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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 May 28, 2020

      18 Best Time Management Apps and Tools (2020 Updated)

      18 Best Time Management Apps and Tools (2020 Updated)

      No one can dispute the countless benefits technology has brought us. Undoubtedly, it has allowed us to connect, perform, improve, and leverage our resources beyond what was once imaginable.

      If you’re not taking advantage of some of the hundreds of time management apps and tools out there, you’re definitely missing a trick.

      But with so many apps to choose from, how do you know which ones to use?

      Well, this will depend on your needs. That’s why we’ve put together a list of 18 of the best time management apps that can help you with the most common challenges of managing time.

      Let’s dive straight into the list.

      1. Rescue Time – Use Your Time Wisely

        If you have doubts if you are using your time sensibly, this app will send you weekly reports to indicate what things are stealing your time. Aside from its automatic time-tracking feature, this app also has distraction blocking and efficient report tools.

        RescueTime helps you avoid being overwhelmed by too many tasks. This app also has a team software that’s dedicated to time management among team members. With this app, you may be shocked to discover how much time you’re actually wasting.

        Available on iOS, Android, and Desktop

        2. Remember The Milk – Keep on Top of All Your Tasks

          If you’re struggling to manage everything you have to do, and you work with many different devices, then this is the app for you. It’s a great free tool that is compatible with your mobile, computer, Gmail, Outlook, etc., and it allows you to sync all your devices for easier time management.

          This app will help you to manage your tasks easily and reminds you of them – wherever you are. You can share tasks and lists with others, making it a great tool for teams as well.

          Available on iOS, Android, and Desktop

          3. Focus Keeper – Boost Motivation to Complete Tasks

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            This app is based on the principles of the Pomodoro Technique, and it is aimed at individuals who procrastinate and feel overwhelmed by tasks. It has a simple, efficient user interface that is easily customizable based on your needs.

            Focus Keeper is designed to enhance your focus and remove any anxiety you might have with time pressures. This is a great app to use if you want to prevent yourself and your team from being burned out.

            Available on iOS, Android, and Desktop

            4. Toggl – Keep Track of Time Spent on Projects and Tasks

              Effective time management starts with being clear on exactly how much time you actually spend on your projects and tasks and through analysis – working out how you can manage them more effectively. Toggl allows you to do all this even with its simple design.

              Toggl includes great time-saving features integrated with its intuitive interface. This is a great alternative to time-sheets if you need to track how much time you spend on different projects.

              Available on iOS, Android, and Desktop

              5. Dropbox – Store and Send Large Files Easily

                There are many apps that allow you to transfer content from your computer to other devices, but Dropbox is free and it is easier to use than the others. With the Dropbox app, you can even access and share important files on the go. It is an easy way to share your files and documents with others for improved productivity.

                Available on iOS, Android, and Desktop

                6. Evernote – Keep All Your Notes in One Place

                  Evernote is a free productivity tool that allows you to capture all your ideas, thoughts, and images in many different ways (e.g., with voice, notes, or images). You can even record your meetings, interviews, speeches, and ideas, create lists, add voice or text attachments, and share your files with friends. You can also sync Remember The Milk with Evernote to better optimize your time.

                  Available iOS, Android, and Desktop

                  7. MindNode — Focus on Tasks at Hand With Mind Mapping

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                    Mind mapping is a great productivity technique, and Mindnode is one of the best free mind mapping apps available. It helps you to become more organized by focusing your thoughts – thereby gaining clarity on what needs to be done.

                    This app allows you to customize various visual tags and templates to suit your needs. You can also easily share your documents with others.

                    Available on iOS and Desktop

                    8. GoodSync – Back Up and Sync Your Files Effortlessly

                      This software allows you to back up, restore, and synchronize your files easily. It supports folders from a variety of locations, and it has filtering options that let you exclude subfolders from synchronizing.

                      This app also allows you to sync files to and from your phone. If you have never backed up your files before, you should definitely take a look at this tool.

