In communication, one thing that has transformed how people and business send messages is the email. However, people have their personal email addresses. Also, employees of an organization have their email addresses as well. However, a shared inbox has simplified communication in organizations. A shared mailbox eliminates the need to forward conversation to members of your team.
With a shared inbox, multiple people will receive or send emails from one email address. While a shared mailbox is similar to a normal personal email account, it is managed by multiple people. The team members share responsibility on how they will respond and monitor the emails. For an organization, customers will receive answers faster. The confusion experienced with forwarding emails is eliminated. This is because team members can get the email in the shared mailbox.
On the other hand, there is transparency and visibility that come with a shared mailbox. Team members can see what you say since everyone will get the information. When you join a team, you can see what has been said in every thread of communication. Since you can access all conversations, the communication process is informative and seamless.
For organizations, however, shared inboxes are perfect for several reasons. In cases where you want to communicate with multiple people or multiple people communicating to one person, shared inboxes is the way to go. Every communication channel is made such that it allows one-to-one conversation. But due to so much evolvement in communication, most conversations are many-to-one or one-to-many.
For instance, a customer, sales lead or a prospect might email you. Before you can give your feedback or response, you might need some advice from your supervisor or team. When such an email is sent through your personal email, forwarding or CC would be necessary. Such forwarding and CC would make things messy too fast. All that mess can, however, be avoided with a shared mailbox. The emails are received on a single account. No forwarding or CC will be needed.
Another good thing about shared inboxes is that everyone outside the organization will have a single point of contact. For those communicating from outside, it will be more effective to do that. The conversation will get to the most appropriate person in the organization on every subject for the right feedback.
There is also improved productivity and responsiveness. Transparency result is more efficiency and engagement. Everyone in the team will have the same level of communication. At any given time, there will be someone aware of what is happening in the team or the organization. For those contacting you, you can respond to them appropriately. This will then impact productivity in the organization.