Managing teams in Gmail

(Part of our Organize Gmail Into An Effortless Task Manager guide)

Being a manager, more than any other role, yields a huge sanity boost when we take control of our email. (We're confident in saying this, because the vast majority of our customers are execs, managers and founders - we're here for you!)

Ever wondered why email is at the centre of our workflow? Let's see if these ring true...

  • You can't miss an important email. You're plugged into the central nerve of the company, and need to stay on top of all the information.
  • You straddle multiple teams, all of whom use their own project management tool suited to their role. Email is only tool that works across everyone, thus it's the centre of what you do.
  • The most important part of your work is making decisions, which often come in the form of emails, to unblock your team and keep them running efficiently.

What are the key things ActiveInbox can do to help you?

  • Treat emails as a flow of tasks

    Give emails Due Date reminders so nothing important is missed, and add Sub Tasks and Notes so you instantly know how to close the task every time you re-open it. You can also add lower priority emails to a new List called 'To Read' (you can create as many Lists as you want!).

    Doing this means you can also empty your inbox to achieve Inbox Zero, because everything important is tracked. It also means you can separate scanning emails from responding to emails for better time management, whilst still being sure nothing vital is missed (e.g. you could scan and taskify your emails every 30 minutes, but process your task lists just once a day).

  • Be sure colleagues reply to you

    Whenever you send an email to a colleague, you can mark it to Follow Up if they don't reply in 2 days, and ActiveInbox will remind you. No more spending precious minutes writing something only to 'Send & Pray' you get a reply.

    And if you're working late, you can also keep your team happier, and encourage work/life balance, by scheduling the email to send the next morning - rather than interrupting them at home.

  • Focus on finishing projects

    Instead of being overwhelmed by a swirling flurry of 100s of emails, rise above them for a fresh perspective in Gmail, of just the handful of projects you're working on with folders.

  • Glide through Today with bite-size chunks

    Having even 10 items on our Today list tends to lead to paralysis as we try to figure out what to tackle first (and the inbox is often so bloated we simply can't face it). The trick is to prioritize and sort everything important, so you can always know what's next and feel ready to get things done.