Bewährte Praktiken für gemeinsam genutzte Postfächer im Jahr 2023 zur Verbesserung der Zusammenarbeit

Setting up a shared mailbox is one method to speed up the process and keep things running smoothly. However, having a shared inbox isn’t enough to maximize efficiency. You can organize your staff’s time, keep employees on the same page, and deliver excellent customer support more effectively by following these shared inbox best practices.

What is a shared inbox for marketing?

A shared inbox for marketing is a collaborative email account or system that lets multiple team members or departments within a marketing organization access and manage incoming and outgoing emails from one email address. This shared inbox serves as a centralized hub for handling various marketing-related communications, inquiries, and tasks.

What is a shared inbox

Why Use Shared Email Inbox Best Practices

Let’s take a quick look at how using shared email inbox best practices can benefit you.

  • Enhance team efficiency and collaboration.
  • Improve response time to customer inquiries.
  • Maintain consistent and high-quality communication.
  • Streamline task prioritization and delegation.
  • Ensure transparency and accountability within the team.
  • Optimize the overall workflow and productivity.

Effective Shared Inbox Best Practices to Implement

There are several methods to make shared mailboxes work for you, ranging from accountability to job Automatisierung. Here are our best practices for shared mailboxes:

Create separate mailbox workflows

Applying a clear workflow is the first step to a productive and well-labeled shared mailbox. This means carefully describing what happens to an email that arrives in one of your shared mailboxes. It doesn’t have to be complicated, however, it is necessary to document the flow of emails in your shared mailbox.

Trust Trengo

For the best tool to help with your shared inbox practices, we recommend Trengo. It uses Google Groups that receive mail from various departments. They designed their workflow so emails sent to all Groups are routed to a single Gmail inbox, similar to aliases. The Emails are then distributed among Drag shared workspaces using a combination of automation and manual triage. Although essential, this process makes sure that all team members are on the same page on what happens to emails received by the company in question.


Trengo can be the best option so start your demo!

Maintain a visually organized email system

Any mailbox performs considerably better if it is visually appealing and easy to read. Because most businesses rely on email-based communications to function, there must be a clear path to follow. Consider email organization. There are several approaches; for example, using Gmail is one way.

Most email programs provide useful features such as labels, folders, and tabs. You may use them to organize emails, for example, by department, subject, or urgency. However, kanban for emails is a more explored approach than we propose.

Kanban is a strategy widely employed by businesses across various sectors to help workers visualize how far along things are, and it’s widely used for a reason: it boosts productivity. That is why Trengo also provides the same Kanban view for shared mailboxes.

Make inbox zero a priority

Trust between a business and its customer base is delicate, and it is tough to restore. A customer’s disappointment might cause a backlog, increasing the likelihood of an error occurring. Achieving inbox zero daily is critical for timely answers and resolutions. Despite the difficulties, the work pays off in the form of a shared mailbox.

Make the queue accountable

Create shared mailbox rules to improve workflow clarity and accountability in a team’s shared mailbox. To allocate emails to team members, use time zones or folders. Ensure that every customer receives the required assistance and provide proper instruction to new staff. Coordinate well and ensure that new processes, regardless of experience in support contexts, necessitate fresh training.

Enable faster and more consistent responses

Let’s face it: not every member of the team is a good writer. And, with a shared mailbox, you are unable to pay for team members to spend hours composing a perfect reply to each customer’s mail.

In this circumstance, canned responses (also known as email templates) come in handy. They enable team members to answer swiftly to frequently requested inquiries with pre-written Antworten that can be easily customized for each customer.


These templates not only reduce response times but also ensure that all team members respond to comparable requests in the same manner. This is necessary to maintain a consistent brand voice and provide a great consumer experience.


A shared mailbox aids teams in developing a well-organized workflow, decreasing time spent looking for information and solving issues. Therefore, employing share inbox best practices can go a long way in helping your team increase productivity and keep everything more organized.


Carol, eine erfahrene Expertin für Kundenservice in den sozialen Medien, hat es sich zur Aufgabe gemacht, wertvolle Erkenntnisse zu vermitteln. Sie verbindet Storytelling und datengestützte Inhalte, um praktische Ratschläge zur Verbesserung der Kundeninteraktion zu geben. Begleiten Sie Carol auf ihrem Weg durch die dynamische Welt des digitalen Kundendienstes.

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