Agencies are always striving to become efficient, and streamlined day-to-day operations are essential for their growth. In many agencies, several team members juggle multiple hats, balancing everyday tasks and responsibilities while being focused on growing the business. For example, it’s quite common to see someone handling sales and support, another design & social media, while others juggle inventory and marketing activities.
As the business grows, effectively managing the growing stream of incoming or outgoing emails is a significant challenge, especially if the team is remote. Not only do most customers prefer email as their primary contact method, but it also serves as the backbone for all internal and external communications. If your agency or team is struggling to effectively manage your emails, or if internal or external email communication is becoming a greater challenge than growing the business, Spark for Teams will most certainly help you out.
Spark for Teams is a cross-platform email solution that’s designed to help your agency manage your email better so that your team can focus on what’s actually important. With Spark, your team can collaborate in real-time on shared drafts, highlight important messages and assign them to the right team members, and effortlessly ensure email communications adhere to your company's tone. This leaves them with a much larger time portion of the day to work on activities that help your agency grow.
Before we get started, you can Download Spark for Free and set up your personal and professional accounts to start exploring Spark. Now let’s dive into seven compelling reasons why Spark for Teams is a must-have tool for your agency.
1. Access common accounts with Shared Inboxes
Shared Inboxes in Spark for Teams are an invaluable resource for agencies or teams. It enables teams to view, manage, and respond to emails from shared addresses, such as support@ or info@, all in one place. Instead of multiple team members individually checking and responding to these emails, Spark's Shared Inboxes ensure that everyone has access to the same set of messages, creating a more organized and collaborative workflow. Team members can assign emails, leave comments, and discuss messages directly within the app, reducing the back-and-forth that often slows down communication.
In any agency, teams tend to handle multiple email accounts, and this tool is especially useful for such teams that need to handle a high volume of inquiries efficiently. With Spark's Shared Inboxes, team members can see which emails have been addressed and which still require attention, preventing duplicate responses and ensuring that nothing gets missed. The ability to assign responsibility for specific emails or tasks within the shared inbox also brings in accountability, making sure that the right team member is handling each email. This helps teams respond faster and more effectively, improving both internal collaboration and customer satisfaction.
Here’s how you can set up Shared Inboxes in Spark for Teams.
2. Collaborate better with Email Sharing
A core benefit of using Spark for Teams is its ability to facilitate better collaboration between your team members. Once you've set up your team in Spark and added all your members, your team members can start taking advantage of Spark’s collaborative tools right away. A standout tool that our customers love is the ability to share emails with team members without the need for forwarding or copying. In a few clicks, you can share any email with one or more team members without creating duplicate email threads.
Whenever you receive a sales inquiry, business proposal, or a specific support request, you can quickly and effortlessly share the email with any or all team members so that it appears in their Spark inbox. Spark's email-sharing tool works across all platforms where Spark is available, ensuring your team can access shared emails on any of their devices. Plus, future messages in the same email thread can be automatically shared, keeping everyone in the loop without the need to CC or BCC them. This seamless sharing tool helps your team stay in the loop and reduces inbox clutter.
Read about how to Share Threads with your team here.
3. Internally discuss emails with Team Comments
Spark's email-sharing tool described above offers an additional advantage, especially valuable for agencies: the ability to have internal discussions right within the app. When you receive an email that requires input or feedback from your team, you can easily share it, and your team members can leave comments and discuss it directly under the email—privately and securely.
Spark for Teams takes team collaboration to the next level. Agency teams can easily discuss emails, work together to craft the perfect response, and even request file attachments from others when necessary. It's a seamless way to keep communication and decision-making in one place, making your team into a more cohesive workforce for your agency.
Read more about team comments and internal email discussions here.
4. Compose emails collaboratively using Shared Drafts
With Spark for Teams, you can invite your teammates to draft emails together in real time. Instead of going back and forth with your team through separate messages or documents, you can gather everyone's input directly within an email draft. Similar to Google Docs, everyone can type and edit the draft simultaneously and even attach files to it. This allows your team to pool their knowledge and expertise, ensuring that the email reflects a collective effort.
This enables your team to edit and proofread important email communications in one place. Your team can review the draft email content together, ensuring key details are accurate before hitting send. Whether it's refining the tone, adding missing crucial information, or inviting colleagues to fill in specific sections, Spark's Shared Drafts make it easy to create polished, team-approved emails. It ensures that everyone's contributions are incorporated as a team, leading to better results for your agency.
Read more about Shared Drafts in Spark for Teams here.
5. Assign emails to team members with Email Delegation
Spark for Teams includes a very handy ability to delegate emails, which will help your agency to manage email workloads more efficiently. For example, managers or team members can assign specific emails or tasks to other members directly from the app, eliminating the need for external management tools. Delegating an email is as simple as assigning it to a teammate, allowing them to take ownership of the task while keeping everything organized within Spark. This tool ensures that no emails fall through the cracks, helping your agency stay on top of important tasks like sales inquiries, support requests, business proposals, etc.
What makes Spark's email delegation even more effective is the built-in tracking and status updates. Once an email has been delegated, the manager or team leader (task assignee) can monitor its progress and receive notifications when the task is completed. This transparent workflow keeps everyone accountable and eliminates confusion over who is handling which email. Spark for Teams thus ensures timely responses and better team coordination for your agency.
Here’s how you can get started with Email Delegation in Spark.
6. Write emails faster with Shared Templates
Agency teams often have to respond to emails with the same type of text or content, such as support queries, sales inquiries, etc. With Shared Templates in Spark for Teams, team members can create standardized email templates (“canned messages”) for common messages and share them across the team as a single source library. Shared templates in Spark for Teams don’t just ensure that the copy for the same kind of email responses is readily available, but also ensure that every member is using the same approved tone and messaging.
Shared Templates reduce the need to copy and paste the same types of emails repeatedly and help maintain a professional tone in all communications. Shared templates in Spark for Teams are instantly available in the compose screen, so team members can include them in the response with just two clicks.
Learn how Spark +AI can help improve your Team Templates.
7. Choose when emails are sent with Email Scheduling
The ability to schedule when any email is sent is another valuable tool for agencies in Spark for Teams. Team members can write emails ahead of time and schedule them to be sent at the most optimal moment. This is particularly useful for businesses that operate across different time zones or want to reach recipients at specific times when they are most likely to engage. With Spark's intuitive scheduling interface, users can set an exact date and time for the email to be sent, ensuring timely communication without having to be online when the email goes out.
Agency teams can schedule follow-up emails, promotional campaigns, or important announcements in advance, allowing them to stay on top of their outreach without missing deadlines. It also provides flexibility for business owners and team members who may want to draft emails outside of regular working hours but send them at a more appropriate time.
Learn how to schedule emails to be sent later in Spark.
Spark for Teams is an invaluable tool for your agency, enabling better collaboration between your team members. Spark gives you the tools you need to focus on what matters most while taking the hassle out of working with emails. As a agency owner, Spark for Teams empowers your individual team members to view, compose, delegate, and manage emails as a cohesive team - so they can put their best efforts forward and help the business grow as a whole.
Download Spark for free today and introduce a whole new way of email communication in your team.
The Readdle Team 
