Business tools are allowing people to collaborate. Live chat apps have reached millions of users that prefer to communicate in a group on real time instead of sending time-consuming emails. Each day more and more files are shared on the cloud with several users, throw a simple shareable link, allowing people to work together on the same document from different computers. Why until today, why are not allowed to share email?
If you share tasks, why not share 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 know 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 actually tasks that need to be done. Likewise, many tasks require us sending email to be sorted. The thing is that emails and tasks work together, side by side. All functionalities above apply exactly 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 / emails 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. No more confusions with creating multiple threads or conversations.
Sharing the same login is not smart
Another common practice e in teams working in email is to share an email address, like firstname.lastname@example.org 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?
No. There are several issues in this methodology.
The first one is about security: sharing the same password across a number of people is definitely 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 personal settings and organization, like having your own status of read/unread or starred/unstarred for each email, folders, labels, etc.
Start to share 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.
Share email addresses such as email@example.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 own alias or as a team email address.
This is how to setup 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. Invite the team members that you want to have access to that board.
2. Select a shared inbox to sync with board
Select a shared emails to address to sync with that shared board, for example firstname.lastname@example.org . 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.
3. 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.
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.
This is our attempt at sharing everything. It’s as simple as that You don’t have to be a customer to follow us.