The Benefits of a Shared Inbox: Why One Inbox Is Better

Ludovic Armand
by Ludovic Armand

Managing an inbox with multiple people has long been a difficult and tedious task that most people aren't even willing to take on. It’s easy to understand why dealing with shared emails without a unified, shared inbox is something people would want to avoid at all costs.

It makes filtering and classifying emails a pain as well as keeping track of who's responsible for what. And, with so many forwarding, it’s a pain to track and follow up on so many exchanges in an email thread.

If we are completely honest, we all know that forwarding shared emails to the personal email address of all team members isn’t the best way to work with shared aliases. However, as you probably know with the right tool, managing multiple email addresses is not a difficult task.

So let's explore what’s the advantage of having only one inbox.

What is a Shared Inbox?

A shared inbox is like a group chat for emails. It’s an inbox that multiple can access to collaborate on shared aliases or any email address. It’s the perfect solution to let all team members work together when replying to emails and managing shared aliases emails.

In most shared inbox software, you can assign emails to different team members, add comments to messages, and keep track of which emails have been replied to or still need a response.

Shared inboxes can help any team in your business from customer support passing by sales, accounting, and HR. Having multiple team members collaborating to reply to customers’ questions or requests quickly and efficiently can be a real advantage for almost any business.

Plus, many shared inbox software programs also make it easy for people from different teams to collaborate. This means smoother communication and better teamwork all around.

It also makes internal communication easier, as many shared inbox software programs allow people from different teams to collaborate.

What Are the Advantages of Having Only One Inbox?

Having just one inbox for all your emails comes with many benefits. Here are the most noticeable for your business.

1. Centralized Communication to Avoid Back & Forth

Having one unified shared inbox makes it easy to manage and respond to all incoming emails by grouping them all in one centralized tool. This can include your personal emails and the shared aliases of your business.

Every conversations can be assigned

Having one centralized inbox eliminates the need to check multiple individual inboxes. It will also save you precious time and reduce the chances of missing important messages.

It also allows teams to collaborate and communicate without the need for constant back and forth between several apps. Plus, since everyone has access to the same messages and information, it makes prioritizing tasks and responding to urgent requests a lot easier.

Another big advantage is that you won’t have to dig through endless email chains or try to find that message you know exists but can’t remember where it is. With a shared inbox, everything is organized in one location, making it easy to keep track of conversations.

2. Better Access Control & Permissions

Having your team members use their own accounts to access an inbox that groups all incoming emails brings many benefits. A shared inbox software is a great solution to improve your access control and gives you more options for granular permissions.

With a shared inbox, you can set up different levels of access and permissions for team members based on their roles and responsibilities. This helps to ensure that confidential information is only accessed by the right people in your business. At the same time, it also reduces the risk of data breaches and unauthorized access.

Most solutions, like Missive, will let you decide what permissions you give to every team member, which email address they can access, and if they can use it to send emails. This ensures information is only accessible to authorized team members.

Image showing the different roles in an Organization

3. Reduce Workload & Improve Collaboration

As John C. Maxwell said in his book:

Teamwork makes the dream work

And, let’s admit it, having only one shared inbox is one of the key ingredients to achieving that dream.

With a shared inbox, everyone on the team has access to the same messages, reducing the need for each person to manage their own individual inbox. It saves time and eliminates the risk of messages getting lost or overlooked in someone's personal inbox.

Team members can see which emails or messages have been replied to, which ones are already assigned to someone, and which ones haven’t been taken care of. This prevents multiple team members from responding to the same message.

Every conversations can be assigned

Having a single unified inbox also promotes collaboration. Team members can work together more efficiently by responding to messages on time, delegating tasks, and prioritizing messages based on their urgency. It will help any team to help avoid duplicated efforts and ensures that every message receives a timely response.

4. Improve Your Customer Service

Managing multiple inboxes can be overwhelming and time-consuming for your customer service team. Not to mention that important customer inquiries can easily slip through the cracks if they're distributed across various individual inboxes. This is where a shared inbox comes in to save the day.

By using one, all customer inquiries are centralized and easily accessible to everyone on your team. This means no more digging through individual inboxes or worrying about missing an important message.