                      Available on iOS, Android, and Desktop

                      9. MyLifeOrganized (MLO) – Manage Your To-Do Lists Effectively

                        Check this out if you find it difficult to manage all your tasks, work with your to-do lists, and organize your goals. This task management software helps you target what you should be focusing on to reach your objectives.

                        MyLifeOrganized is one of the best task management apps for focused work. It automatically generates to-do lists with priority actions for your immediate attention so that you can track your progress methodically.

                        Available on iOS, Android, and Desktop

                        10. 1Password – Have All Your Passwords Remembered

                          1Password allows you to keep all your passwords in one encrypted database – protected by one password. This saves you time when you forget your passwords and need to retrieve them. This also allows you to use various passwords for different accounts so you don’t compromise on security.

                          Available iOS, Android, and Desktop

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                          11. Pocket – Keep Your Eye on the Ball

                            When you’re surfing the web, it’s easy to get distracted by enticing and fascinating websites. That’s why you need effective time management apps like Pocket. You can use this tool to save your ‘finds’ to access and read later on at a convenient time. This prevents you from getting distracted and negatively impacting your immediate work.

                            Available on iOS, Android, and Desktop

                            12. Focus@Will – Boost Your Attention Span

                              This amazing app combines neuroscience and music to boost your productivity. According to the developers, it’s possible to increase your attention span by up to 400% using Focus@Will, making this one of the best time management apps available.

                              Focus@will is ideal for those who find it difficult to focus while studying, working, or reading. It also helps you control your ADD.

                              Available on iOS, Android, and Desktop

                              13. Alfred – Interact With Your Computer in a Smart Way

                                This small and simple tool allows you to launch your documents, project files, folders, and bookmarks with just a few keystrokes. This makes life so much easier as you don’t need to go through the start menu to access what you want. The only downside is that it’s only available for macOS.

                                Available on desktop (macOS)

                                14. Forest – Boost Your Focus by Growing a Forest

                                  Forest is a unique reinvention of time management apps. This unique and fun app helps you stay focused and on-track by making you focus on another thing.

                                  The concept is simple: whenever you want to focus, plant a virtual tree. If you stay focused, the tree will grow. If you lose focus, the tree will die. As the app’s name implies, you can grow multiple trees to create a virtual forest!

                                  Available on iOS, Android, and Desktop (Firefox Add-on)

                                  15. Trello – Track Your projects in a highly visual way

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                                    Trello is a hugely popular app that you may already be familiar with. It works by allowing you to create cards for tasks that you need to complete. Each card moves across the Trello board, which is typically broken into columns such as To Do, In Progress, and Completed. This serves as your cue to start working on and completing the associated tasks.

                                    Available on iOS, Android, and Desktop

                                    16. Quire – Unfold Your Ideas

                                      Quire is an innovative time management app that helps boost your team’s productivity. The strength of this app lies in its features for collaboration and ease of sharing. You can streamline and adjust your workflow based on your team’s needs and preferences.

                                      Available on iOS, Android, and Desktop

                                      17. TimeTree – Have a Shared Calendar With Your Family

                                        This TimeTree app allows families or teams to share multiple calendars and appointments with each other. So, whether you’re planning a party or running a local sports team, Time Tree can keep everyone up-to-date with all current and upcoming activities and events.

                                        Available on iOS and Android

                                        18. Todoist – Capture and Order All Your Tasks and Activities Easily

                                          Todoist is close to being the ultimate digital to-do list and one of the best time management apps out there. It’s available via browser and app, and it lets you schedule all your tasks and activities. Each item can be flagged for priority as well as a given due date. There is also a neat option to add notes to any of your tasks.

                                          Available on iOS, Android, and Desktop

                                          Final Thoughts

                                          The above list covers what we consider to be the very best time management apps and tools available. And the good news is that many of them are completely free of charge!

                                          So, what are you waiting for? Select the ones that will be the most valuable to you, and begin boosting your productivity now!

                                          More Productivity and Time Management Apps

                                          Featured photo credit: freestocks via unsplash.com

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