Introducing Shared Email for Teams. Say goodbye to FWD, CC and Reply-All. You can now share email with your Team, natively right in Gmail.
We’re excited to announce a new feature that turns email into the ultimate collaboration tool for Teams using GSuite and Gmail! Sortd now allows you to share and collaborate on emails with your team – in a completely native Gmail experience.
Say goodbye 👋 to the old FWD, CC, and REPLY-ALL that drives everyone crazy.
Drag emails from customers, suppliers and partners to a shared Sortd board – and all team members who have access to the board can read and respond as if they had received the email themselves. All replies, regardless of who they are sent by are included neatly in the thread for all team members to contribute to.
If you use email to manage your sales, work for clients, service etc, you’ll know all too well that it’s hard to keep track of things. Everyone in the team has their own version of the conversation and there’s no single team view on where things are at. You rely on all members of the team to be organized and to update a spreadsheet or some other system in order to give the team visibility into the status of work (whether that means your sales pipeline, a project for a key customer or anything else that relies on a lot of up and down emails to coordinate and keep people up to date).
And spreadsheets work great…
Until they don’t.
The good ol’ spreadsheet only gets you so far – it’s a lot of work, eats into productive time, it’s only as good as what you put into it, and worst of all it quickly becomes unwieldy.
Here’s the problem – no matter what system you are using to manage projects, tasks and work, you will always end up back in your email – so you’re managing things in two places.
Sortd turns that into one thing.
The days of email being limited to individual mailboxes or sharing a login to a single email account are over – with Shared Email for Teams you now have the ability to create a workspace in your Gmail, share it with your team, and collaborate on email and team tasks in a structured, visual way.
You and your team can now add email conversations to your workspace from any mailbox, collaborate on work for customers, assign emails to each other, action your conversations and track them through to completion.
With shared email for teams – at a glance anyone in the team can see what the status of work is at any point in time, who’s responsible for what, and pick up on a conversation seamlessly from where a team mate left off. Best of all this happens right inside your email where you are communicating with customers already, and it’s a 100% native Gmail experience.
At Sortd we believe in the power and usefulness of email as a communication tool for business – it works. But it also comes at a cost – our time and our attention. Our mission is to transform email into something that helps you and your team to get organized and aligned, and simultaneously solve your email overload problems.
With Shared Email for Teams – all of the messy email conversations that typically go up and down to get information, follow up and update people on the status of work are now baked into a structured system that’s designed to help you manage work and projects as a team.
Because we use email so extensively to communicate with people outside the organization (like customers and suppliers), this is a great way to keep track of that kind of work. Here are some of the most common uses:
When you drag an email to a shared Sortd workspace it becomes a trackable team resource. From the customer’s perspective nothing changes – they still simply get an email from whoever sends it. But from a team perspective it’s a whole different thing…
Once an email has been added to your team workspace – it becomes a single, neat conversation that all team members can track and contribute to. You now have complete transparency within the team on where things are at, and anyone can step in to help out or do their part at any point.
At a glance you can see what’s going on in the team, when things are due and what’s overdue.
Most importantly with the ability to assign emails to team members it becomes crystal clear who’s working on what.
Email assignment is not an concept that’s native to email. We’re used to forwarding emails but we do it this way because that’s the only way to do it. With Sortd, rather than forwarding an email to delegate it, you now have a simple way to assign it, and you can keep track of progress to see things through to completion.
When we want to pass something that originated in email to a colleague, we typically just forward it. Here’s the problem – once you’ve forwarded the email you no longer have any visibility into what happens after that point. Even if you are copied on correspondence you don’t know what you haven’t been copied on, and if the conversation runs dry there is simply no way for you to know, other than to ask (if you remember to ask). So basically once you forward an email it’s out of your hands.
Sharing email in Sortd gives you the ability to explicitly assign it to a team member, and to stay 100% in the loop on progress. At any point in time you can view the entire conversation on the board, post internal comments to disuss with your team and even set a reminder.
To see what you’ve requested from other people in your team that’s still outstanding and what’s complete is a simple matter of opening the board and taking a look. There are even handy filters to help you zone in on what matters to you.
If you don’t already have Sortd installed, start by installing it. Then you can start as follows:
How to use Shared Email for Teams with a shared mailbox (eg. firstname.lastname@example.org)
Anyone who is added to the To field will get the email in their Inbox – and archiving the mail thread doesn’t change anything on the board. The rest of your team will be able to see the message but it will skip their Inbox. So if you want to draw attention to a mail for one of your team members, either add them to the To field or just @mention them and that will happen automatically.
For more information on Shared Email for Teams you can read these related articles on the Sortd Knowledge Base:
You can Install Sortd here
Look out for the “TRY IT FOR FREE” button.