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How to Make Email Collaboration Easier with Grexit

How to Make Email Collaboration Easier with Grexit

During my working day there are many times were I need to share an email between several people to see, or delegate emails to the right person. Likewise, they may need to forward emails for me to handle.This usually involves forwarding emails, writing new emails to explain what it’s all about. Often, information is lost from the flow of replies and back and forth ping ponging of emails between different people, particularly if it’s a group email. The context is lost because it can be locked in someone else’s email box, or you are only CC’d into the conversation half way through. Another situation that occurs when this arises is when someone goes on vacation and the emails they receive need to be actioned upon, but the email gets lost in their inbox. Auto-forwarding all emails to someone else inundates them with email, many of which may not be relevant to them.. and what happens if that person is off sick? The emails become unanswered or you end up with a long chain of auto-forwarded emails…email nightmare.

So I tried out Grexit, an email collaboration tool, on my Gmail account to try to solve this problem.  It’s a tool that lets you share email via custom tags, and has a stored central repository for all those emails that are shared between people. This means if a tag is applied to an email, anyone who has access to that tag, can see the email. Useful for splitting up work to individuals and between topics, with a good overview of who’s handing what and how it’s progressing.

How to use Grexit

After creating an account, and integrating it into my Gmail, it’s pretty easy to get going. At the end of each email I receive I see this box

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    Clicking on the Send to Grexit button reveals these options –

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      This allows me to select a tag, or create a new tag. After I submit it to Grexit, it’s saved in a repository. The repository can be configured for access on the Grexit website, this means that anyone you give access to can view these emails. You can control who sees which tags. The tags sit on the left handside of your gmail.

      Doesn’t clog up your inbox.

      One useful thing about the tags, is when emails are shared to it, they don’t all appear in your inbox. This would make it a nightmare if this were the case, in fact they sit under the tag with the number of unviewed messages displayed. It’s already segregated out, which means there is no need to manage your inbox. It’s possible to create multiple tags which means you can have different ‘inboxes’ for different shared email groups.

      Filters are your friend

      Setting up rules in Gmail can automatically place emails into the shared emailed boxes which means you don’t have to forward them. An example of how this works is in a sales organisation. People may send emails to general sales@company.com. If you create a rule that tags this email with the shared tag of ‘sales leads’, then everyone in the sales team can see this email. If you set up more tags for each sales person, when someone picks up that  email, they can change the tags to their own name. Easy to see who is handling which sales inquiry, and which sales leads have not been taken up and needs handling.

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      If the sales enquiry needs to be handed over, the whole email conversation is still stored. Simply change the tag to the new responsible person. They will see the whole email history. Delegation and shared responsibility of email actions are much simpler using Grexit. It can be used in this way for project management by assigning tasks via email and splitting the work load via tags, likewise for customer support or just freeflow of information.

      Discipline & Filters

      To use it effectively, it’s important you create a process of how you intend this to work with email collaborators. For this reason, I recommend using it with filters, because it helps to shift and automate the process of tagging. For workflow control it’s important to handle tags so that they get assigned appropriately.

      Grexit is a tool that can aid your collaboration and email productivity by taking away the hassle of forwarding, cc’ing emails, and keeps group emails organized. It helps with email workflow and making sure that the right people take action on the emails that are relevant to them,a little bit of discipline is needed to get the best out of the tool and it will save you from losing important emails that would otherwise be lost in the cc and forwarded email circus.

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       Disclosure: We were looking for this type of solution and came across Grexit. After trying it out for a while, Grexit provided us with an upgrade so that we could review the tool thoroughly. 

      Featured photo credit:  Smiling woman sending messages with her mobile phone via Shutterstock

      More by this author

      Hoi Wan

      Hoi is a mobilist who blogs about technology trends and productivity.

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      Last Updated on November 19, 2019

      10 Smartest Productivity Software to Boost Work Performance

      10 Smartest Productivity Software to Boost Work Performance

      Productivity is the ability to perform tasks efficiently and in a timely manner. In today’s busy and competitive business world, productivity is paramount for any business, organization or corporation.

      Productivity is more than just performing tasks successfully. It is about investing and allocating resources, so the company or business can perform to meet its core goals.

      As part of 2019, it is important to commit to new goals. When shopping around for new productivity software keep in mind the following things: cost, reliability, cross-platform compatibility, on the go, technical support, etc.

      In the subsequent sections, we will examine the most recommended productivity software in the marketplace. In addition, we will look at what makes them tick and what separates them from the rest of the pack.

