Team Zeus Blog

Motivational musings from Mount Olympus and beyond.

Email integration for one single workflow

Share emails with your team on Team Zeus – an all-in-one communication solution!

Team Zeus was built to facilitate team communication and collaboration, providing an alternative to generic emails, which are commonly known for hindering teamwork. Thus, when an email is of interest not only to you but to the rest of your team, you would normally create a list of your colleague’s email addresses and forward the message to the entire list. However, adding the right people to this list and keeping it up-to-date can be a challenging task, as people may join or leave the company, meaning that you have to update it regularly.

On the other hand, when colleagues send separate replies to the discussion, it is quite easy to lose track of the progress made by the team, and it becomes difficult to identify the different measures that were taken.

Nevertheless, whilst Team Zeus can fully replace email for internal use, our objective wasn’t to completely banish email, as we recognise that it is still an effective solution for communicating with people outside the company. We believe the use of Team Zeus for team communication, and of email for external communication is a winning combination.

What if you could integrate emails into Team Zeus? This is now possible, in just a few simple steps:

Share emails with your team on Team Zeus

How to integrate emails into Team Zeus

Team Zeus is built with productivity in mind, and we wanted to prevent the need for using email to communicate with your team. Instead you can instantly share all the content of an email with all your teammates on Team Zeus.

1. Authorise an external email address or a domain name to post content on Team Zeus

Because the security of your data is paramount to us, only Team Zeus admins can authorise the export of data from a domain name or an external email (that isn’t linked to a user’s account on our application) – by adding the external email address or domain name to your company’s whitelist.

What is a whitelist? The Team Zeus whitelist is an index of approved email addresses and domain names from which administrators can import content. To add an item to the whitelist, go to the admin panel and click on “Whitelist”. Next, click on the floating action button at the bottom, type the email address or domain name in the text area, and press the green + button. Please note that you shouldn’t insert domain names such as: gmail.com – facebook.com, because anyone with this domain in their email address could then post on Team Zeus.

Once you have added an item to the whitelist, you will be able to transfer information from this source directly onto Team Zeus.

Note that Team Zeus automatically allows content that is sent from a user’s email address to a group/conversation they are a member of; when the email address is the one they use to log into the platform – without the need to include the said email address in the whitelist. Consequently, you can skip this step if you want to forward an email to Team Zeus from your inbox, when you use the same email address to log into the application.

2. Forward an email to a Team Zeus group or conversation

You can now consider your current list of colleagues’ email addresses as obsolete, and instead forward an email to your team directly via Team Zeus.

On Team Zeus, every group and conversation possesses its own email address, which is featured in their settings in the top right-hand corner, under “About this group/conversation”. To view the complete list of groups’ email addresses, click on your profile and select: “Integrations” from the right-hand menu. Then click on “Email Import” and you will have access to the full list of a group’s email addresses.

Next, you just have to press the “Forward” button on your email, and add the email address of the Team Zeus group/conversation as the recipient to forward it to the correct location on Team Zeus. (Please note: forwarding emails from one email address to a group will create a new conversation – as opposed to sending it to an existing conversation.)

Additionally, you can automatically forward all emails coming from an email address to a Team Zeus group/conversation, by creating a forwarding rule on your email client.

Here are the steps to follow to create a forwarding rule in Outlook and Gmail:

Create a forwarding rule in Outlook:

  • Click the “File” button, then press “Manage Rules and Alerts”, and click the “New rule” button.
  • Press: “Apply rules on messages I receive”.
  • Press: “from people or public group”.
  • Click on the hyperlink: “Apply this rule after the message arrives from people or public group”.
  • Enter the email address for which you would like to set up a rule into the “From” field and press: “Next”.
  • Tick: “forward it to people or public group”.
  • Click the hyperlink in the rule description: forward it to people or public group.
  • Enter the email address of the Team Zeus group/conversation to which you want to forward messages.
  • Click “Finish”.

Create a forwarding rule in Gmail:

  • In the Search box at the top of your Gmail inbox, click the down arrow.
  • Type the email address from which you would like to automatically export content into the “From” field, and enter any specific keyword to filter messages coming from that email address.
  • Click “create filter with this search”.
  • Click the hyperlink: “add forwarding address”.
  • Click the button: “Add a Forwarding Address”.
  • Enter the new forwarding email address, which is the email address of the Team Zeus group/conversation.

I. Examples of workflows you can create with email integration

With the email integration tool, you can create a workflow on any topic that requires the attention and support of your team. Here are a few examples of when the Team Zeus email integration feature will be handy:

    Customer inquiries: forward all emails from customers that are sent to your company via the contact us form of your website, to the “Customer Support” group. This will ensure that all customers’ inquiries are handled swiftly and anyone in the team can post their comments.