Another benefit of having one shared inbox is that it improves your team's ability to work together more efficiently. With everyone having access to the same inbox, your team can provide a better customer experience and avoid duplicating their efforts.

Internal chat screenshot

Plus, since the customer service team can easily share responsibility, team members are more likely to take ownership of customer inquiries and work together to provide the best possible service.

5. Increased Accountability & Transparency

Shared inboxes can be a game-changer for team communications. Not only does it make it easier to keep track of incoming messages, but it can also promote accountability and transparency within the team.

Think about it:

When everyone has access to the same inbox, it's much easier to ensure that every message gets the attention they deserve. You don't have to worry about whether or not someone received an email or if someone already responded to it. Instead, everyone can see what's in the inbox and who is responsible for responding to each message.

A shared inbox can also promote transparency within the team. Rather than relying on individual team members to forward or share information, everyone can see all incoming messages and responses. It can come in handy if someone on the team is on vacation or on sick leave.

Coworker status in conversation accesses

It can also help to prevent misunderstandings and ensures that everyone aligns when it comes to important messages.

So, how does this actually play out in practice? Let's say you're working on a project with several other team members. You receive an email from a client with some questions about the project. Normally, you might forward that email to your team members and hope that they respond in a timely manner. But with a shared inbox, everyone can see the email and who is responsible for responding to it. This eliminates any confusion or ambiguity about who is taking care of what.

6. Grow as You Grow

As a company grows, it becomes increasingly important to have effective communication and collaboration tools in place. One tool that can help facilitate this is a shared inbox.

Having only one inbox to manage all emails can actually become more valuable as a company grows. As the number of team members increases, it can become more difficult to keep track of who is responsible for what messages. With a shared inbox, however, everyone can see what messages are coming in and who is taking care of them. It can help to avoid duplicated responses and ensure that all messages are being addressed in a timely manner.

With everyone using the same inbox, there is less room for miscommunication or confusion about who is responsible for what tasks.

In addition, as a company grows, it may become necessary to have different teams or departments. With a shared inbox, it's easy to create labels for different teams, so everyone can stay organized and focused on their specific responsibilities. This can help prevent information overload and ensure that everyone is on the same page.

How to Get Started with a Shared Inbox?

With a multitude of shared inbox solutions, it’s easier than never to choose a solution that will suit your needs. You should also make sure you these shared inbox best practices to make the most out of your unified inbox.

For example, by using a solution like Missive you can easily invite all of your team and give them access to only the team they need. From there, by using rules and labels your can easily improve make your business’ email workflow to be more efficient.


What is the importance of a shared inbox?

A shared inbox lets many people use the same inbox together. It's useful for any team who has a minimum of messages. It helps communication and teamwork by avoiding duplicate work and saving time. It's also good for customer service because the team can work together and give better responses to customers. It helps keep track of customer interactions and can improve service.

What are the benefits of a team inbox?

Using a shared inbox has several benefits for teams. Firstly, it centralizes communication and eliminates the need to check multiple inboxes, saving time and reducing the chances of missing important messages. Secondly, it allows for better access control and permissions, promoting data security and privacy. Thirdly, it reduces workload and promotes collaboration, making it easier to prioritize tasks and respond to urgent requests. Fourthly, it improves customer service by centralizing inquiries and promoting collaboration. Fifthly, it increases accountability and transparency within teams. Lastly, choosing a flexible shared inbox solution allows easy scaling as your team grows.

What is the best way to use a shared mailbox?

The best way to use a shared mailbox is to establish clear guidelines and procedures for accessing and managing emails. Here are some tips:

  1. Determine who needs access: Decide who needs access to the shared mailbox and provide them with the necessary permissions.
  2. Establish communication guidelines: Define how emails should be categorized, prioritized, and assigned to team members.
  3. Create a filing system: Set up folders to organize emails by category, date, or sender, to make it easier to locate important emails later.
  4. Avoid duplication: Avoid duplicating efforts by checking the mailbox before responding to an email to see if someone else has already taken care of it.
  5. Keep it tidy: Regularly review and archive old emails to keep the mailbox organized and easy to navigate.
Ludovic Armand

Digital Marketing Lead at Missive
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