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How to Reduce Email Overload and Increase Productivity

How to Reduce Email Overload and Increase Productivity

If you do not want to switch between your Gmail mailbox and the scheduling software you might be using right now, Hiver is all you need. This is because it offers a collaborative platform where task management and scheduling operations can be managed right from the Gmail account.

Sometimes, it is hard to read all email notifications, when only some of them are urgent and require immediate consideration. Hiver offers scheduling and managing tasks via Gmail so you can imagine handling your business from your personal mailbox. No additional system specifications are required for getting started.

Let’s analyze the functional features of the collaboration tool.

Shared Labels:

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All of us are familiar with the Gmail labels that help organize emails from different users. Hiver allows these labels to be shared with other users or members of the project. Emails can be assigned as tasks via this system and task status can be tracked right from Gmail account. Shared labels are compatible over all desktop and web email platforms including Thunderbird, Android, iOS, and many others.

Shared Contacts:

Hiver helps sync contacts in Gmail. Sharing of contacts with colleague and other members of the project is possible; this can be done by adding the contact to a Shared Contact Group which will instantly synchronize with the desired account. Contact details of the new member can be added by any of the team members in the Shared Contact Group.

Shared Notes:

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Notes can be added to Gmail threads in the account and would reflect in the mailbox of other team mates. This way collaboration becomes more consistent. Shared notes can be viewed inside the email threads. Shared notes work as a chat box and team members stay updated with any modifications and new developments.

Email Templates:

Hiver helps create new email templates that do things faster. This can be done by downloading the browser extension and selecting the Hiver toolbar button will set up new templates within. It allows the user to draft email once and save the same text and formatting for later, whenever required. Email Templates can be shared with the teammates. The collaboration software makes the Gmail emailing platform more uniform and powerful, enhancing its functionality to a larger extent. In addition, the interface remains simple as that of Gmail and users can hardly find any difference.

Editions Available

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Hiver comes in four different editions that include:

  • Free Edition: For up to 3 Users
  • Starter Edition: For a minimum of 3 users
  • Plus Edition: For at least 5 users
  • Enterprise Edition: At least 25 users

Fees start from $6 per user on a monthly basis for the Starter edition up to $18 per user per month for Enterprise edition.

However, freeware for each edition is available for a period of 14 days from the date of installation and this trial edition can be upgraded within 7 days of expiry.

Accounts to which Hiver access is granted are required to pay the amount for their individual account. New users can easily import to Hiver by following a simple procedure.

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Final Verdict

Undoubtedly, Hiver collaborates efficiently with Gmail as well as Google user accounts and works quite efficiently with almost all email platforms. Here, the trial is initiated over iOS and Android. Usability is quite simple and straightforward.

Using Hiver, Google Apps users can easily share labels with other users within Google Apps domain as well as Gmail users. Hiver is integrated with collision detection algorithms that notify the user when someone else is writing a reply or notes to any email being shared using Shared Gmail Labels. In addition, if you are already familiar with Gmail labels and the steps needed to assign one, you would definitely find this task scheduling and collaboration platform easy.

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Abhay Jeet Mishra

Writer at Lifehack & Enterested.com

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Last Updated on October 16, 2019

11 Meeting Scheduler Apps to Boost Your Productivity

11 Meeting Scheduler Apps to Boost Your Productivity

Automations are key to improving efficiency. Set the system up right from the beginning and you’ll reduce the amount of no-shows and cancellations.

Whatever your business is, with automations, meeting scheduler apps do more than just streamline appointment setting. They prime your workflow for maximum results.

Meeting scheduler apps are awesome if you use them right. Use them wrong and you can look like an arrogant elitist.

In this article, I will share with you 11 great meeting scheduler apps you can start using today to boost your productivity.

1. ScheduleOnce

    ScheduleOnce is an industry leader and robust solution. Whether you work alone or have a large team, ScheduleOnce can support you.

    ScheduleOnce allows you to create multiple users and multiple calendars. I use one calendar for booking podcast guests with automations set up to prep my guests for our interview. I use another calendar for strategy sessions and coaching calls.

    ScheduleOnce also has embeddable widgets so you can keep the scheduler inside your own website.

    Starting at $7 a month and a 14 day free trial, ScheduleOnce can fit a variety of needs in business.

    Available on Web

    2. Calendly

      Calendly stands out for its clean, easy to use interface. If you like clean design, Calendly might be your choice. It too has robust automations and integrations for individuals and teams alike.

      You can try Calendly free for 14 days. Their basic plan is free while their most robust plan is only $12 a month.

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      Available on Web | Google Chrome Extension

      3. Assistant.to

        For those who use gmail, Assistant.to is a super simple solution.

        From inside an email, you click on the Assistant.to icon and pick times your free. Assistant.to embeds the times directly into the email so the recipient can quickly pick a time that works for them.

        While it doesn’t have all the bells and whistles of apps like Calendly or ScheduleOnce, Assistant.to is completely free.

        Available on Web

        4. Acuityscheduling

          Acuity is a robust meeting scheduler very similar to ScheduleOnce. It integrates with CRMs, Email Marketing platforms, Analytics tools and accounting software.