    Monthly reports: transfer any reports (sales reports, website visits reports, finance reports…) received by email to the relevant location on Team Zeus.

    Customer reviews: import emails from a review site like TrustPilot to the “After-Sales” group, so they are all made aware of a customer feedback and can act upon it.

    Social Media: send notification emails that you receive from Twitter, Facebook and other platforms to your “Social Media” group, so people from your marketing and sales department can be informed of any customer interactions you’ve had, and react accordingly.

    Newsletter: share an industry-related newsletter with your entire company, with information that is useful for people to know about the market you operate in.

    Monthly bills: import billing emails sent by a service provider to the “Accounts” group, so your account team can settle bills on time, and keep a track record of invoices.

II. Benefits of email integration…

Integrating email into Team Zeus to collaborate with your team presents a host of benefits, including:

    Problem solving: by automating the import of emails to Team Zeus, employees can react faster as a group to any problems that may arise (bad reviews on social media, complaint emails from customers, etc).

    Productive teamwork: it will be easier for your team to process and discuss the information contained in an email on Team Zeus, as all the replies will be part of one single conversation, and separated from other group discussions. As a result, team members won’t waste time trying to go through messages one by one, and they can all contribute easily to the conversation.

    Archive storage: by law a company has to keep a record of a number of documents and this can take a lot of space as time goes by. But thanks to Team Zeus, companies can store their documents electronically and securely, and easily find documents via the ingenious filters of our advanced search system; no more scrolling through a long list of emails to find a document.

Sign-up today for your free trial and experience the benefits that email integration can offer to your team!

New advanced search system for more productivity

Find whatever you are looking for on Team Zeus within the blink of an eye!

Every day we spend a considerable amount of our time searching through the messages we receive for information from our work colleagues. A report by McKinsey reveals that the process of tracking down information consumes about 1.8 hours of employees’ time, yet at Team Zeus we make it our priority to ensure information is as accessible as possible and very easy to find.

With this aim we have worked on the latest version of Team Zeus to make the process of searching for a single piece of information faster and more intuitive than ever before.

Search icon

Here are the different search tools that are now available on Team Zeus, to help you track down whatever you need in a matter of seconds:

Instant Search

Our Instant Search enables users to find someone, an event, or anything else that was published on the Team Zeus application. Depending on the nature of your request, you can either enter the name of a colleague, or a keyword in the search bar that best reflects the topic of the message or event you are looking for on Team Zeus. The search bar is displayed on every single page of the application, but for quicker access, you can also use the / key, which will take you directly to the search bar.

Our search system will automatically load the available results, and will classify them into four different categories: messagesusersconversationsevents. If the results aren’t relevant to you, you can refine your search by clicking on “All Results” at the top right of the list, or by clicking on “Show all results” at the bottom of the list.

This will give you access to the advanced search window, which contains a number of ingenious filters that are split between four different tabs:

1. Messages

If the item you are seeking was part of a message, click on the “Messages” button. The keyword entered will be highlighted in yellow in the list of messages that contain this word.

If the list of messages is too long for you to go through, it can be narrowed down with the following filters:

  • Created by: if you remember who sent you the message, you can select him/her from the list of users. This will allow you to see only the messages from this person that include the keyword.
  • Message in: when too many messages with the keyword you entered are showing for the same person, you can filter messages to view only messages from a private chat, or from team conversations. If the results aren’t conclusive, set it back to the default setting: “All”.
  • From & to dates: should you remember approximately when the message was sent to you, you can filter the messages by dates, by selecting a “From” and “To” date.
  • Type: if you can recall whether your message contained a file or not, you can apply one of the two filters: with files or without files.

2. Conversations

If you don’t remember a conversation’s name or ID, enter a keyword in the search bar that relates to the discussion, and use the “conversations” tab of the advanced search. This filter will retrieve the conversations corresponding to the keyword entered, which will be highlighted in yellow.

Once again, you can apply additional filters to reduce the number of results you get:

  • Created by: select the person who created the conversation from a list, if you can recall who the person was.
  • Groups: if the element you are searching was discussed in a specific group on Team Zeus, select the group from the list provided.
  • From & to dates: in exactly the same way as with “messages”, you have the possibility to filter conversations by dates.
  • Status: only display conversations that are either recent by clicking “active”,or old by pressing “archived”.
  • Type: show results according to whether the conversation was an announcement or a simple conversation.

