Shared Inbox

Shared Inbox with Google Groups: you are (probably) doing it wrong!

By 31st August 2018 June 25th, 2019 No Comments

Created in 2001 with the intention of being a discussion space for groups to share emails, Google Groups has been used for multiple purposes since then. Among them is sharing your inbox.

However, Google Groups have never been designed to be a collaborative tool. It simply is a mail list for groups in which you can send and receive emails. There are much simpler options to share your inbox then Google Groups.

But still many people “share inboxes” with Google Groups. Besides its lack of analysis, control and collaboration, we gathered some reasons why it doesn’t work, let’s check it out:

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.

Unknown Sender

Since Google Groups doesn’t have properly shared inboxes and people need to forward each other inside the team all the time. Sometimes email threads get so long and confusing that people no longer realize who sent a specific reply to certain emails.

On the other hand, other software like Drag allow you to keep everyone in the same conversation and just assign a person to reply specific emails. This keeps work simple and no one will wonder who sent what.

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.

None of the options above is very good for your business and external relationships like a customer, right?

Drag: managing shared inboxes the right way!

Our software doesn’t add any new logins/websites for your team. It works straight from your Gmail Inbox. All you need to do is download it here and activating it into your inbox by clicking the Drag’s switch. And that’s it, you’re ready!

By doing so, we allow your team to learn faster and have fewer 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 decrease 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.


Shared inboxes deserve their own software, and if it works from your Gmail inbox, even better! Google Groups are truly a technology from the past, so to move forward you’ll have to think about your team’s needs and on a software that works for you.

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

What you’ll learn inside Drag

Starting now, we’re aiming to share what our plans are, how we’re doing and what lessons we’re learning along the way.

You’ll get:

▪ Just like this article, you’ll get real-time updates on what’s happening, what’s working and how it feels in a startup.

▪ Quick videos explaining quick wins and how to grow your business

▪ Live Instagram updates. Real-time stories of what’s happening

What now?

This is our attempt at sharing everything. It’s as simple as that You don’t have to be a customer to follow us.


Author Drag

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