Google Groups have been used by some as an outcome for sharing inboxes for teams, but nowadays there are plenty other options. Originally created for online forums, Google Groups has ended up been used as some sort of “shared inbox”, in which a Group of people receive the same messages at the same time without needing to share an email account and a password.

This used to be reasonable when there were no alternative to shared inbox in Gmail. However, today other tools  go far beyond Google Groups e and also make it much simpler for companies.

Let’s check what aspects of Google Groups an alternative tool may offer:

Google Groups generate tons of email copies

If you’re like me and like to see your inbox organized, Google Groups isn’t the best option for you. As different people start to use it, only that person will have access to the sent email.

Therefore, if everyone — or just more people — need to reply, the message will have to be forwarded, or sent again to everyone in the loop. Imagine if you were using a Google Group “support@company.com” for customer support, and then you receive an inquiry from a customer. One of the two scenarios will happen:

1. Someone replies only to the user, which means the rest of the team won’t know whether the email was replied;

2. Someone replies and cc the whole team – that has no action required in that situation – generating loads of emails in everybody’s inboxes for no reason.

Internal communication is confusing

With Google Groups, talking to a member of your team would generate a new email. Logical, right? What many people still don’t know is that other kind of communication – especially internal discussions within your team – can exist right into your inbox, without sending any extra emails to anyone.

Instead of needing to use email itself to communicate internally, teams should be able to have internal chats to collaborate before replying back to a customer or external party.

With Drag, you can use notes individually with each email, so you can align what’s going to be replied with your team and keep it all organized.

Assignments are not clear

Using Google Groups as shared inboxes may generate not only confusion in internal discussions, but also in accountability. It’s very hard to assign emails to certain team members while using Google Groups. And this is definitely a required feature that a Google Groups alternative need to offer.

As a result, this generates two kinds of issues:

1. Confusion around who should be replying to each email, that may result in nobody replying to some emails at all;

2. The opposite of the point above, i.e. two or more team members replying to the same emails multiple times.

Non of the options above is very good for your business and external relationships like a customer, right?

Drag: the best Google Groups alternative

Drag doesn’t add any new logins/websites for your team. It works straight from your Gmail Inbox.

By doing so, we allow your team to learn faster and have less questions about what’s new. We also centralize work, because we have Helpdesk/CRM functionalities and shared boards inside your email. Basically we change everything, but we keep it visually the same.

The Kanban view is also incredibly helpful. By making all emails pop up visually, you can instantly understand in which stage everything is, and so you can spend less time on your email.

The fact that Drag works inside Gmail decreases drastically the time to be invested to learn about a new tool. It also centralizes work, by allowing Helpdesk to be managed within the same space as emails and To Dos. 

Drag starts and stays for free, but if you want to unlock its full power, prices start at $3/month/user. We believe that simple solutions make everything better for both sides because they decrease the amount of new information you need to learn something new.

Here 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;
  • Progress bar;
  • Due dates;
  • Checklists; 
  • Internal notes.

All of it. Right into your Gmail team inbox.

Conclusion

Once you see how much more you can do with your email, Google Groups won’t be the right answer. Starting the use of it now would make productivity go really low and confuse both your clients and team.

However, feel free to explore it by yourself and getting your own opinions. For other uses – such as newsletters and team announcements – we believe it could be really helpful.

Learn how to Transform your Business with Shared Inboxes by downloading our Ebook!

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