3. Users

In the past, infinite time could be spent hunting for the email address of a colleague if they have never been contacted before. Moreover, when support is needed from someone in the organisation with a particular role but their name isn’t known, excessive time would be taken up to find out how to get in touch.

Fortunately with Team Zeus, you just have to enter the name or position of your co-workers in the search bar to access their details and start communicating effectively.

However, if several persons share the same name in your company, and you can’t remember their full name, go to the “User” tab of the advanced search. This filter will display all the users with that same name.

To increase your chance of finding the right person, some additional filters can be applied, including:

  • Location: select from the list of locations, the office location of the person you are looking for – if you know where they work.
  • From & To dates: filter a user by dates, if you know approximatelywhen they were added to the platform.
  • Status: is the person still an active user or is now inactive (i.e. an admin denied access to the platform to this person, because he/she left the company)?
  • Type: is the person a normal user or an admin user? If you know that the person you are looking for is an admin user, you can filter the results to only display users that occupy this role on Team Zeus.

4. Events

When you need to know date, time, and the resources that are needed for any event, but you do not know its name or ID, enter a keyword in the search bar and use the “Event” tab of the advanced search to apply other filters:

  • Created by: if you know who the organiser of the event was, you can select them from the list of people to easily find the event.
  • Resource: if you know which meeting room will be used for the event, you can view the results for that specific resource.
  • Start – End dates: these fields are only used to view events for a certain period.
  • Type (All – All day – Short event): events on the shared calendar can be scheduled for an entire day, or for just one or several hours. Thanks to the “Type” filter, you can obtain results according to whether the meeting lasts “all day” or is only a “short event”.
  • Visibility (Private – Public): An event can be set as private or public. If you know for instance that the topic discussed during the meeting is confidential, you can set the search to only show private events – or the opposite, if you know that the agenda isn’t sensitive.

Toggles

1. Are you looking for a file? Discover the Everything/Files toggles

When you are looking for a file that a co-workers has shared with you but cannot locate it, there is no need to scroll through the entire discussion in the hope that you’ll be able to find it. Every team conversation and private chat can be filtered according to their content.

By clicking on the “Files” toggle at the top of any conversations or chats, Team Zeus will only display messages that contain a file, reducing your scope of search and saving you time.

Conversely, to go back to the entire thread of messages in the conversation/chat, simply click on the toggle “Everything”.

2. Are you looking for a conversation? Apply one of the conversations toggles

To facilitate the process of finding a specific conversation in a group or in “other conversations”, Team Zeus features several toggles that are available in the top left-hand corner, under “Active conversations”.

A list of conversations can be filtered via the following toggles:

  • Active conversations: you can click on this toggle to only see conversations that people are still contributing to, or that have been inactive for less than 14 days – displaying only recent conversations.
  • Archived conversations: this toggle will show old conversations that have been automatically archived by the application after 14 days, or that a user archived manually in the group settings. So, if you know that the discussion you are looking for is old, you can separate past conversations from recent ones to obtain better results.
  • Announcements: to separate important messages that were sent as an announcement from the day-to-day conversations.

Team Zeus was built with productivity in mind, providing your entire workforce with easy access to value-added information that is rapidly searchable. As a result, employees can develop a self-service mentality, giving them more autonomy to work more efficiently.

Sign-up for your free trial today and experience the power of speedy search!

Why is team communication better than private chat?

One of the prime foundations of success for a business relies on effective communication between work colleagues, and their ability to share information with each other. Unfortunately certain methods of communication such as email hinder team communication, as they were not designed for group conversation or collaboration on a project as a team. Thus, some projects will require long discussions, and the exchange of back and forth emails with different people are not always easy to process. Emails about one topic will be delivered amongst others that aren’t related, obliging users to sort out their inbox before they can continue their conversation.

At Team Zeus, we believe that team communication should always be favoured, rather than one-to-one messages between two colleagues. As a result, on Team Zeus users can create different groups of discussions where team members can converse all together in real time, which will increase the level of teamwork in a company and improve its performance. Alongside groups, users are still offered the possibility to have a private chat on Team Zeus, but the need of using this feature should be reduced and limited to certain uses that are described later in this article.

The benefits of group conversations over one-to-one chats

In order to achieve its goals, a company should always promote open communication in the workplace, as the benefits for the organisation are manifold. Here is an overview of the advantages that group conversations provide – compared to private messaging:

thumb_up Free access to information

Information is precious for a firm and employees who hold new data should make it available to any who could benefit from it – not just one colleague. Knowledge is the key to making progress and taking the right decision. If – for instance – the after-sales department faces a number of complaints about a product defect, different departments should be made aware of the issue to prevent the problem from escalating. The sales department, logistics department, marketing department, and the accountancy department (regarding possible refunds) should all be notified at the same time.

