Email Collaboration and Feedback System: Reduce Clutter and Boost Productivity

As more companies turn to a remote or hybrid model for their team, collaboration has never been more crucial. And, for many, that collaboration begins with email. Contrary to popular belief, email remains the top choice for communication. The total number of internal and external emails sent and received per day is expected to exceed 333 billion by the end of this year. 

While your team likely has the tools to manage outgoing email campaigns, what about how your team operates internally? If your team is remote, responding to inquiries and communicating with staff is done solely online. The time spent coordinating emails and communicating tasks has never been higher. Adopting an email collaboration and feedback system can transform how your team manages their inboxes and organizes responses. 

The Importance of Email Collaboration 

Collaborating via email can help reduce inbox clutter, boost productivity, and cut down on time spent drafting emails. But you may be wondering how to implement this for your team. A shared inbox is a great place to start. Many businesses create shared inboxes with one email address to allow team members to access the same inbox and manage incoming inquiries together. 

A shared inbox can help a team see emails concerning one area of the company but the current version of an inbox doesn’t always result in effective collaboration. A traditional inbox:  

• lacks accountability amongst a team as one person cannot be held accountable 
• creates communication barriers for staff as there is no way of knowing if the email was addressed 
• does not allow managers to see what stage the inquiry is at (i.e., pending, completed, etc.) 
• can quickly become cluttered if not managed properly 
  

Creating more opportunities for your team to collaborate within an inbox can eliminate the barriers associated with a traditional inbox and improve communication. For example, a collaboration tool for email allows teams to:

• manage multiple shared inboxes together via one platform (i.e., Gmail) 
• assign emails as tasks to improve delegation
• add notes for context and tag team members for clarification 
• transform emails into tasks for better management
• organize emails into labels or folders for better organization 
• share email templates and drafts to improve company policies and procedures 
  

An email collaboration solution can reduce the time it takes to communicate tasks by having all the information in one place. This improves company processes and helps boost productivity by saving time that would normally be spent organizing a cluttered inbox.

How Templates and Uniformity Improve Collaboration

When responding to emails, you may find that your company has a formal language they prefer to use in certain scenarios. For example, there may be a specific response for customer support or incoming inquiries. Additionally, internal matters need to be addressed, such as responding to interview requests, new hires, or employee policy matters. Whatever your circumstance, it is best practice to have a uniform response. This ensures that each employee is on the same page when responding. 

A collaborative shared inbox tool allows teams to share email templates and drafts, reducing the time it takes to create new copy for each email response and ensuring consistent responses as a company. While each email should be personalized, having a formal template saves time and automates what could be a long process. 

The Best Email Collaboration and Feedback System for Teams

While there are many ways to foster collaboration amongst a dispersed team, working together via one shared platform is the most effective. Gmelius helps teams build a collaborative inbox using Gmail. 

Rather than jump back and forth between accounts, Gmelius allows group email addresses to be managed collaboratively without sharing passwords. From there, we offer many other collaborative features in Gmail that can benefit your team. Some products that may appeal to your email collaboration and feedback system include:

Gmail Templates

Whether you are responding to team members or answering customer inquiries, you may find yourself writing the same email repeatedly. Email templates can turn repetitive emails into Gmail templates to save time on copying and pasting. 

Email templates allow teams to:

• craft reply-worthy emails
• automate personalized responses
• share high-performing emails
• add Gmail labels to templates
• Cc and Bcc team members
  

Rather than take the time to draft a reply, you can select a pre-written template as your response. This saves time by removing repetitive steps so team members can focus on other tasks. 

Shared Gmail Labels

Some email platforms use folders to help users organize emails, but Gmail uses labels. Labels can be used to separate emails by color to identify categories such as “important,” “billing,” “projects,” etc. 

With Gmelius, teams can share new or existing Gmail labels and synchronize conversations in real-time. Gmail shared labels help organize tasks, manage projects, and delegate emails directly from Gmail or other communication platforms that sync with Gmelius. 

Teams can also automate emails to send directly to a label for better organization and efficiency. Rather than let your inbox clutter with incoming emails, labels add context and can help streamline day-to-day processes. 

Shared Email Drafts

Gmelius email drafts bring a whole new set of opportunities for team collaboration. Rather than draft an email yourself and forward it or copy and paste it to a colleague for input, Gmelius offers teams the ability to form an email together in draft mode. As a result, teams can find the right words together and easily create perfect replies as a group.

Shared email drafts keep brand consistency and create a positive and consistent customer service experience for your company. Team members will also be able to see when a colleague is viewing or replying to an email, and know when somebody is editing a shared email draft in real-time. This improves communication amongst a team. 

Managing incoming emails and crafting email responses takes time. Take the workload off your staff by improving your company’s email collaboration and feedback system with Gmelius. 

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