Shared inbox for HR teams and HR Use cases

Shared inbox for HR teams

"It is not the strongest of the species that survives, nor the most intelligent that survives. It is the one that is the most adaptable to change." —Charles Darwin

The human resources team handles diverse responsibilities, from recruiting and onboarding to training and development, evaluation, budgeting, appraisals, and benefits.

HR is responsible for improving organizational work culture, conflict resolution, performance improvement, and overall employee satisfaction. Recently, enhancing the employee experience has become an integral part of HR teams’ business-as-usual: managing rewards and recognition, gift incentives and team trips, celebrating special holidays and festivals, and conducting special events are just some of the activities now considered imperative to HR's new normal.

The pandemic has had a significant impact on most organizations, and business functions such as HR and IT have been the shoulders carrying the transition to remote or hybrid work, business continuity management, new and updated policies, and more.

HR teams that were previously confined to backend employee operations were suddenly thrust into the spotlight, and needed to quickly adapt to many new responsibilities.

The HR toolkit  

Though digital transformation (DX) in HR functions lags compared to other enterprise functions, the pandemic pushed companies to mitigate complex HR tasks through ready-made tools, and paved the way for the rise of SaaS-based HR software.

Depending on their needs, scale, maturity, and budget, HR teams use one or more SaaS-based tools to go about their daily operations:

Some large organizations also implement HR intelligence or analytics tools to gain insights into their employees.

There are other products that cater to the needs of HR teams. But, successful implementation of these tools demands the buy-in and substantial support of the IT team. The tools need to be integrated with other systems in the organization, like e-mail and directory records. They cannot be operated in silos.

HR depends heavily on email for day-to-day operations, and is known to receive the highest volume of email in any business. Organizations that can't afford fancy tools conduct their HR operations by relying heavily on mail.

The HR mailbox 

Irrespective of an organization's size, managing emails is one of an HR team's biggest challenges. HR receives a number of communications on their company email as well as in group or distribution lists such as: Corporate channel for all external mails to the HR department.

Recruitment@: Corporate channel for hiring agencies and college campuses to contact HR.

Resume@: For prospective candidates or referring employees to send resumes.

Payroll@: For payroll-related announcements and employees to send payroll issues.

Attendance@: For employees to report leaves or attendance-related issues.  

Learning@: For announcements and issues related to training and development.

Med-claim@: For issues related to medical insurance and medical claims/reimbursements.

Admin-support@: For employees to report company-wide issues or to request support.

A majority of these emails translate into critical action items—whether they attend to the issue immediately via email or migrate it to a dedicated tool to address it, the team cannot drop the ball. They require robust processes so that these to-do items don't get out of control or fall through the cracks.

The challenges of managing an HR mailbox volume 

An email to any group email address is delivered to the mailboxes of all subscribers of the group, therefore bringing in a large volume of email.

For example, if the HR director is on multiple distribution lists, their inbox will receive every email addressed to the lists. To keep track of these emails and avoid flooding inboxes, HR team members have to set up dedicated folders and automate sorting emails into these folders as they're delivered.


Another major challenge with managing emails is the duplicate copy of the email in every group member's personal inbox. Every team member's relationship with each email is mutually exclusive, which means that any team member can resolve the issue, respond to the email, and delete the thread, but the email will still remain in the other group members’ inboxes unless they personally act on the email.


Another scenario would be no one taking ownership of an email if it's not explicitly addressed to a specific team member, putting it in danger of slipping through the cracks.

Typically, emails requiring action must be converted into tasks in one of the platforms in the HR toolkit. Email services should either integrate with the corresponding tools, or a team member must manually create the tasks.

Teams without such tools should convert the email into tasks right within the mail. Some services have the provision to convert emails into tasks and add assignees from the email. 


It's often necessary to discuss the task/email with members outside the group or with other distribution lists. One way to do this is to forward the email to the relevant members and carry the discussion forward as a reply.

Some email service providers offer the provision to tag anyone from the organization and collaborate right in the email by initiating a conversation on a chat.  

Begin your HR team’s DX journey using shared inbox tool  

Shared inbox is an intuitive tool built to enable teams to work in unified inboxes. Managing, assigning, and working on volumes of emails delivered to the HR team, interdepartmental collaboration, and handling service requests are some of the use cases HR teams can leverage with the tool.