Team inbox

Why you should collaborate in email with your team

By 27th August 2018 October 31st, 2019 No Comments
collaborate email

Business tools are allowing people to collaborate in their email. Live chat apps have reached millions of users that prefer to communicate in a group in real-time instead of sending time-consuming emails. Each day more and more files are shared on the cloud with several users, through a simple shareable link, allowing people to work together on the same document from different computers. Why until today, are you not allowed to share email?

Share tasks and collaborate in an email

Loads of tools have popped up over the last few years offering team-wide, collaborative task/project management. They typically have standard features such as:

  • Visual and shared tasks set, so the whole team can always be on the same page;
  • Assignment of tasks to team members, so everybody knows what everybody else is doing;
  • Deadlines for each task, so the team is always on track.

Well, most emails we receive on our day-to-day are tasks that need to be done. Likewise, many tasks require us sending emails and sort them. The thing is that emails and tasks work together, side by side. All functionalities above apply the same to emails.

That’s why many project management tools such as Trello or Asana offer integrations with your email clients for you to be able to treat emails as tasks in their tools. We believe your inbox can become this universal tasks/email management tool everybody needs.

Cc and Bcc are redundant

Two of the most used functionalities in email since its creation are “cc” and “bcc”. They used to make a lot of sense when email was created a while back when it was used mainly for personal use and not for business.

The problem is that if you use Email for business – like virtually every single company nowadays – cc and bcc are only ways to duplicate emails, which means sending the same message for multiple people, in multiple inboxes. By definition, “cc” (carbon copy) and bcc (blinded carbon copy) are duplications of emails.

It may become even worse when the ‘cced’ people decide to reply to the emails also, creating endless threads (or endless email files).

By sharing a single email file, email becomes one single conversation, centralized into one single archive. Therefore you will avoid confusion by creating multiple threads or conversations.

Sharing the same login is not smart

Another common practice in teams working in an email is to share an email address, like help@company.com for example. A bunch of people could simply login to the same account and manage emails as a team and everything would be fine, right?

But there are several issues in this methodology.

The first one is about security: sharing the same password across several people is not a good idea. The second one is lack of accountability: when multiple people access the same inbox, there is a high risk of missing important tasks because team members may think that other team members will handle certain things and, in the end, nobody handles anything. Finally, by sharing a login, the team loses its settings and organization,  like having your status of reading/unread or starred/unstarred for each email, folders, labels, etc.

Start to collaborate in an email today!

Drag was created to solve email collaboration problems. Drag turns Gmail into Trello-like (kanban) boards, that can be shared with your team in 1 click.

collaborate email

Share email addresses such as sales@company.com: Sharing emails in Drag is easy. You only need to create a shared board and invite your team. All the team members will see emails coming in real-time and will be able to manage them together, add internal notes, assign tasks to emails and much more.

Share email cross-domains. In Drag, it’s possible to share boards between @company.com domains and @gmail.com domains, there are no limitations. This means you are not forced to purchase a G Suite domain to each of your team members to be able to share/delegate emails.

Reply as a team: Jump into any email in a shared board and reply as your alias or as a team email address.

This is how to set up a shared inbox in Drag

  1. Set up Drag board(s)

Your main inbox, by default, will turn into a Kanban board. You can create more boards and customize them. Then you invite the team members that you want to have access to that board.

  1. Select a shared inbox to sync with the board

Select a shared email to address to sync with that shared board, for example, sales@company.com. Emails come and go, sometimes it’s hard to keep track. We help teams to complete their emails and tasks together and on their own, faster.

  1. Do everything directly in Gmail

Select the pen icon on any email or task to see all the extra features we bring to Gmail. Internal team chat, due dates, tasks, calendar integrations… Tip: Here are the extra features to get started.

Conclusion

There are several ways to work collaboratively at work. To share email is a good step towards creating a productive and collaborative environment for your team. You already share messages on instant apps, share tasks in a project management tool or even tickets on a ticketing system. Why not sharing emails to avoid duplication of works? This is why Drag was created.

What now?

Drag is The Everything Inbox for Teams – one single place to support customers, manage tasks and close deals, from the place teams love – Gmail. We are Techstars-backed Company, trusted by 30,000 users around the World.

Try Drag for Free
Duda Bardavid

Author Duda Bardavid

Duda is the Co-Founder of Drag, the Everything Inbox for Teams.

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