Over the years, I’ve drafted thousands of emails. But do you know which ones made the most impact on my customers? Those that stemmed from team collaboration.
Email has shifted from a solo effort to a team relay. Thanks to team email management software, multiple team members can access, prioritize, and respond to emails without stepping on each other’s toes. They can even collaborate behind the scenes to send meaningful replies.
In this blog, I will share the 8 best email management solutions for high-performing teams.
Which Is the Best Team Email Management Software?
The “best” option would depend on multiple factors such as your team size, features needed, budget, type of deployment, and more. However, if you ask me, here are my top 3 recommendations that you can check without having to go through the entire blog.
Option A: ProProfs Desk
If you are looking for a tool to tackle customer service emails and reach inbox zero faster, I suggest you go for ProProfs Help Desk. You can prioritize urgent emails, collaborate with internal notes, measure responsiveness, and organize your inbox with labels and statuses.
Option B: Hiver
If you use Gmail as your primary email client, Hiver can help you convert your account into a full-fledged help desk. You can track and delegate emails to members and enjoy a familiar interface.
Option C: HubSpot Service Hub
If you are looking for an email management solution with CRM capabilities, you can opt for HubSpot Service Hub. You can get a comprehensive view of each customer and share email surveys to measure CSAT and NPS.
8 Team Email Management Software You Can Consider in 2024
Now, if you wish to explore these and more team email management systems in detail, this section is for you.
Let me share each tool’s comprehensive features, pros and cons, and pricing details to help you make a fair decision.
1. ProProfs Help Desk – Best for Email Management & Support Ticketing for Customer Delight
ProProfs Help Desk has been my team’s consistent partner, helping us manage customer service emails as one big team for a long time.
Thanks to its shared inbox feature, we can manage multiple team inboxes like support@, sales@, info@, etc., in one place. While internal notes boost collaboration with team members, collision detection ensures I see if someone else is replying to an email.
The best part is that ProProfs Help Desk gives me a complete overview of email performance with the help of reports and analytics. At a single glance, I can monitor metrics like ticket response time, resolution time, and more.
In addition to email, you can use this tool to manage customer interactions via live chat, web forms, and other channels. If you get repetitive emails regarding product pricing, refund policies, etc., I suggest you create an online knowledge base to encourage self-service.
What you will like:
- Collision detection can trigger alerts when multiple team members look at the same customer email, preventing duplicate responses.
- Custom ticket statuses to keep your inbox organized.
- Canned responses, also called saved email templates, help you respond to common customer questions or complaints in seconds.
- Internal notes help you discuss issues internally before sending final replies.
What you may not like:
- Frequent feature releases can be overwhelming for some users.
- The free plan is limited to a single user only.
Pricing:
FREE for a single user. Plans start at $19.99/user/month for 2 or more users. No hidden fees. A 15-day money-back guarantee.
2. Help Scout – Best for Unified Customer Conversations
Help Scout was recommended to me by our VP, and within a few months, it transformed how we engaged with our customers.
Its unified platform brought together emails, chats, and calls into a single, streamlined interface, making it easier for us to keep track of customer conversations.
The most impressive thing about Help Scout was how it could automatically sort, label, and assign emails to team members. I suggest integrating this tool with Salesforce to capture recent customer activities and offer a personalized experience.
On the downside, the Standard Plan is limited to just 2 shared inboxes. If you want more, you will have to subscribe to higher-priced plans.
What you will like:
- Knowledge Base Integration can be used to link and suggest articles easily.
- Easy-to-scan reports offer detailed insights into team performance and customer satisfaction.
- Custom fields can be added for advanced data tracking and report generation.
- AI features help you summarize conversations and improve email responses.
What you may not like:
- Customization options are somewhat limited.
- The Standard Plan is limited to just 2 shared inboxes.
Pricing:
Starts at $20/user/month.
3. Zoho Mail – Best for Zoho Users
Being deeply embedded in the Zoho ecosystem, Zoho Mail is designed to serve as a seamless extension of your daily operations.
