Advertising
Advertising

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

Advertising

    Clicking on the Send to Grexit button reveals these options –

    Advertising

      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.

      Advertising

      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.

      Advertising

       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.

      30 Inspirational Songs that Keep You Motivated for Life How to Use the S.M.A.R.T. Approach to Achieve Your Resolutions Vitamins Cheat Sheet: What They Do and Good Food Sources [Infographic] Nutrition: Minerals Cheat Sheet & Food Sources [Infographic] The Best Body Hacks You Should Know About

      Trending in Technology

      1 7 Best Project Management Apps to Boost Productivity 2 10 Smartest Productivity Software to Improve Your Work Performance 3 16 Less Known Gmail Hacks That Will Super Boost Your Productivity 4 8 Most Effective Games and Apps to Learn to Type Fast 5 15 Organization Apps to Boost Your Personal Productivity

      Read Next

      Advertising
      Advertising
      Advertising

      Last Updated on September 25, 2019

      7 Best Project Management Apps to Boost Productivity

      7 Best Project Management Apps to Boost Productivity

      Project management doesn’t need to be a complicated thing, not if you have apps that make things a whole lot simpler. When you have project management apps, you can take care of your team, tasks and deadlines, without even being in the office. You don’t even have to spend a lot of money to get most of the apps you might need.

      Here are the 7 best project management apps to super boost your team’s productivity:

      1. Basecamp

        It’s probably the most well-known project management app out there. It allows you to organize projects that act as a central location for everything and contains such things as to-do lists, notes, events, files, and much more.

        It is user-friendly, and has a free 30-day trial period. After that, the plan is $99 per month.

        Find out more about Basecamp here.

        Advertising

        2. Asana

          If you are looking for something that is not difficult to use, check out Asana. This is a great task management app that can be used for managing projects as well.

          In a nutshell, Asana helps you create and share task lists with your team. The app is simple but smart enough and has got a lot of integrations. Teams with up to 15 members can use Asana for free. Teams with 15 members and up can choose plans that range from $10.99 per month.

          Find out more about Asana here.

          3. Casual

            This is a unique app that offers a different way of doing things. On Casual, you plan your tasks just by drawing them as a flowchart. The neat thing is that Casual helps you visualize and track dependencies between tasks.

            Advertising

            This app is incredibly intuitive and works great for personal projects, as well as for organizing projects for small teams. You can try it for free, and if you don’t like it, there is no obligation to pay for anything.

            Find out more about Casual here.

            4. Trello

              This app is incredibly user-friendly, and is based on Kanban boards. It actually works like a virtual whiteboard with post-it-notes.

              Trello is great for organizing your to-do lists, ideas, and is very easy to use. You can create several boards to use for various projects, and it’s free of cost. Trello is available to iOS and Android users as well.

              Find out more about Trello here.

              Advertising

              5. OmniPlan

                This is an awesome app for iPhone and iPad users. If you love Gantt charts, this is definitely an app that you can get a lot out of.

                You start out by creating a simple project outline. Then you can use the app to help you through every step of the project until its completion.

                A standard plan for iOS costs just $99.99, and the pro plan is only $199.99.

                Find out more about OmniPlan here.

                6. Podio

                Advertising

                  This is a great app for medium and large-sized teams working on projects. The special point about Podio is that there are additional features such as CRM and social intranet.

                  There are four different packages: Free, which is free for up to five employees and five external users; Basic, which is $9 per month per employee; Plus, which is $14 per month per employee, and Premium, which is $24 per month per employee.

                  Find out more about Podio here.

                  7. Microsoft Project

                    This is one of the most commonly-used project management apps. However, it is also one of the most difficult apps to use. It does have a lot of features that are popular with project managers, which is why we have chosen to include in on this list. You can customize reports, track burn rates, and stay on track until projects are complete.

                    The basic plan starts with $7 per month, which allows you project team members to collaborate in the cloud, via web browser or mobile.

                    Find out more about Microsoft Project here.

                    More Productivity Tools

                    Featured photo credit: Annie Spratt via unsplash.com

                    Read Next