In my previous operations role, I helped oversee operations for around 75 leaders and their communities. Because the nature of the role was stipend and this was nearly always their secondary gig, there was a high transition rate. I quickly realized that as I created operations and thought about our ministry as a whole, I needed to ensure documents, systems, communications, etc were easily transferable.
Similarly, if you are a small business owner who uses contractors or part-time employees, you will want to consider how to make a transition simple - ideally before you even start, but realistically, at any time that's not NEVER. 😉
One way you can ensure a seamless transition is by utilizing Google's Email Alias feature. Here's how I use it with clients.
But first... the Benefits!
Protects communication history even after a team member transitions off
Eliminates the need to migrate files or communications from an old team member's account after they transition off
Enables you to use the same inbox for any new team member instead of creating a new one, then canceling; creating a new one, then canceling; etc. every time you have a role transition
Creates personal touch by assigning an email with the team member's name - while only paying for ONE inbox!
Allows consistent customer service even when you have multiple team members doing the same job on different shifts
Prerequisites
You must have a paid google workspace account in order to use the email alias feature. (This is my affiliate link and will get you 10% off your first year's subscription!)
How to Set up an Alias for a Gmail Account
Watch this short video tutorial, or follow the instructions below.
Set up a generic email of your choosing, like support@yourcompany.com or team@yourcompany.com. This will be a license in addition to your primary account - so you will end up paying more for your monthly subscription.
Login to your Admin Console at admin.google.com
In the Users box, click on Manage.
Click on the generic email you'd like to create an alias for.
From the menu on the left, click on Add Alternate Emails.
Add the email addresses you want to add, then hit SAVE.
Other Use Cases
One Inbox, Lots of support
You can also use this feature to create multiple support email addresses that all flow into one spot for an admin or customer service rep to manage. For example, you might choose to have support@yourcompany.com , info@yourcompany.com, and sales@yourcompany.com all flow into the same inbox.
Again: you only pay for one user, but you still get all the email addresses!
Solopreneurs with professional, generic email
You may be a solopreneur and aren't ready to have a team yet - but you may want to list a generic email on your website, forms, or business cards. If so, you can create an alias for your own primary account.
Let's say your primary account is Name@MyCompany.com. You can create an alias that is hello@mycompany.com or info@mycompany.com . The emails will flow right into your primary inbox, but it makes it a little more seamless and professional for marketing purposes.
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