Team Zeus Blog

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Team Zeus Templates

“Save time using a Team Zeus template to communicate routine information to your colleagues”

Team Zeus Templates

Internal communication represents an integral part of a company’s culture, as employees should be kept in the loop and know what is happening in the organisation, in order to relay information efficiently. Effective teamwork depends on successful team communication, particularly as some companies may have their own technical terms and processes that have to be understood by everyone in the workplace.

There is, however, plenty of routine information that will be regularly exchanged, and having to write the same message from scratch over and over again would hinder the productivity of your staff. Fortunately, Team Zeus has the facility for users to create templates for announcements and conversations, in order to save time and ensure the consistency of your internal communication.

Keep reading to find out how to use the template feature:

How to create a template

Creating a template on Team Zeus is very simple. Just click on the “Template” button in the left-hand menu to access the template interface.

A Team Zeus template should be used for any communications that are sent on a regular basis, and would otherwise be repetitive and time-consuming to create. To create a new template, click on the floating + button on the bottom right of the app, and the “Create a template” window will be displayed on your screen. To successfully design your template, fill in the three different fields by answering to the following questions:

Who are the receivers?

First, select the recipients of your message – it can be an individual, single or multiple groups. We recommend you be selective and only include the people that should be made aware of the information you are sharing. The good thing is that once you’ve added recipients for the template, you won’t have to do it again when you use the template to create a new conversation / announcement.

Please note that even though your message will only be sent to the persons or groups of people that you have selected, everyone on Team Zeus will have access to the template that you are creating, as the concept of our platform is to favour teamwork.

What’s your message about?

Next, enter a subject line employing keywords that best reflects the nature of your message and gives recipients a clear idea of what the message contains. The subject line should be concise, so get straight to the point in order for the recipients to understand the subject at a glance.

What are the key elements that should be included?

Next, you should think about the exact purpose of your message and the key elements that your message will have to cover. Is your message informative or designed for employees to take actions?

The beauty of a template is that you will only have to write your message once. Therefore, you can dedicate time laying out and structuring your message, to make your text as easy to read as possible – with the use of paragraphs and formatting tools. Team Zeus templates offer a number of solutions to format your text, including: headers, tables, bullet points, bold and italic styles.

Remember to always proofread your template to ensure that it’s understandable and doesn’t contain any errors. You can review your work using the preview button remove_red_eye to see how it will look before using the template.

How to use an existing template

All templates that are created are featured in the list of templates and are made public by default. Templates are categorised based on whether they are used for conversations with the bubble symbol forum, or for announcements with the megaphone icon volume_up.

To use an existing template to send a message to your work colleagues, create a conversation and click on the down-arrow next to: “From template”. Then, select the template of your choice in the list.

Alternatively, click on the template you want to use directly off the template listing and click the “Create conversation” button.

From time to time you may want to edit a template, to ensure that information such as prices or dates can be kept up-to-date. You can modify the text by clicking on the template that requires changes, or after selecting a template when you create a new conversation. Updates that are done to a template are recorded in the “System Messages” listing, allowing you to view when and by whom modifications were made.

Examples of when to create a template

There are a number of situations in which templates will come in handy for your workforce. Here are a few examples of when this feature will prove to be truly useful:

Monthly sales report: sales teams produce monthly sales reports and share them with the purchasing department, so they can buy more stock of the popular items. Thanks to a “monthly sales report template”, someone from the sales team would only have to update the monthly sales report template and attach the new report to their message.

Out of stock list: the purchasing team, sales office, marketing team, logistics department and others will need to be made aware of the items which are no longer in stock on a regular basis. The accompanying message would most likely be the same every time (Please find attached the stock list…) and consequently, would justify the use of a template.

Message to share the minutes of a team meeting: some people may be absent during a team meeting, so to keep a record of the decisions that were taken, minutes will be recorded and shared with the staff on Team Zeus. The person who wrote the minutes can create a template, as once again the message will be similar every time (“Here is the minutes of the last meeting…”), and should require the usage of a template.

The use of ready-made templates on Team Zeus will streamline your company’s internal communication, giving your staff access to templates that are consistent throughout. Templates on Team Zeus provide a time-saving solution that increases users’ productivity. So there’s no need to start over from the beginning – be smart, utilise a template!

If you haven’t yet got a Team Zeus account to test this ingenious feature, don’t wait any longer, sign-up now!

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!

Reply later to a message on Team Zeus by pressing the LATER button

Stay on top of your conversations and keep track of unanswered messages with the LATER button

When you first logon to Team Zeus and check the messages you have received from your colleagues, you should start by reading through your Team Zeus inbox. Before Team Zeus existed, emails would be primarily used for internal communications, and staff would dread that time in the morning where they would have to sift through their inbox to find important messages. Some emails would have to be ignored and marked as unread, but this practice is particularly inefficient.

Keep track of unanswered messages with the LATER button.

