If your go-to-market (GTM) strategy is a mess of spreadsheets, inconsistent outreach, and Slack messages lost to the void, you’re not alone. Sales and marketing teams want to move fast, but too often it’s chaos. This guide is for anyone who needs to actually get a team humming—not just talk about “alignment.” If you’re using Mailivery (or thinking about it), let’s cut through the fluff and set up collaboration workflows that help you hit your numbers, not just check a box.
Why Mailivery for GTM Teams?
Let’s be real: Most SaaS tools promise they’ll “transform your workflow.” Mailivery actually does one thing well—it helps teams warm up email domains, improve deliverability, and manage outbound campaigns together. If your outreach is landing in spam, your GTM strategy is dead in the water before it starts.
But just buying Mailivery isn’t the solution. The real win comes from setting it up so your team actually works together, not in silos. Here’s how to do that without ten hours of meetings or a 50-page playbook.
1. Start With the Basics: Who Needs Access and Why
Before you touch any settings, grab a notepad. Figure out:
- Who’s on your GTM team? (Sales, marketing, SDRs, maybe a revops person.)
- What do they actually need to do in Mailivery?
- Set up inboxes?
- Monitor deliverability?
- Adjust campaigns?
- Report on results?
Pro tip: Keep the team small at first. More cooks = more confusion. Add people as you actually need them.
2. Set Up Team Roles and Permissions
Mailivery lets you invite team members and set roles. This is where most teams either get too loose (everyone’s an admin) or too locked down (only one person can do anything).
- Admins: Should be people who understand email deliverability and can be trusted not to break things. Usually your ops person or someone technical.
- Users: Folks who need to see stats, maybe create campaigns, but shouldn’t change global settings.
What works: Giving SDRs read-only access so they can see their own performance, but not wreck shared domains.
What doesn’t: Making everyone an admin “just in case.” You’ll end up with someone accidentally nuking your carefully warmed-up inbox.
Ignore: The urge to micromanage. If you trust someone to email prospects, you can probably trust them to see campaign stats.
3. Connect and Organize Your Inboxes
This is the unsexy but essential part. Each rep (or persona) needs their own inbox. The point is to keep deliverability high and volume spread out.
- Connect inboxes one at a time. Don’t try to do 20 at once—errors snowball.
- Label inboxes clearly. Use naming conventions like “SDR-Jane” or “AE-Bob” so you’re not guessing who owns what later.
- Group by team or region if you have more than a handful. Mailivery supports basic team structures—use them so you don’t go insane later.
Pitfall to avoid: Mixing “test” and “real” inboxes. Test accounts screw up your reporting and can tank deliverability.
4. Establish Shared Warm-Up and Campaign Rules
The whole point of Mailivery is to keep your emails out of spam. But if your team isn’t aligned, some inboxes will be warmed up and others will be cold as ice.
- Set baseline warm-up schedules. Agree on a minimum warm-up period for new inboxes (usually 2-4 weeks).
- Document send limits and ramp-up plans. Don’t let eager reps blast 200 emails on day one.
- Share templates for cold outreach. Not just for consistency—reused, “spammy” templates get flagged faster.
What works: A single Google Doc outlining these rules, linked directly in your Mailivery team chat or dashboard.
What doesn’t: Hoping people “just know” not to send too much, too soon.
5. Use Shared Dashboards and Reporting
Mailivery’s dashboard is where you see if things are working—or falling apart. Everyone should know how to check deliverability, reply rates, and inbox health.
- Set up a weekly review. Ten minutes, screenshare the dashboard, and look for:
- Sudden drops in deliverability
- Who’s getting spammed
- Which templates are performing (or tanking)
- Export reports if you need to share with execs. But don’t overcomplicate—done is better than perfect.
- Encourage honest conversation. If someone’s inbox is struggling, fix it together. Shame doesn’t help.
Ignore: Vanity metrics. Opens and clicks are nice, but focus on replies and positive responses.
6. Build a Feedback Loop (Without Drowning in Slack)
Collaboration doesn’t mean endless notifications. Set up a rhythm for feedback that’s regular, but not overwhelming.
- Designate one channel for Mailivery updates. No sprawl—everyone knows where to look.
- Post weekly wins and issues. Celebrate the rep who got out of spam jail. Flag anything weird early.
- Schedule a monthly “inbox audit.” Quick check: any inboxes flagged, anyone not following the process, any templates getting bad results?
What works: Light, regular check-ins. A single thread per week can save hours of digging later.
What doesn’t: Dozens of unthreaded Slack messages or “all-hands” meetings for every small hiccup.
7. Automate What You Can, Manual Where It Matters
Mailivery has a few automations—like warm-up sequences and notifications. Use them, but don’t fall for the promise that everything will run itself.
- Automate: Inbox warm-up schedules, basic deliverability alerts.
- Manual: Personalizing templates, reviewing flagged inboxes, experimenting with new subject lines.
Pro tip: Set a calendar reminder to review automations every month. What worked last quarter might be outdated if spam filters change.
8. Troubleshoot and Iterate—Don’t Set and Forget
No GTM workflow is “set it and forget it.” Things break: domains get blacklisted, Gmail changes the rules, someone clicks the wrong button.
- Keep a simple troubleshooting doc. Note what’s worked before—don’t rely on memory.
- Rotate who owns the process each quarter. Fresh eyes catch stale mistakes.
- Stay skeptical. If something feels off, don’t ignore it just because the dashboard is green.
Ignore: Over-optimizing until you actually see a problem. Most teams spend more time fiddling than fixing.
Quick Tips for Keeping It Simple
- Don’t add complexity until you need it. Start small, grow as your team does.
- Document what you do, but keep it to one page.
- If you’re spending more time managing Mailivery than sending good emails, you’re missing the point.
- Review, tweak, repeat. That’s the whole game.
Wrapping Up
Team collaboration in Mailivery isn’t magic, and it won’t fix bad messaging or a broken product. But if you set up clear roles, keep inboxes healthy, and talk to each other about what’s working, you’ll give your GTM strategy a real shot. Don’t overthink it—start simple, keep the lines open, and iterate as you go. The best workflow is the one your team actually uses.