Team Email Management: An Analysis of Success
Team Email Management: An Analysis of Success
Lina Yakunina
Product Marketing Manager
/ Last updated:
July 29, 2022
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The average worker sends 40 emails per day. In addition, workers must also sort, respond, and organize their company inbox. On top of other responsibilities, managing an estimated 200 emails per week takes up several hours. 

While email is a necessity for many companies, managing them can be a cumbersome task that diverts focus away from other critical assignments. Team email management becomes even more challenging as companies shift to remote operations. This shift first occurred due to the COVID-19 pandemic; however, companies continue to operate remotely to save on costs and create better work/life balance opportunities for employees.

With team members working from multiple locations, many companies are researching alternate email solutions, such as team or group emails, to manage company inboxes more effectively. Some shared email solutions produce positive results, but they can lack accountability measures and collaborative opportunities for teams in different time zones. This leads management to question: how can I get all my employees on the same page? How can I ensure company goals are met while still managing email effectively? 

What Is a Team Email? 

If your company operates with multiple employees centered around email, you’ve likely heard of team email solutions. If you haven’t, team emails—also known as shared inboxes or group emails—are solutions that allow teams to manage emails together. 

A shared inbox is a necessary tool for multiple team members who all need to access the same email inbox, such as support@ or sales@. Rather than operate from individual email accounts, members can access the same inbox for transparent workflows.. 

Group emails offer similar functionality, but use a dedicated email address instead for specific communications to which certain team members can be added. A prime example of this would be a Google Group.  

The key difference between these email solutions is that group emails allow one user to distribute the same message to multiple contacts, while shared mailboxes allow multiple users to access, delegate, and manage all the messages in one inbox. 

Team Email Management Challenges 

Some team emails fall short because they lack the ability to collaborate. Managing a group email without the proper structure leaves you with a lot of guesswork. Take a customer support email, for example. When a request comes in, the questions begin immediately: Has anyone on the team seen this email already? Has this email been addressed? Who’s the best person to respond? How soon can we resolve this? Such uncertainty leads to common email management problems, including: 

  • poor communication
  • increased coordination time
  • additional cc’ing and forwarding 
  • duplicate responses
  • delayed and/or dropped responses
  • lack of accountability 

Team email management challenges can cause tremendous problems for companies. Imagine what happens when a customer support email gets lost in a sea of unreplied emails. Not only does the customer have the frustrating experience of feeling ignored, but that same customer is likely to tell others about their poor experience. 

In addition to the negative customer experience, increased coordination time and lack of communication can also lead to missed opportunities that directly affect a company's bottom line. In order to build a reliable structure for proper analysis, teams need an email solution that works regardless of where team members are located. They need a collaborative solution. 

Gmelius for Teams: An Effective Team Email Solution 

Shared inboxes rectify common team email challenges by giving managers the ability to assign emails to specific team members, leave contextual notes for an email, and sort messages into corresponding folders or labels for better organization. These systems hold specific team members accountable for incoming emails and create clear transparency for teams. Not every shared inbox platform offers these solutions, however. That’s where Gmelius comes in. 

Gmelius is an all-in-one communication and collaboration platform for Gmail. Whether your team operates remotely, in person, or uses a hybrid model, Gmelius provides email software that offers countless solutions among its collaboration features for teams. 

Gmelius takes the concept of a shared inbox and expands it with a collaborative approach. It eliminates the guesswork in managing teams and holds each member accountable for every incoming email. Gmelius also helps team leaders track every action so your team can reach company goals easily. 

Addressing Team Email Challenges With Gmelius’s Shared Inbox Solution 

A recent Wakefield survey reveals that an overwhelming 89% of workers said the most unpleasant parts of working remotely are simple daily tasks, like sorting through unopened emails, or navigating incoming Slack or Teams messages. The same survey found 39% of workers claim “email fatigue” as a likely cause for quitting their jobs. 

In a world where remote workers are increasing in numbers, the need to stay in constant contact via digital communication can be overwhelming. When workers feel inundated by email overload, it can lead quickly to employee burnout. 

Team email management often presents a formidable challenge, but it shouldn’t be cause for resignation. Gmelius offers a shared inbox solution that easily fits into Gmail, a platform with which many workers are already familiar. 

In addition to its user-friendly platform, teams can log into their personal email accounts to access the Gmelius interface. Every incoming email can then be assigned to the appropriate team member. From there, every user can see which conversations have been assigned, and to whom, as well as those still unassigned, pending, or closed. 

Gmelius shared inbox.

Gmelius also eliminates the guesswork common in many other shared email solutions. With Gmelius, team members will see each other's avatars if they are viewing a shared email, and a red ellipsis pulses in real-time underneath their avatar while they are replying.

Shared inbox conversation activity.

Furthermore, teams can build conversations on the side of an email with private email notes to provide further context. This reduces the need to jump back and forth between other applications or task management tools, as everything can be completed in Gmail. If your team prefers other tools, however, Gmelius’s integrations cover those options as well. 

Unique Integrations To Save Time

Whether your team members prefer to work from Slack, Gmail, or Trello, Gmelius makes it possible. Due to the unique two-way sync architecture designed by Gmelius, team members can manage Kanban boards from Gmail or Trello and reply to emails from inside Slack. Team members can work from their preferred platforms with easy integrations. 

Gmelius and Slack integration.

Gmelius also integrates with Google Workspace, Google Meet, Zoom, Loom, and more. If your company uses apps that Gmelius doesn't natively integrate with yet, you can build unique integrations for your stack with Gemlius’s application programming interface (API) or Zapier.

Gmail Analytics: Analyze Performance and Gain Insight into Your Team’s Inbox

In order to manage email effectively, your team needs a measuring system. Email doesn’t need to be a mystery. With Gmelius, management can access critical email indicators of team performance, email activity, traffic, and response times. Managers can also measure assigned conversations per user and the average close time per email. 

Gmelius Gmail analytics.

Not only does this tool help teams identify potential bottlenecks in a system, but it also prevents email overload, which could be a contributing reason to losing valuable team members. Using real-time data resolves common team email management issues before they happen and presents optimization opportunities to fine-tune company processes. 

Email management is no easy task, and team email management is even more complex. Offering more than just a team email solution, Gmelius can help your company optimize daily operations and streamline team email management for the long term. 

Transform your team email management workflow with a shared inbox solution like Gmelius. Check out our features and integrations and learn how Gmelius is built to improve team communication and collaboration. Ready to get started? Sign up today!

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