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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 [email protected] 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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      Last Updated on February 15, 2019

      7 Tools to Help Keep Track of Goals and Habits Effectively

      7 Tools to Help Keep Track of Goals and Habits Effectively

      Now that 2011 is well underway and most people have fallen off the bandwagon when it comes to their New Year’s resolutions (myself included), it’s a good time to step back and take an honest look at our habits and the goals that we want to achieve.

      Something that I have learned over the past few years is that if you track something, be it your eating habits, exercise, writing time, work time, etc. you become aware of the reality of the situation. This is why most diet gurus tell you to track what you eat for a week so you have an awareness of the of how you really eat before you start your diet and exercise regimen.

      Tracking daily habits and progress towards goals is another way to see reality and create a way for you clearly review what you have accomplished over a set period of time. Tracking helps motivate you too; if I can make a change in my life and do it once a day for a period of time it makes me more apt to keep doing it.

      So, if you have some goals and habits in mind that need tracked, all you need is a tracking tool. Today we’ll look at 7 different tools to help you keep track of your habits and goals.

      Joe’s Goals

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        Joe’s Goals is a web-based tool that allows users to track their habits and goals in an easy to use interface. Users can add as many goals/habits as they want and also check multiple times per day for those “extra productive days”. Something that is unique about Joe’s Goals is the way that you can keep track of negative habits such as eating out, smoking, etc. This can help you visualize the good things that you are doing as well as the negative things that you are doing in your life.

        Joe’s Goals is free with a subscription version giving you no ads and the “latest version” for $12 a year.

        Daytum

          Daytum

          is an in depth way of counting things that you do during the day and then presenting them to you in many different reports and groups. With Daytum you can add several different items to different custom categories such as work, school, home, etc. to keep track of your habits in each focus area of your life.

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          Daytum is extremely in depth and there are a ton of settings for users to tweak. There is a free version that is pretty standard, but if you want more features and unlimited items and categories you’ll need Daytum Plus which is $4 a month.

          Excel or Numbers

            If you are the spreadsheet number cruncher type and the thought of using someone else’s idea of how you should track your habits turns you off, then creating your own Excel/Numbers/Google spreadsheet is the way to go. Not only do you have pretty much limitless ways to view, enter, and manipulate your goal and habit data, but you have complete control over your stuff and can make it private.

            What’s nice about spreadsheets is you can create reports and can customize your views in any way you see fit. Also, by using Dropbox, you can keep your tracker sheets anywhere you have a connection.

            Evernote

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              I must admit, I am an Evernote junky, mostly because this tool is so ubiquitous. There are several ways you can implement habit/goal tracking with Evernote. You won’t be able to get nifty reports and graphs and such, but you will be able to access your goal tracking anywhere your are, be it iPhone, Android, Mac, PC, or web. With Evernote you pretty much have no excuse for not entering your daily habit and goal information as it is available anywhere.

              Evernote is free with a premium version available.

              Access or Bento

                If you like the idea of creating your own tracker via Excel or Numbers, you may be compelled to get even more creative with database tools like Access for Windows or Bento for Mac. These tools allow you to set up relational databases and even give you the option of setting up custom interfaces to interact with your data. Access is pretty powerful for personal database applications, and using it with other MS products, you can come up with some pretty awesome, in depth analysis and tracking of your habits and goals.

                Bento is extremely powerful and user friendly. Also with Bento you can get the iPhone and iPad app to keep your data anywhere you go.

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                You can check out Access and the Office Suite here and Bento here.

                Analog Bonus: Pen and Paper

                All these digital tools are pretty nifty and have all sorts of bells and whistles, but there are some people out there that still swear by a notebook and pen. Just like using spreadsheets or personal databases, pen and paper gives you ultimate freedom and control when it comes to your set up. It also doesn’t lock you into anyone else’s idea of just how you should track your habits.

                Conclusion

                I can’t necessarily recommend which tool is the best for tracking your personal habits and goals, as all of them have their quirks. What I can do however (yes, it’s a bit of a cop-out) is tell you that the tool to use is whatever works best for you. I personally keep track of my daily habits and personal goals with a combo Evernote for input and then a Google spreadsheet for long-term tracking.

                What this all comes down to is not how or what tool you use, but finding what you are comfortable with and then getting busy with creating lasting habits and accomplishing short- and long-term goals.

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