Home > Empowering Tips > Struggling to Share The Sales@ Email? Mail Groups Can Fix It

Are you still sharing your sales@ email among your sales team?

Utilizing sales@domain.name for your business is a good practice, as it is the front door to all the new incoming sales. However, as your sales team likely comprises multiple members, managing a shared inbox can pose significant challenges.

The Drawbacks of Shared Inbox

You might initially consider using POP3 to download emails separately for each team member. This approach allows everyone to access sales emails simultaneously. However, it comes with drawbacks such as the inconvenience of occasional email redownloads, the risk of PST file crashes, and the potential for emails being “lost” when one person has accidentally deleted them from the server before all team members have had a chance to download them.

Alternatively, you may contemplate using IMAP, which offers some benefits over POP3. However, its synchronization feature introduces its own set of issues. For example, when one team member reads an email, it is marked as “Read” for everyone, potentially leading to confusion about email status. Furthermore, if one team member deletes an email, it disappears for everyone, resulting in loss of important communication.

A Better Approach: Adopting Mail Groups

In the fast-paced world of business, where every interaction holds significance, the way we handle emails can make or break efficiency. While shared inboxes may initially appear to offer simplicity, we’ve witnessed their limitations first-hand. This is where mail groups step in.

In the mail group approach, each sales team member can continue to use their own unique email address, such as john@domain.com and alice@domain.com. These individual email addresses operate autonomously, existing independently from the sales@ mail group address. Here’s how the mail group mechanism works to streamline communication:

When an email is sent to the sales@domain.com address, it serves as the centralized broadcast station for all incoming emails intended for the sales team. Instead of being stored solely within the sales@ inbox, the mail group system swiftly distributes the incoming email to the individual email addresses of each sales team member.

For instance, if a customer sends an inquiry to sales@domain.com, the mail group automatically forwards a copy of the email to John’s email address (john@domain.com) and Alice’s email address (alice@domain.com). Each team member receives their own copy of the email in their personal inbox, allowing them to view, respond to, and manage the inquiry independently.

This distribution process is seamless and instantaneous, ensuring that all relevant team members are promptly informed of incoming inquiries without the need for manual forwarding or sorting. Furthermore, because each team member receives their own copy of the email, it eliminates the risk of emails being overlooked or lost in the shuffle — a common pitfall of shared inboxes.

With each member having autonomy over their inbox, they can prioritize, respond to, and manage inquiries efficiently, optimizing workflow and enhancing overall productivity.

Make The Switch

Transitioning to a mail group is straightforward. Firstly, determine who will be included in the mail group. Next, create the mail group and define its members. Once the mail group is set up, notify all relevant team members about the transition.

If you need help or have any questions related to mail group setup, contact our team for further assistance.