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Delegate in Gmail to get things done, faster

By 4th May 2019 February 5th, 2020 No Comments

Delegate in Gmail now, if you are already not doing it. But keep in mind that delegating in Gmail is not just forwarding an email to someone. Actually, for lazy email management, this is what delegating emails are. But it can be so much more. It can be assigning, delegating, ticketing and tracking your coworkers’ progress in a way that has never done before. 

We always say that it’s important to have a goal when doing an act. Even if it’s a smaller one. If you’re going to delegate a task, what do you want to achieve with that? You want the person who you delegated to complete the task on the set deadline. Ok, but if you only delegate in Gmail by forwarding emails, will you be capable of tracking down the task’s progress? 

Wouldn’t it be better if your delegating in Gmail was accompanied by a productivity boost for your company? Imagine if you received a reminder every time your colleague completed a task, or to be able to check his progress bar if he needs any help. That’s what delegation should mean. It should have a goal and indicators to track. 

So for today’s article, we will open up some tips on how you should delegate in Gmail with your team – and how it impacts positively on your work productivity.

Why is it important to delegate?

First of all: assigning, delegating and sharing tasks is a common way of splitting demands and balancing work for everyone in a team. So, it’s very important to know how to properly delegate and track how people are developing the task. 

However, as you must probably know, emails can consume a lot of our productive time. If not managed properly, we can find ourselves leaving aside crucial activities on our work routine if we don’t delegate and share our tasks.

Do you know that the average professional spends 28% of the work day reading and answering emails, according to a McKinsey analysis? If this is a reality in your company, maybe it’s time to rethink on how to manage your email inbox and optimize it in a way everyone wins. 

In summary, keep in mind: delegating emails will make room for other important tasks, will make you less stressed out and will bring that “collaboration era” into your team.

How people delegate in Gmail nowadays

We are definitely living in the collaboration era. Over the past few years, we have seen many software and tools coming up with the intention of creating a more productive workspace that instigates collaboration. We need to connect and collaborate as a team.

When people think of delegating tasks, they think of just moving the workload for someone else. And it’s not like that. Delegating is so much more than that. We need to create a mindset that delegating is important for a healthy workspace – when wisely done. 

Nowadays, delegating in Gmail is forwarding an email. To track its process, you have to write down somewhere the deadline for that task and ask your colleague if it had already been done. Moreover, you must trust your colleague’s word. This is all you got. 

However, some tools allow you to create a visual and shared space in your inbox, where you can track down progress without having to be worried about whether it has been done or not. 

Delegating made easy

The easiest way to delegate in Gmail is by creating a team inbox (or shared inbox, call if the way you prefer). Here at Drag, for example, is very simple to create a team inbox. After installing Drag App extension, all you gotta do is: 

  • Click on “manage boards”; 
  • Add board;
  • And invite your team to the board.

Then, when you receive an email that you want to delegate to a specific person, all you gotta do is select the email and click on “assign to” to designate it to the right person and voilà. This is it! 

Drag: Kanban is just the beginning

Drag App is a Gmail extension that works as an email management solution for your company. It makes everything possible when it comes to track, organize, record and truly manage your inbox.

Delegate in Gmail is one of the biggest use cases for Drag. We turn Gmail into Kanban boards, like Trello, that you can share with your team. Besides that, you can also use Drag to delegate emails in Gmail easily without any of the limitations brought by Gmail delegation.

But don’t worry, you can choose which emails to share. You just need to create a shared inbox and insert there all the emails that you want to share with your team. 

In addition, with the kanban system on your inbox, everything will be clearer and easier. There is no need to open another browser to turn your inbox into beautiful Kanban boards. You just have to switch the button to turn it on or turn it off. Yay!

Finally, everything works seamlessly together so you can have a clear understanding of the process. Besides Kanban, you get a CRM, Helpdesk and shared inbox: everything straight from your Gmail inbox! By centralizing and visualizing everything, Drag reduces the amount of time you spend on managing your emails and on transitioning among different tools.


Kanban works perfectly fine for people who like to keep things organized, visual and easy to process. We are very used to see Kanban in applications and software. Why not a Kanban board view into an email? This is “routine-changing”, especially for small business. 

All you need to do is start it out the right way. Get your inbox clean, delegate in Gmail, delete old messages and leave your inbox as a productivity machine you have never seen before. And we believe Drag is the right tool to make you and your business achieve so much more, so have a look at our features and check what we can do for your company.

In the end, we want you to save time, keep track, list your tasks, know what you are doing and, more importantly, be aware of everything and turn off the feeling of being lost in your own work.

In a nutshell: a life-changing characteristic such as a Kanban tool will help your work routine because: 

  • It is visual: it turns tasks into cards;
  • Simple to use: it breaks tasks into smaller and manageable pieces;
  • It is productive: it allows sorting and prioritisation of tasks.

This is innovative and reinforces team collaboration. We hope this article enlightened (and convinced!) you on reasons about why a small business Kanban enables productivity.

Learn more about the benefits in Shared inboxes. Download Drag’s “The Ultimate Guide to Transform your Business with Shared Inboxes”. We did it to create awareness in companies in what concerns increasing productivity by using online tools. Click on the button below:

Finally, learn how to Transform your Business with Shared Inboxes by downloading our Ebook!

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.

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Samantha Anacleto

Author Samantha Anacleto

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