G Suite

Yes, Gmail Inbox collaboration is possible – Here’s how

By 5th November 2019 May 4th, 2020 No Comments
gmail inbox collaboration

Your team has to be aligned at all times, so you can prevent losses of any kind in your company. That’s why many tools nowadays use Gmail inbox for collaboration. They offer the possibility to work simultaneously in just one shared email right inside your Google inbox.

See how a collaborative Gmail inbox works, its features and how it can help your team and your business daily.

Gmail inbox collaboration detailed

Dealing with emails is not as simple as it used to be on the internet early days. Emails originally have the main purpose of sending and receiving messages. Later, companies started to use it as a business tool, to get in touch with clients, partners, providers, and also internally with teams.

But at some point just being a sender and recipient was not enough. Then the endless email threads started with “forwarding (FWD)”, “Carbon Copies” (Cc’s) and the “Blind Carbon Copies” (Bcc’s). And as you may have experienced, these kinds of sharing bring mess and disorganization to inboxes.

That’s the main reason why the necessity of creating a specific shared inbox brought up new software and apps that allow teams to collaborate easily. 

The best part is that software developers created options inside a tool you already use and love: Gmail. And instead of distributing the same password for just one Gmail account, each one of the group members keeps using their email accounts. 

But first, we need to clarify the difference between a collaborative inbox and a tool used for this purpose. Google Groups, for example, is not a shared inbox, but some teams use it as one anyway. 

In short, it’s possible to send messages to the group, and everybody receives it simultaneously. One of the problems of using a group as a collaborative tool is that nobody can see if the emails have been answered before. This can turn the work processes in a real mess. 

A specific tool for sharing your Google inbox also receives one email in various email accounts simultaneously. The difference is that is possible to control who is responding to what. But that is just one of the advantages of using a collaborative tool for Gmail.

Why using your Gmail inbox for collaboration

If you are on a sales team, works with customer service or support, marketing, or if you have to communicate with your clients through email, a shared Gmail inbox is just perfect for you.

Email Delegation

Delegating emails is simple with a collaborative inbox. It avoids some extra steps that a regular email requires like lots of cc’s, bcc’s and fwd’s. It also prevents you from sharing your password with others, which is not secure. 

So if you want to delegate tasks or email to your colleagues or your assistant Drag is the best option. You can delegate emails, and track what will happen with them seamlessly. So you won’t have to send more emails forwarding or copying them. With Drag your emails will be available in visual boards, that can be organized by stages.

Another good thing about using Drag to delegate emails is that you can choose which emails you are going to share. You just need to create a custom Shared Board with your team or whoever you need and then populate this board with the emails that you want to share.

Gmail inbox collaboration

It’s also possible to share emails across domains with Drag, so you can share a board between @company.com domains and @gmail.com domains, with no limitations. With this feature, you don’t need to purchase a G Suite domain for everybody in your team.

Besides that, you can change the sender alias every time you need that your assistant or some team member needs to answer on your behalf in their own email address. This way the recipient won’t know that it’s not you replying.

Task Management

With a shared email, it’s easy to distribute and track the responsibility of tasks and emails with your team members. So you don’t need to use a second program or app for task management, avoiding navigating through pages or tools. This optimizes your time and workflow improving your productivity.

Using Drag as your shared inbox it’s also possible to set due dates to your tasks and drag them between columns that allow you to display different stages like “to-do”, “doing” and “done”. This way everybody that is on the boards can keep track of what’s being done.

gmail inbox collaboration

Everything inbox for collaboration

Drag works straight from your Google Inbox, a place your team already knows. It avoids a whole onboarding process to learn a new tool. Also, you can stop navigating between tools because with Drag you centralize your work in one place: Gmail. Here are the features that we offer:

  • Shared inboxes
  • Kanban in email
  • Tasks
  • CRM
  • Helpdesk
  • Checklists

In short, we offer everything you need, changing your inbox but keeping it visually the same. You also have the Kanban that makes emails pop up visually, and helps you to understand the stage in which the emails and tasks are at the moment.

Besides that, there are some other features you can add to your cards in a Kanban board:

  • Delegation of tickets;
  • Customer info, such as phone number and company;
  • Due dates;
  • Checklists;
  • Internal notes.
  • Progress bar;

You can have all of these in your Gmail inbox for collaboration in your team. You can be sure your business will benefit a lot from it.

Drag turns Gmail into your Team’s Workspace – One single place to support customers, manage tasks and close deals, from the place teams love: Gmail. We are a Techstars-backed Company, trusted by 30,000 users around the World.

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Samantha Anacleto

Author Samantha Anacleto

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