An email group is a cluster of emails that are assigned a group name and a common email address. Every email sent to this common email address will automatically be sent to all of the email addresses associated with this group.

Why should you use email groups? 

If you want to send updates to all of the people on your project team via email, sending them an email one by one will take time. You can eliminate this by creating email groups for separate departments and sending mass emails to them.  Depending on how you use email groups, there are many benefits to implementing them.

Below are some advantages to consider.

  • It saves time  –  You can create different email groups for different departments of your organization, such as sales and marketing, human resources, research and development, etc. After creating these email groups, sending updates to them via email is just a “send” button away.
  • It improves collaboration and communication – Email groups also serve as a way of keeping all of your teammates in the loop without missing anyone because you forgot to add their email addresses.  This increases your team’s collaboration and fosters strong communication within the organization.
  • It enhances organization  – With email groups, all email chains are grouped properly into different departments, such as marketing, development, HR, etc.

Examples of email groups 

  • Project email groups  – These are email groups for a group of people working on the same project. Project email groups keep all of the stakeholders informed of the project status and updates.
  • Department email groups – Department email groups will have members based on their department. One email group can be for human resources alone, and another email group for marketing channels, etc.
  • Company email groups  – Companies can use email groups to send company-wide announcements. This will ensure that relevant company news reaches employees promptly and help create a sense of connectedness within the organization.
  • Vendor email groups  – Vendor email groups will contain all of the vendors you associate with. You can also split vendor email groups based on hardware, software, and other categories.
  • Customer email groups  – Customer email groups can contain the entire customer base or be segregated based on support tickets, enterprise customers only, etc.

Email groups tips and best practices 

  • Only add relevant people
  • Stick to the agenda
  • Strict moderation
  • Follow a consistent format
  • Be respectful

Wrapping up 

Spending a lot of time sorting and organizing your emails could be better spent elsewhere. By creating separate email groups for different departments of any business, you can rest easy knowing that all of your emails are organized in a more cohesive way so you can access them later. With email groups, you can eliminate the long hours previously spent sifting through your inbox looking for a critical message, or having to reference someone else’s message.

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Source: https://www.zoho.com/workplace/articles/email-groups.html

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