It’s not just an email client; it’s a collaboration tool that connects with the broader suite of Zoho applications, like Zoho Desk, Zoho Notebook, etc., enriching overall productivity.
Its clean, user-friendly interface is coupled with powerful features like shared drafts and email attachments, which I feel are essential for managing internal and external communications. Also, the Streams feature can be a game changer for enhancing your team interactions, making it feel like a social network for work.
Having said that, if you are an advanced user, you might find the features and the overall interface quite basic.
What you will like:
- Works flawlessly with other Zoho applications.
- Extensive admin control for managing user permissions and security settings.
- Email tagging is used to ensure that no message slips through the cracks.
- Streams can make team communications fun and exciting.
What you may not like:
- Mostly beneficial for users already within the Zoho ecosystem.
- The interface and functionalities might seem a bit basic for advanced users.
Pricing:
Starts at $1/user/month
4. Hiver – Best Gmail-Based Help Desk Solution
Hiver has brilliantly leveraged the familiar environment of Gmail to introduce an intuitive, effective help desk solution that feels native to our regular email setup.
It has made managing customer queries and internal team communications significantly easier without switching between different tools.
What stands out is the ability to track and delegate emails directly within Gmail, bolstering our productivity without compromising user experience. The analytics feature provides a clear view of our performance, helping us to stay on top of our game.
On the downside, if you use an email client other than Gmail, Hiver doesn’t have anything to offer.
What you will like:
- Seamlessly integrates into Gmail with a minimal learning curve.
- Email delegation helps assign emails to team members right from Gmail.
- Shared notes enhance communication and organization among team members.
- Integrations with Asana and Slack for improved team collaboration.
What you may not like:
- Limited to Gmail users, which might not suit everyone.
- Features might feel somewhat restrictive compared to standalone help desk solutions.
Pricing:
Starts at $15/user/month.
5. Front – Best for Email Automation
While using Front’s free trial, it soon became a valuable addition to my team’s workflow. Thanks to its focus on automation and collaboration.
It allowed us to transform our inboxes into shared spaces where we could work together on email and assign tasks, creating a collaborative environment.
With powerful integration capabilities, all our tools could work together seamlessly, enhancing not just productivity but also transparency across different departments. It was helpful in managing high email volumes, ensuring that every customer interaction was personal and timely.
It’s important to note that Front is quite heavily priced. You may want to consider other options if you are a startup or small business on a budget.
What you will like:
- Multiple integrations make it work well with CRM, project management, and other tools.
- Conversations history gives you a complete picture of past interactions.
- @mentions help you tag teammates in conversations.
- Calendar functionality is available to book and schedule meetings.
What you may not like:
- Highly expensive pricing makes it unsuitable for small businesses.
- You will have to pay an additional price for the WhatsApp integration.
Pricing:
Starts at $59/user/month.
6. HubSpot Service Hub – Best for HubSpot Users
HubSpot streamlined our marketing and customer service processes to a great extent.
With the native HubSpot CRM integration, I could manage team email while my team members could get a comprehensive view of customer interactions. This holistic approach not only saved time but allowed us to bridge the gap between sales and support.
I was also impressed by HubSpot’s built-in survey feature. You can create NPS, CSAT, and CES surveys in minutes to capture important information from your audience.
On the downside, I found that emails with large attachments can potentially slow down the tool’s functioning. This can be a concern area for some users who do not wish to compromise with speed.
What you will like:
- HubSpot CRM integration ensures seamless synchronization of customer data.
- Email notifications help keep track of customer interactions and engagement.
- Marketing automation to create targeted email campaigns based on CRM data.
- Email scheduling simplifies sending regular communications.
What you may not like:
- Primarily beneficial for existing HubSpot CRM users.
- It can become expensive as you scale up features and users.
Pricing:
Starts at $90/user/month.
7. Helpwise – Best for Integration With Collaboration Tools
Helpwise is another team email management system that you can consider for your team.
It’s impressive how it integrates email, SMS, social media, and even voice into a single platform. Also, you can integrate this tool with popular team collaboration apps like Google Calendar, Slack, and Asana.