      Projects and Tasks Management

      1. Monday dot com

        Monday dot com was founded to create a team management solution so people connect to workplace processes across any industry. The productivity tool is used in more than 140 countries.

        The user interface is intuitive and impressive. It makes collaboration productive and fun because of its simplicity.

        The tool is deemed to have one of the best user experiences across the mobile and online project and task management platform.

        The product includes usability, customization, admin control, group management and control, private or public control, in-group messaging and more.

        Check out the software here!

        2. Asana

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          The mantra behind Asana’s product is to enable teams from across different organizations to work together effortlessly.

          The software comes with lots of customizations. When you create a project as a user, you can choose between a traditional task view and the kanban-style board view. The dashboard allows you to see the progress on a project, and it includes an excellent advanced set of search tools.

          Also, Asana’s Android and iOS apps do retain the web interface’s clean look and feel.

          Check out the software here!

          3. Trello

            Trello was founded in the summer of 2010 and two years later the platform added 500,000 members. Anyone within sales, marketing, HR and operations can collaborate successfully with this product.

            Moreover, the tool has over 100 plus integrations with Google Drive, Slack, Jira and others. The product works flawlessly across various platforms.

            Some of the well-known features includes is speed, easy-to-use, and set up. The interface includes due dates, assignments, file storage, checklists and more.

            Check out the software here!

            4. Jira

              The Jira software is flexible and heralded as the next-generation project.

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              The software allows teams to design and adapt the software to an organization’s needs. This includes having visibility into long term goals, project roadmaps, status of work, real-time release information and more. In addition, the interface is customizable.

              The Atlassian Cloud does not support multiple separate domains, subdomains or domain aliases in Google Apps.

              Check out the software here!

              5. Evernote Business

                Evernote was founded in 2008 and reached 11 million users by 2011. The company was founded on the premise that their product should address the ever-increasing volume and speed of information.

                The product helps bring together groups of teams because of versatility and functionality. It creates documents, collaboration on projects, store information all a single location.

                Moreover, you can find information quickly and includes effective search capabilities and integrations with existing tools you may already use.

                Check out the software here!

                Communication

                6. Slack

                  Slack was founded in 2013 and the tool is heralded as a collaboration hub. Slack is where productivity happens. When you start a new project, hire new staff, deploy a code, review a sales contract, finalize on a budget, Slack covers all of these. Some of the major highlights include highly customizable notifications and seamless integrations with other collaboration and office tools. The free version of the software comes loaded with features, but does not archive old message. So, you have to review what are the best options for your organization or business.

                  Check out the software here!

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                  7. Spike

                    Newcomer Spike makes emails more conversational by helping teams maintain productivity, communication, and collaboration. All of these are achieved from within their inbox.

                    Spike works on top of any existing email (O365, G suite, and IMAP) turning it into a real-time messenger and making your communication much more functional and efficient.

                    Spike’s features include built-in groups and channels, voice and video calls, email encryption, instant access to all your files, and much more.

                    Check out the software here!

                    Creation

                    8. Office 365

                      Microsoft’s Office 365 could not be excluded from the conversation and especially as it pertains to productivity software.

                      Of course we are all familiar with Word, Excel, PowerPoint, and Outlook. But there is more capabilities that come with it.

                      You have business-class email, online storage space, and teamwork solutions. These services can be accessed from just about anywhere.

                      Within this suite is Microsoft Sway, which is a presentation software and a step above PowerPoint.

                      Check out the software here!

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                      9. Grammarly

                        Grammarly helps to cut down time on editing. Professionals in several industries like law, healthcare, academia, marketing, engineering and journalism use it to provide instant feedback on the accuracy of writing in English.

                        Once you install the extension from Google Chrome, you can get corrections when you are drafting an email, using social media and other apps.

                        Grammarly is AI powered and it’s a wonderful tool to have to check spelling and grammar before a presentation.

                        Check out the software here!

                        Team Analytics

                        10. ActivTrak

                          ActivTrak is a business intelligence tool that allows you to access team behavior analytics. In other words, it is data-driven.

                          The pros include two-factor authentication with active directory integration. You can also automate your alerts and it has an intuitive interface with easy-to-use admin controls.

                          Furthermore, it comes with Google sign-in, iOS app, productivity track, and more. The bottomline is the product offers employee productivity metrics along with team behavior analytics.

                          Check out the software here!

                          The Bottom Line

                          Depending on the size, budget, resources, and immediate needs of your company, not all productivity software will exactly solve your problem. You will have to contact any of the providers above and probe extensively to find the right product that is made for your business.

                          More Productivity Tools

                          Featured photo credit: Domenico Loia via unsplash.com

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