In contrast, the problem with sending out information to one person at a time is that other people may require access to it at a later date. As a consequence, this will generate separate messages to different colleagues and there is a risk that it will take time to track the message down, as the sender will need to remember to whom it was sent and when.

With Team Zeus, it is easy to distribute information to your whole team in one operation in the Team Zeus group of your department, or in a conversation that was created to discuss a specific topic. Consequently, team members can access elements of a conversation at any time and can also search for it with ease on Team Zeus, by applying different filters (sender, recipients, content, creator of the conversation, etc.) to get better results.

Team members also have access to the entire history of group conversations, which means that when a new recruit joins the group, they don’t start with an empty screen, and can easily pick up on the work of their predecessor by consulting old messages. This way new starters will quickly acquire the knowledge they need to carry out their work. In comparison, if their predecessor relied only on private messages, information would have been lost or difficult to retrieve.

thumb_up Enhanced productivity

When working on a new project, some people may get into the bad habit of sending private messages to one or several colleagues in the hope that one of them will be the best person to help. Unfortunately, this will often interrupt their colleagues’ work unnecessarily.

By contrast, posting a query in a group conversation will maximise your chance of quickly getting support from the right person(s). Colleagues who are busy won’t feel obliged to answer, as they know that other people in the team are available to help. The most knowledgeable persons will offer their assistance, which makes better use of your teammates’ skills and enables faster problem solving. All of this will contribute to higher levels of productivity, thanks to people joining forces together.

“There’s no ‘i’ in ‘team!’”

thumb_up Innovation

Some employees may sometimes be reluctant to share their knowledge and thoughts with the rest of their team, because they fear that their colleagues may take the credit for their work. Well feel this is the wrong approach to have when you are part of a team; you should trust colleagues if you want the company’s projects to move forward and win new business.

All products have a life cycle, which obliges firms to innovate and adapt their products to the ever-changing demand, in order to stay competitive on the market. Consequently, enterprises should investigate new ideas with their workforce to develop their offer.

When you have an idea, sharing it with one co-worker will only get one set of feedback. It is necessary to have the input of everyone in the team, because a winning team is synonym of diversity, with individuals who have different personalities, experience, backgrounds, and skills.

With Team Zeus, it is simple to hold regular brainstorming sessions by creating a group conversation. If you are the creator, ask open-ended questions that foster idea generation. An effective brainstorming exercise implies that one person comes up with one idea, then someone else develops it and others find new ideas in the same process. Users can make use of the “Like” button to hold a poll, with the best idea getting the most likes as a rating method.

Open communication implicates that everyone has their say and all opinions are respected, which increases employees’ engagement and trust within the group.

thumb_up Up to date information

To be usable, information has to be kept up to date (e.g. price list – stock list). If a piece of information was shared via different channels, it can be quite a challenge to ensure that everyone has the latest version of a document. Sending a document to your co-workers in separate private messages is a mistake, since you may forget to send it to some of your colleagues thus multiplying your workload.

In comparison, on Team Zeus you can send a document to all your team in a group conversation and publish new versions of the file in the same discussion, so it is automatically sent to the same list of recipients.

Furthermore, Team Zeus integrates with cloud storage applications (Dropbox, Google Drive and One Drive) via the use of Zapier, allowing several users to collaborate on the same document and to update it. By syncing your existing file application with Team Zeus, all the people that have access to the file will receive the new version of a document in a Team Zeus conversation when someone edits it.

When should you use one-to-one chats?

There are various situations where one-to-one chats are more appropriate than group conversations, including:

  • A need for privacy: When a discussion require a certain level of privacy between two persons, Team Zeus’s users can use the private chat to message someone in particular. For instance, you may want to discuss an issue you have with your work, or let your manager know about a personal commitment you have that will interfere with your job (such as a doctor appointment).
  • Role-based discussion: When your question is related to the specific role of a colleague, and you know for sure that there is no need to send your message to any other colleagues, as they wouldn’t be able to help.

Mastering team communication is the secret behind effective teamwork, but it’s easier said than done. Fortunately, Team Zeus enables companies to analyse the way people communicate internally when they use our application, via the use of the Team Zeus advanced reporting dashboard. This tool will allow you to identify the areas that need improving, like the overuse of the private chat feature instead of group conversations. So, what are you waiting for? Subscribe now and enjoy the power of team communication!

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