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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

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      Published on October 16, 2018

      7 Clever Goal Tracker Apps to Help You Make the Most of Your Business

      7 Clever Goal Tracker Apps to Help You Make the Most of Your Business

      There’s nothing more fulfilling than the sense of accomplishment you get by achieving your business goals.

      Gone are the days when you used pen and paper to take notes and manage your work day. As millennials are relying heavily on technology to manage almost everything from finances to their personal fitness, goal tracking apps are also becoming increasingly popular.[1]

      In this piece, we will shed some light on 7 such goal tracking apps that you can use to streamline your operations.

      I have handpicked these apps from a software rating web services site Best Online Reviews. Industry experts review software on these websites and help businesses to find the right solutions to meet their various, unique business requirements.

      1. Aha!

        Aha! is a California-based roadmap software provider and offers excellent goal tracking app that lets you define goals and objectives for projects. The app also lets you list out primary tasks and allows you to focus on them.

        Hosted securely on the cloud, the app offers enhanced communication tools for sharing updates through emails with select colleagues or the entire organization.

        Aha! is available on multiple platforms such as the web, Android, iOS, Windows, etc. and starts from $59 per month per user.

        Available for Web

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        2. Asana

          Asana is one of the more popular project management apps available for businesses. It lets you organize all your team’s work, such as setting up and tracking goals, creating tasks, sharing files and notes, etc.

          Asana also allows your team to organize all their tasks and focus on urgent priorities. Moreover, the app offers a delightful user experience that makes task management simple and easy.

          Asana is available on multiple platforms from PCs and Mac to iOS and Android. Multi-channel adaptability makes Asana the perfect choice to track your goals anytime, from anywhere.

          Available for iOS | Android | Web

          3. Basecamp

            Basecamp is an excellent tool to manage all your team’s projects and keep your activities organized. It opens a new thread for every task and that task is visible by the whole team.

            With Basecamp, you can schedule tasks, add to-dos, discuss tasks by adding comments, add files and attachments, and much more.

            The app is available on both mobile and desktop platforms and costs $99 per month. It is available on the web, Android, and iOS platforms and offers excellent multi-channel access.

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            Available for iOS | Android | Web

            4. Forecast

              An efficient tool for successful task management, Forecast is also a popular goal tracking app. Apart from effective milestone tracking, the app also offers convenient status reporting.

              Forecast uses project history to let you know the status of your current work. Moreover, it uses the power of artificial intelligence (AI) to provide high-quality assistance. It is a robust app for small teams to track goals and time.

              Forecast is available for free and comes with Android and iOS app support. The premium version of the app starts from $19 per month per user.

              Available for Web

              5. Wrike

                Wrike is a cloud-based collaboration and project management app that successfully manages projects from start to finish. It lets you create tasks, track work progress and retrieve reports with ease.

                The app also gives real-time work updates and helps team members to understand their work priorities. A custom report builder helps you to generate in-depth reporting.

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                Wrike’s premium version is available from $9.80 per month per user and is available on multiple platforms.

                Available for iOS | Android | Web

                6. Todo.vu

                  Todo.vu is a unique platform that delivers enhanced customer relationship management (CRM), task management, time tracking, and billing functionality in a single app.

                  According to Capterra, it’s an ideal app for freelancers and consultants, who are looking for tools to improve efficiency and transparency.

                  Although the app is free to use with basic features, the premium plan starts from $5 per month per user. The app also comes with calendar sync and task reminder functionality to keep you on track, always.

                  Available for Web

                  7. Flock

                    Looking for a tool to simplify task management? Try out Flock.

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                    Flock comes with enhanced goal tracking and additional features like instant messaging.

                    Moreover, Flock offers tons of integrations with tools such as Google, MailChimp, Jira, Dropbox, etc. It is a powerful tool that’s packed with robust features such as reminders, notes, polls and to-dos.

                    Even though you can use the tool for free, the paid version of Flock is available from $4.50 per month per user.

                    Available for iOS | Android | Web

                    Conclusion

                    Businesses need high-quality project management tools to streamline collaboration and operations. Enhanced goal tracking apps make it easy for your team to improve productivity by keeping its tasks organized.

                    But it’s essential that you choose an app that meets your unique business requirements. You can choose from the above-mentioned apps to streamline operations and improve the productivity of your team.

                    Featured photo credit: Alvaro Reyes via unsplash.com

                    Reference

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