Remote work has become increasingly common over the last few years. With more people working from home or on the go, email remains one of the main ways for distributed teams to communicate and collaborate.
But when teammates are spread out, quick in-person conversations and meetings are no longer possible. That’s why setting up email forwarding is essential to enable seamless communication for virtual teams.
Email forwarding links team members’ inboxes across locations and devices. This allows for unified communication that bridges what face-to-face divides. While working remotely comes with hurdles, something as simple as email forwarding helps unite distributed teams.
Read on to learn how setting up email forwarding can enhance collaboration and productivity for remote work success.
What’s Great About Email Forwarding?
Email forwarding allows you to send emails addressed to one account to another account. For remote teams, this means team members can use one primary email for work while emails are forwarded to their personal accounts.
This provides flexibility for remote workers to access email from multiple devices or locations. Whether working from a personal laptop at home or checking email on a mobile device, forwarded messages reach team members wherever they are.
Email forwarding also enables a consistent email presence for customers and colleagues. Instead of sharing multiple email addresses, remote workers can publish one work email that forwards received messages automatically.
Set Up Email Forwarding To Link Accounts
Setting up email forwarding is a straightforward process. Most email providers give users the option to forward messages received in one account to another address.
You can set up forwarding to send copies of emails or deliver messages automatically. Automatic forwarding is ideal for remote work scenarios when you want emails sent to a work address to be redirected seamlessly.
To set up email forwarding, log into the account you want to forward from and find the forwarding or redirect settings. Enter the email address you want messages be forwarded to. Then, configure whether to forward automatically or keep copies in the original account.
Many providers let you customize forwarding settings like when messages are sent and whether to forward attachments. Take time to test until forwarding works as expected before relying on it for remote work.
Use Email Forwarding Wisely
While email forwarding provides benefits for remote teams, you’ll want to use it wisely. Forwarding sends emails and sensitive information to another account. So, only forward work emails to personal accounts you control and keep secure.
Also, enable two-factor authentication on accounts that have forwarding enabled as an extra security measure. With passwords and mobile authentication, your email will remain protected.
When working with clients or customers, use a professional email address that represents your brand or company. Forward that to a personal email only for internal use within your remote team.
Lastly, monitor forwarded emails to avoid overloading personal inboxes. Use filters, labels, and folders to organize and manage forwarded messages. Or you may set up email forwarding to send copies to keep work emails separate.
Enhance Remote Collaboration With Shared Inboxes
Beyond basic email forwarding, some inbox solutions provide shared team inboxes. These let multiple people collectively manage emails sent to one address.
Shared inboxes allow seamless collaboration for remote teams. All team members can view and respond to emails in a shared workspace.
This eliminates email forwarding and gives remote workers transparent access to team conversations. Shared inboxes integrate with other productivity apps to take remote teamwork to the next level.
Email forwarding helps connect inboxes for individuals. But for streamlined teamwork, shared inboxes can enhance collaboration. Explore solutions for integrating shared inboxes when optimizing email for your remote team.
Set Up An Auto-Responder
Auto-responders inform contacts of your availability when you’re working remotely. Set up auto-replies to:
- Notify senders when you’re out of the office and unavailable. Include dates you’ll be out and alternative contacts if needed.
- Acknowledge receipt of messages if you’ll be slow to respond while remote. Let people know you got their email even if a reply is delayed.
- Provide an alternative email address or phone number where you can be reached in urgent situations when working offline.
Auto-responders create transparency around response expectations. Only set them when out of the office for extended periods to avoid overuse. And customize messages for internal team members versus external clients or customers.
Make Use Of Email Signatures
A professional email signature provides consistency and helps build your brand when working remotely. Include your name, position, company, phone number, and other relevant contact details.
Consistent signatures keep you accessible to colleagues and customers. List multiple ways to reach you, like your work email, personal email, and phone.
An email signature also presents a professional image for both you and your company. Include your company name, slogan, or logo. You can even link to your website or social media profiles.
With more flexible work arrangements, email forwarding is a quick win to connect your team. Forwarding provides immediate benefits like mobile email access and consistent addresses for communicating with others.
Take a bit of time to set up email forwarding and test that it works properly. Get your team on board with expectations and best practices for keeping forwarded emails secure and organized.
With the right setup, email forwarding can help improve collaboration and productivity for remote teams.