Top 10 ways to use Google Apps to Have more productive conversations

1. Use smarter subjects in your emails

Gmail groups together emails with the same subject in conversation threads. Make your subject a specific headline for your message so that the right messages are linked together and easier to find. Consider including action words in your subject so it’s clear what you want people to do. If the topic changes later, just change the subject accordingly. That way, you won’t have any unrelated messages linked together in your inbox.

Learn How: Gmail

2. Be conscientious about your email recipients

Need to send a message to a mailing list? Consider if everyone in the group really needs to get the message, and explain at the start of the email why you're sending it to that group. If you don’t expect a response from some recipients, use the Cc: or Bcc: fields in Gmail to just let them know what’s going on.

Learn How: Gmail

3. Make it obvious when you’re adding or removing someone from an email conversation

When you have email conversations with large groups of people, it’s sometimes difficult to know when someone is added or dropped from the thread. In Gmail, use the plus (+) or minus (-) sign when adding or removing people from a conversation. For example, type "+Bob" at the start of the message when you add him to a conversation to let everyone else know he’s joined the conversation. Later, if you want to limit the discussion to a smaller audience, let people you’re removing others by typing "-Bob." Now, everyone knows exactly who's included in the conversation.

4. Hide irrelevant email conversations

Does a conversation that no longer interests you keep popping up in your inbox? Mute conversations in Gmail so they skip your inbox and are automatically archived. If a new message in the conversation is addressed to you and no one else, or if you’re added to the To or Cc field in a new message, then the conversation will appear again in your inbox. Now, you can spend more time focusing on important emails.

Learn How: Gmail

5. Discuss over video or chat instead of email

If an email thread is getting long or confusing, it may be easier to talk in person. Have a face-to-face discussion with anyone anywhere in the world by using Hangouts to start a video call. Or, if you just need a quick yes or no answer, use Hangouts chat.

Learn How: Hangouts

6. Share and collaborate in real time

Never miss a minute of brainstorming in your next meeting. Collaborate in real time during a Hangout. Use Docs to create a template for your brainstorming notes, share it with your team, and then share the link in Hangouts chat. Everyone can add their ideas to the notes as they come up during the call.

Learn How: Hangouts

Learn How: Docs

7. Schedule a meeting with email recipients right from your inbox

If your email conversation is getting too involved, a meeting can be a more effective way to complete the discussion. With Gmail, you can schedule a meeting right from your inbox. The event automatically contains the email subject as its title, messages from the email as a description, and the people in the email thread as attendees.

Learn How: Gmail

8. Easily undo sent messages

Make a typo in your email? Forget to add a recipient? Change your mind about sending a message? Take back a message you just sent up to 30 seconds later by enabling Gmail’s Undo Send feature.

Learn How: Gmail

9. Attach discussion items to emails

Want to further explain something you can’t get across in an email? Add attachments to your messages. With Gmail, you can attach files up to 25 MB in size. To add files up to 30 GB, such as videos and design files, insert Drive files instead of attachments.

Learn How: Gmail

Learn How: Drive

10. Save time by using one email address

If you’re frequently emailing the same people about a project or topic, save yourself time by using Groups to create a group. Use the group’s email address to send information or share files with everyone at once. Now, it’s faster and easier to keep all the right people up to date.

Learn How: Groups


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