The simplicity of the sales@ inbox

Since the dawn of email, every business has had a sales@ or help@ or info@ email address to capture a collect a whole array of incoming emails. A common, used-by-everyone inbox is simple to set up when you start out in business and it isn’t going to be so hard to manage in those first early months.

After a while, they start to become the “bucket” for every incoming email into the organisation – which can be a lot – approximately 121 per day according to Campaign Monitor. Multiply this up for a common mailbox and potentially, your business is dealing with hundreds of incoming mails per day.

The important ones i.e. sales enquiries, support requests, invoice queries etc. will be in there somewhere too. They need managing and may even be the life blood of the business. They need a response.

This is when the fun starts. The shouts across the office floor…..

"Are you responding to that one that just came in, Pete?"

"Did you reply to that invoice query for our key customer?"

"Is this just junk or one for the team downstairs? I'll forward it just in case."

Email is personal. It’s built for 1-2-1 communications. In 1971. We’ve moved on.

Recently, the problems above were identified by one of my clients. They were using a joint email inbox to manage sales, support and invoice queries. It had become chaotic, disorganised and important stuff was being missed.

So, we implemented Zoho Desk to sort it all out. You’ll be pleased to know, it’s not difficult or expensive. Here’s my simple guide to moving the sales inbox to a more organised world.

Step 1. Get Zoho Desk.

You’ll find a free trial by clicking the image.

Step 2. Set up email forwarding.

Once you’ve done the initial setup for Zoho Desk, you can go to the settings to find your Desk email address. Now you can setup forwarding rules on your mail server to send incoming email to that address instead.

Step 3. Add your agents.

You’ll need your team working together on this one. They’ll be able to see who’s taken ownership of the email, who’s responded and collaborate internally using the private comments feature.

Step 4. Start using Zoho Desk

It really is that simple. Consolidating your common mailboxes into Zoho Desk is the first stage of getting organised. There’s lots of features to help make things even easier, but this first step is going to make a big difference to your teams.

There's lots more you can do with Desk

Once you make the switch from disorganised email inboxes to Zoho Desk, you’ll not look back. This is just the first step in creating a more collaborative sales, support or finance team. If you would like to talk to us about training, advanced support or consultancy to help streamline your processes, then book in for a free consultation and our specialists will be there to help.

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