Email is still the preferred mode of communication for many people. And by 2022, people will send about 333 billion emails daily. Technology has been changing the modern workplace since it was introduced. For young professionals just starting their careers, embracing technology can make all the difference.
Advancing technology is constantly changing the way companies communicate both internally and externally. A shared inbox can help teams communicate better. It allows team members to send, respond, and manage multiple emails on one platform. There are many benefits of a shared inbox, but let’s look at 3.
- Promotes Visibility and Transparency
Even though there are many ways to increase transparency within an organization, a shared inbox is best. Every person on the email thread can see the full email history, and this boosts transparency. Working in a transparent environment encourages trust, a quality critical for business success.
In a transparent organization, information flows freely, motivating employees to respond and share their views. All employees have access to company information and stay updated, which allows them to make better decisions.
Through a shared inbox, teams, departments, and even the whole organization can communicate directly. There’s a clear record of communication, which reduces the risk of missing emails or replying twice.
- Enhanced Collaboration Among Teams
Before shared inboxes became a thing, people had to forward emails to colleagues, cc’ing multiple people. This caused inbox clutter because there were many unnecessary emails. A shared inbox connects team members and keeps them updated. It makes it easier to respond to emails addressed to you.
The majority of company communication still happens via email, and a shared inbox makes information clearer and easily available. It bridges the gap between employees and increases team collaboration. For example, a Gmail shared inbox can streamline internal collaboration and allow employees to add internal notes, comments, and messages to an email.
Every team member knows what they are responsible for–it’s easy to share and delegate emails to the whole team. You can accomplish tasks faster because you spend less time switching between different platforms to trace replies and update records. Teams can easily find solutions collectively and discuss even the most negative situations.
- Easy Monitoring
After you finish school and become a manager or a department head, you will probably hire an assistant to simplify your work. With a shared inbox, your entire team can manage inbound and outbound emails. That way, you’ll only respond to important emails. You won’t need to share your passwords, provide access to your inbox, or forward lengthy emails.
You can use web-based tools to further manage shared inboxes. These tools send emails from your primary server to the client mailing software you choose. You can create folders to separate emails from different companies. This reduces the time you spend searching for emails to track particular conversations.
Company projects are complex and often consist of tens or hundreds of moving pieces. A shared inbox allows you to sync email conversations with applications such as Trello so you can manage your projects better.
The work environment keeps changing, and by the time you graduate, things will change even more. Technology keeps transforming work, and adopting new technology helps you stand out. Learn how shared inboxes work, and start using them.