For instance, with the Google Calendar integration, your team members can view and create events directly from the Helpwise inbox.
I’m sure you will love the internal notes feature. If you want to get help while composing an email response, you can simply mention a team member to bring it to their attention instantly.
What you will like:
- Shared drafts to receive feedback and collaborate on writing email responses.
- Seamlessly works with Slack, Asana, Clickup, HubSpot, and other tools.
- Built-in collision detection helps you avoid sending duplicate replies.
- Multiple signatures help you share professional-looking emails.
What you may not like:
- Requires some setup time to integrate and configure with other tools.
- Might be overwhelming for teams not used to handling multiple communication channels.
Pricing:
Starts at $12/user/month.
8. Missive – Best for Email + Live Chat
After using Missive for around 6 months, I can say that it can be used to improve email management and live chat interactions.
I could easily customize the live chat widget to match our website’s visual appeal and also choose to allow visitors to chat anonymously or require identification.
What I found the most compelling was the real-time collaboration feature, allowing several team members to draft and review responses simultaneously. It was as if everyone was working side by side, despite being physically apart.
On the downside, the interface can seem cluttered and full of distractions if you have too many active integrations.
What you will like:
- Email signatures of team members can be created and managed from a central place.
- Labels can be added with custom colors and icons for improved organization.
- Email scheduling helps you draft emails and send them at a pre-defined time in the future.
- 2-Factor Authentication to secure your account from unauthorized access.
What you may not like:
- The interface can get cluttered with numerous integrations active.
- Steep learning curve due to its broad range of functionalities.
Pricing:
Starts at $14/user/month
Evaluation & Selection Criteria
The evaluation of products or tools chosen for this article follows an unbiased, systematic approach that ensures a fair, insightful, and well-rounded review. This method employs six key factors:
- User Reviews/Ratings: Direct user experiences provide a ground-level perspective, including ratings and feedback from reputable sites. This feedback is critical in understanding overall satisfaction and potential problems.
- Essential Features & Functionality: The value of a product is ascertained by its core features and overall functionality. Through an in-depth exploration of these aspects, the practical usefulness and effectiveness of the tools are carefully evaluated.
- Ease of Use: The user-friendliness of a product or service is assessed, focusing on the design, interface, and navigation. This ensures a positive experience for users of all levels of expertise.
- Customer Support: The quality of customer support is examined, considering its efficiency and how well it supports users in different phases – setting up, addressing concerns, and resolving operational issues.
- Value for Money: Value for money is evaluated by comparing the quality, performance, and features. The goal is to help the reader understand whether they would be getting their money’s worth.
- Personal Experience/Expert’s Opinion or Favorites: This part of the evaluation criteria draws insightful observations from the writer’s personal experience and the opinions of industry experts.
In the end, I would recommend you choose ProProfs Help Desk for its email management features like shared inbox, custom labels & statuses, collision detection, internal notes, automation capabilities, and powerful reporting.
If you have further questions, please explore the FAQ section below.
Learn More About Team Email Management Software
What are the key features of team email management software?
Team email management software features include shared inboxes, email tagging, categorization, automated workflows, collaborative tools like notes and assignments, and detailed analytics to track performance and response times. Watch this short video to learn more about shared inboxes:
How does team email management software improve productivity?
Team email management software improves productivity by consolidating communication into a single platform, automating routine tasks, facilitating collaboration through shared access and visibility into email conversations, and providing actionable insights to optimize workflows and reduce response times.
How easy is it to onboard a team onto email management software?
Onboarding a team onto email management software is generally straightforward. Most platforms offer user-friendly interfaces, comprehensive support, and training resources. However, the complexity can vary based on the software’s depth of features and the team’s specific needs.
What type of teams can benefit from using email management software?
Teams that deal with high volumes of external communication, such as customer support, sales, and human resources, can benefit from using email management software. It’s also valuable for any team seeking to improve organization, collaboration, and efficiency in handling email communications.
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