Picture this: you’re finally on the summer vacation you planned, laying out on the beach, and relaxing to the sound of the waves. Then, your phone dings. It’s the fifth email today, and even though you set up an automatic out of office reply, you can’t help but wonder if the emails are urgent. Next thing you know, you’re checking your inbox, and it feels like you’re right back at your desk in the office.

Let us introduce you to delegated inboxes: a game-changing feature that allows you to grant specific team members temporary access to manage your email communications. At Connected, we've seen this simple tool transform how our clients handle their email management—freeing up owners to focus on what matters most, whether that's strategic planning or actually enjoying their time off!

What Are Delegated Inboxes?

We use Google Workspace at Connected which offers a powerful feature called delegated access that allows you to authorize another user to read, send, and manage email on your behalf. Unlike sharing account passwords (please don't do this), delegated access maintains security while giving trusted team members the ability to handle important communications.

The best part? The delegate can respond as themselves or "on behalf of" you, maintaining transparency with your contacts while ensuring nothing falls through the cracks. A similar feature also exists for Microsoft Outlook if that’s what your organization uses.

When Delegated Access Makes Sense

Scenario 1: The Shared Department Inbox

Does your team have a support@, info@, or admin@ email address that multiple people need to monitor? Rather than creating a shared password (a major security risk) or constantly forwarding messages, delegated access allows designated team members to manage these communications directly.

Real-world example: Your association’s membership team is struggling with the membership@ email address. The entire department needs access, but they’re missing messages or duplicating responses. By setting up delegated access, each team member can monitor and respond to inquiries seamlessly, drastically improving member response time.

Scenario 2: The Much-Needed Vacation

As an executive at your organization, when was the last time you took a vacation without checking your email? Trust us, we get it—and you’re not alone.

If not checking your email makes you uneasy, you may be using your email as your to-do list. You might worry that a "task" you need to remember when you get back will be missed if someone else is reading your emails. This means you need a task list outside of your email. Read our article here on rethinking your email set-up for a better approach to managing your tasks.

The process:

1. Identify a trusted team member who can handle your communications

2. Set up delegated access before departure

3. Create clear guidelines for what requires immediate action

4. Set up an auto-responder that directs urgent matters to your delegate

5. Actually enjoy your time away!

Scenario 3: Executive-Assistant Partnerships

Many executives waste hours each day sorting through emails that could be handled by someone else. Delegated access allows additional team members to triage communications, respond to routine inquiries, and only flag items that truly need the executive's attention.

The Going Out of Town Checklist

Want to make sure everything runs smoothly while you're away? Here's our recommended process:

Before You Leave:

• If you haven't set up your email with filtering and folders, check out our Inbox Zero Part 2 article for guidance

• Set up delegated access for your trusted team member(s)

• Create folder systems or labels for different types of communications

• Establish clear guidelines about what requires immediate action vs. what can wait

• Set up an auto-responder with clear expectations and alternate contacts

• Schedule a brief handoff meeting to address any anticipated communications

• Test the delegated access to ensure it's working properly

While You're Away:

• Trust your team (this is the hardest part for many owners!)

• Check in at scheduled times only (if absolutely necessary)

• Remember that most "emergencies" aren't actually emergencies

Upon Return:

• Schedule a debrief meeting to review any important communications or decisions

• Send a follow-up email to key contacts you're re-engaging with

• Remove delegated access to maintain security

• Review the process and note improvements for next time

How to Set Up Delegated Access in Google Workspace

Setting up delegated access in Gmail is straightforward:

1. The account owner goes to Gmail settings

2. Select the "Accounts and Import" tab

3. In the "Grant access to your account" section, click "Add another account"

4. Enter the email address of the person you want to delegate to

5. They'll receive a confirmation email and must accept within 7 days

Pro tip: Have your delegate set up specific filters or labels for emails they handle so you can easily review what happened while you were away.

Security Considerations

While delegated access is more secure than password sharing, remember:

• Only grant access to trusted team members

• Always remove access when it's no longer needed

• Remember that delegates can view all emails in the account

• Consider creating a filter for personal or sensitive emails

Send From Different Addresses Without Switching Accounts

Here's another email management gem that many teams don't realize exists: the ability to send from different email addresses without actually opening those accounts. This feature is a game-changer for maintaining organized communication channels.

Imagine this scenario: Your team has an admin@yourcompany.com address, but clients often email your personal work address instead. The old way of handling this would be to forward those emails to the admin account—cluttering up inboxes and notifying everyone with access to that shared account.

There's a better way! By setting up the "send email from different address" feature in Gmail, you can:

1. Receive emails to your personal account as usual

2. Respond directly from your account

3. Have the email appear as if it came from the admin address

This approach keeps your communication streamlined, reduces inbox clutter, and maintains consistent branding with clients.

How to set it up:

1. In Gmail settings, go to the "Accounts and Import" tab

2. In the "Send mail as" section, click "Add another email address"

3. Enter the name and email address you want to send from

4. Follow the verification steps to confirm ownership

Once set up, whenever you compose a new email or reply to a message, you'll see a dropdown menu in the "From" field where you can select which email address to use. Choose the admin address, and voilà—you've sent from the team account without ever having to switch between inboxes!

This feature works perfectly alongside delegated access to create a comprehensive email management system that adapts to how your team actually works.

Ready to Transform Your Email Management?

Email doesn't have to be the thing that keeps you chained to your business. With the right processes and tools like delegated access, you can create systems that allow your business to thrive—even when you're not constantly monitoring your inbox.

And if you want to achieve a zero inbox without having to spend all day on email, check out our Part 1 and Part 2 of Inbox Zero for proven strategies that work for busy business owners.

Want help setting up delegated access or creating comprehensive communication processes for your team? That's exactly what we do at Connected! Let's chat about how we can help you create streamlined communication systems that work for your business.