          It comes with a 14 day free trial. They have a free solo account but if you want the benefit of the integrations, you’ll start as low as $15 a month and can cost up to $50 a month.

          Available on Web | iOS | Android

          5. Pick

            Built for simplicity, Pick is direct and easy to use. You can create your own url extension like pick.co/yournamehere and it integrates with Google calendar and Office 365.

            At $3 a month, this is a great tool for quick scheduling.

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            Available on Web

            6. X.ai

              For those who are early adopters of AI, this may be the solution for you. X.ai created two AI assistants they call Amy and Andrew Ingram. After setting up your account you simply CC them on your emails with the person you’re wanting to schedule and the AI assistants will email your guests from there until your appointment is set.

              This type of scheduler feels more personal because of the dialogue. There are stories on their site of people thinking Amy and Andrew are real people. X.ai integrates with Google, Office 365 and Outlook.

              Starting at $29 a month for an Individual account and $39 a month per user for a Team account, Amy and Andrew are ready to schedule meetings for you. Want to try it out first? They do have a free trial.

              Available on Web

              7. YouCanBook.me

                is another competitive solution for scheduling meetings online. You can manage the calendars of your entire team, configure booking forms, and integrate with your calendar.

                They have a free account branded with their company name or you can have some control over your branding and appearance at $10 a month for all their features. Either way, this company is worth a look.

                Available on Web

                8. Doodle

                  Doodle is unique in the space of meeting schedulers because it helps groups of people find a time to meet that works for everyone.

                  It integrates with your calendar and allows you to send a poll to all invited. Once people vote on the poll you can see which time works best for everyone.

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                  You can also run polls for food preferences if you’re scheduling a lunch meeting or a section of town if people are coming from all over.

                  While there is a free account, you’ll unlock it’s potential starting at $39 per year.

                  Available on Web | iOS | Android

                  9. WhenAvailable

                    WhenAvailable is another scheduler that works for groups of people. You can use it to schedule a pickup game of basketball, decide on your next book club or book your family reunion.

                    Their free account allows up to 20 guests, unlimited events and one contact group. For $15 a year you unlock all the goodies including reminders and chat messages.

                    Available on Web

                    10. Rally

                      Like Doodle and WhenAvailable, Rallly is helpful for scheduling meetings and events with multiple people involved. You create a poll and everyone votes. It’s quick and easy.

                      Unlike Doodle, it doesn’t have as many features, but it’s entirely free.

                      Available on Web

                      11. NeedtoMeet

                        Finishing strong, NeedtoMeet is our last app that allows you to schedule meetings or events for multiple people. It has mobile apps, custom urls, easy polling, notifications and commenting.

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                        NeedtoMeet also allows 1:1 Meetings for things like performance reviews for your whole team. You send out the your calendar slots to your team and they can only pick 1 slot, minimizing the amount of emails and scheduling you have to coordinate.

                        While they have a free account, you can unlock all features for only $19 a year.

                        Available on Web

                        Bonus: Don’t Make These Common Mistakes When Using Meeting Schedulers

                        In the excitement of streamlining your scheduling process, it can be easy to forget the feelings of those you’re inviting to meet. I know. I’ve done this.

                        To say “Hey, schedule time on my calendar” feels colder than “Hey, here’s my calendar. To avoid all the back and forth, pick a time that works best for you.”

                        Always make sure to frame your invite with your scheduler app with the benefit to them and why we’re doing it this way rather than the old fashioned, personal way.

                        A little finesse goes a long way. Without it, you risk seeming transactional and cold.

                        Some meeting scheduler widgets you can embed in your site can take a couple seconds to load. If you go this route, make sure there’s text just above the widget that lets your guest know the calendar will appear below and to wait for it to load.

                        If you use an online meeting tool like Zoom, it’s also important to explicitly let them know the meeting will take place on Zoom and include the Zoom link in the email reminder. Many make the mistake of not clarifying where the meeting will actually take place which can create last minute chaos at the time of the meeting.

                        Should you require special settings, like ethernet, external mics or lighting, let your guests know that on your thank you page and reminder emails so they are prepared for the meeting and you end up with the best meeting possible.

                        With clear communication in your automation, your meeting scheduler tools can almost perform like a virtual assistant for a fraction of the cost, or free, depending on the app you choose.

                        The Bottom Line

                        Meeting scheduler apps are diverse in features and unique in design. Before committing to one and realizing it’s not a fit, I recommend exploring which 3 might best fit you and then doing a trial with each of them at the same time so that you can see how they feel as you use them side by side.

                        Scheduling meetings the old fashioned way can be tedious. Conversely, finding a scheduling app that works seamlessly in the background is heavenly.

                        Like cell phones, meeting scheduler apps are moving from a nice-to-have luxury to must-have necessity in the lives of productive people. As you explore your options, stay true to your brand and the tools that have worked well for you to this point and simply find a meeting scheduler app that plays well with what you have created.

                        Featured photo credit: rawpixel via unsplash.com

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