple; Email is something which, you, your team members as well as your clients 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.
With teams spending more than 30% of their time on Emails, Email efficiency is imperative and it is at this point, that a Shared Inbox software comes up as a befitting solution.
In this article, we will explain what key features you should look for in a shared inbox software and highlight the best practices to manage shared emails that are incorporated into such software.
Shared Inbox Software vs Email Client
A significant aspect which makes a shared inbox software fairly convenient is that it allows for the much-desired collaboration, thus allowing multiple people from a team to communicate with each other internally as well as with the client – from a single platform! Just in case you want to discuss something with another team member regarding an email, you can easily do so by adding comments and @mentioning the team member, thus saving you from the hassle of a long trail of emails. Convenient isn’t it?
Another important aspect is that it allows all team members to have access to all emails in an organized manner as well as the ability to reply. This way, there is complete access to every piece of communication of the team and each team member can contribute easily.
This also solves the problem of email collision between the members of the team. When all the members have access to the mail, the instance where more than one person answers 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.
We can now look in detail as to how a particular Shared Inbox Management software: ClientFlow helps you solve these problems and incorporates the best practices of managing shared inboxes.
How ClientFlow helps you manage your Shared Inboxes
1. Internal collaboration over emails
ClientFlow offers a cutting-edge shared inbox software built to solve problems that arise from multiple people managing shared emails in their email client.
ClientFlow facilitates assigning and commenting on email conversations for all team members. This helps assign ownership to team members and have internal conversations within the email thread without creating additional emails. Apart from Internal collaboration, Client communication is also an integral part of ClientFlow and hence anybody can reply to the client from within ClientFlow. Best part is that the client will have no idea of all the behind-the-scenes work and also will not have to move out of his/her inbox.
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 files from social media accounts
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 templates
Let us now come to one of the most compelling features that ClientFlow offers – Message Templates. This feature allows you to select from 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 customize your own templates.
6. 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!