Fortunately, Team Zeus does all the hard work for you, as messages will be automagically categorised into groups or chats after they‘ve been read. The Team Zeus Inbox contains notifications of any new messages from co-workers, so they aren‘t mixed with old communications in your inbox– enabling you to quickly go through the messages and reply as needed.

We appreciate that depending on your workload, you may not have the time to respond straight away to some messages. This is where the Team Zeus LATER button comes in handy!

Introducing the Team Zeus LATER button in more detail

In the Team Zeus inbox, part of the content for each message is displayed, helping users to identify at a glance whether they should reply now to messages or delay their responses. If users can‘t immediately reply to a message, then they can press the LATER button.

The Team Zeus LATER button was designed with productivity in mind and is featured in different places on the application:

  • In your Inbox: on the right of all new messages, next to the “Mark as Read” and “Like” buttons.
  • At the top of any group conversations.

Conversations that are marked as “LATER” will be added to the LATER section of your Team Zeus Inbox, meaning that they are separated from new messages. The LATER section of your Inbox acts like a personal to-do list that contains a list of messages awaiting a response, which are listed in reverse chronological order, with the most recent items you added at the top and the oldest ones at the bottom.

Note that when a conversation/chat is added to the LATER section, you will no longer receive notifications when people post other replies – enabling you to keep your attention focused on more valuable tasks.

What happens when I reply to a message placed in the LATER section?

When you respond to a message that is marked as LATER, Team Zeus considers that it‘s been processed and will remove it automatically from your LATER items, and as such, crossing it off the “list” for you. At this point, a notification message will be displayed that gives you the option to keep it in your later items. Alternatively you can manually remove a message from the later section, when a message no longer requires further responses.

Combining the Later button with good productivity habits

At Team Zeus, we promote the application of good work practices that enhance your workforce‘s efficiency in the office. We believe for instance in the OHIO (Only Handling It Once) theory of only handling communication once, which we recommend to use in combination with Team Zeus.

Thus, we consider that users should do their utmost to process messages in their Team Zeus‘s inbox only once. However, we admit that certain messages may require more time than others to manage. Therefore, we advise to follow the GTD (Getting Things Done) rule that suggests you instantly reply to a message that require less than 2 minutes of your time to answer; any others can be added to your LATER queue if you haven‘t got the time to answer, or need more information from your team.

If a LATER conversation involves a workload such as the collection of information, the write-up of a report or the design of a brochure, you should create a task on your Team Zeus personal to-do list to ensure that the work is completed on time and is on your list.

Why is the LATER button more effective than the Mark As Unread functionality?

Some of you may already be familiar with different methods to reply later to an email, when you haven‘t got the time to answer. The most common one being the “Mark as Unread” functionality. People use it to trace unanswered email, but what they don‘t realise is that this is detrimental to their productivity.

thumb_down Pressing “Mark as Unread” is often inaccurate, as you have already read the email once. As a result, you will usually need to spend another five minutes to read the email again, in order to remind yourself what it was about before you can take action. In the meantime, other emails would have hit your inbox and you may struggle to go through all of your unread messages. Marking messages as unread also implies that there isn‘t any distinction between emails that you‘ve already read once and unread new emails. Consequently, your Inbox is disorganised and no level of priority is defined, which makes it even harder after to respond to emails on time.
thumb_up By comparison, the LATER button enables you to differentiate new messages that haven‘t been read from the ones that you‘ve already consulted, but could not answer to at the time. Team Zeus‘s users can also see at a glance the most urgent items to respond to, as the oldest messages that were added, are placed at the bottom of the LATER section.
thumb_down On the other hand, marking emails as unread involves multiple operations that are time-consuming. After marking an item as unread, you have to find it again, read it one more time, answer to it and file it in an appropriate folder.
thumb_up In contrast, one big advantage of the LATER button, is that once you‘ve answered a message placed in the LATER section, it will be removed automatically from your Inbox and filed in the correct group or chat.

Benefits of the LATER button

The many benefits of Team Zeus LATER button on your efficiency at work include the following:

  • Effective time management: as indicated by their names, LATER items designate communication tasks that cannot be handled straight away. So, when you have few minutes spare, after taking care of urgent tasks on your to-do list, you can go back to the LATER section of your inbox, and start replying to your LATER messages. This will have effective results on your productivity and will ensure at the same time that all matters are resolved quickly.
  • Improved communication: the Team Zeus LATER button isolates messages that needs a reply from other messages (new and old), so they are accessible at a click of a mouse. Therefore, there won‘t be any risk of losing messages that were left unanswered. This will prevent employees being forgetful and will improve team communication.
  • Greater organisation & no admin: once you answered to a “LATER” message, Team Zeus will automatically archive it in the right group or chat; keeping your inbox cleared from any clutter, without you having to worry about it.

So, say goodbye to inefficient habits and adopt the use of the LATER button to manage your Inbox effectively, without too much effort!

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