Keeping a Global Team Together: ShuttleCloud’s Formula for Success!

At ShuttleCloud we are a team spanning all over the world; Three continents, over 9 countries, and four different time zones. Working with such a widespread team brings us some great benefits, but it definitely comes with challenges! 

What’s good about a remote team?

We love our Madrid HQ (check out our virtual tour— it’s a really cool office) as much as we love the freedom of remote work. By hiring remotely, we get to work with some amazing talent from all over the world without being bound by geography. We get to do great work with really cool people whilst learning about each other’s cultures and lifestyles.

What are the challenges of a remote team?

To succeed as a remote-friendly company, you need great communication between all teams and a solid organization. Some people may be finishing their day while others are just beginning theirs, which involves a big challenge to keep everyone on the same page. For many businesses, adapting to a remote-friendly culture is challenging but we have found the formula that works for us. How do we make all of this work? Well, it simply is all based on good team communication and organization with the correct use of online tools.

How does ShuttleCloud work, and how do we tackle challenges?

We have several teams at ShuttleCloud: Marketing, Sales, and Engineering and each one has a different way of keeping track of their assignments. Each year we start with a company (yes, the entire company!) meeting in January. We follow EOS (Entrepreneur Organizational System), and set goals for each quarter and the whole year (known as Rocks in EOS). Every quarter, each team meets to check and evaluate its progress to make improvements for the next quarter. Every week, each team meets in a ‘Level 10’ meeting, where we share good news and discuss any challenges we’re facing as well as updates on what we have been working on. The Engineering team also has daily 15-minute standups to keep each other updated on what the members are planning for the day.

What tools do we use to communicate?

To keep the team united and in contact, we use lots of different tools. These help us to stay productive and allow us to work effectively across so many different time zones. The main tools we use are:

Email 

ShuttleCloud exists thanks to email, so it’s no surprise that we use it a lot! For us, all important communication goes through email (both internal and external), including document signings, and important external communications.

Slack

Slack is our primary source of communication amongst team members, using different channels for each team and private messages.  Some may have two or four channels but others might have more than twenty!   We mostly communicate about work, but it is normal to get a message at random hours with fun facts, jokes, or interesting news in channels specific to those Slack messages. We even have a specific channel about games in which we usually share our daily Wordle results. Slack makes our internal communication super easy and helps us stay organized and connected.

ShuttleCloud Slack Channels

Google Drive 

Google Drive is another important tool for us. When you’re divided across different time zones and need to work asynchronously, you need to be able to share and work on documents at different times. We also use it to store important documents that can easily be shared and used by other team members.

Without a doubt, remote teamwork can be difficult to manage and even more difficult to communicate with. But with these tools mentioned, at ShuttleCloud we have found the formula that works for us, which allows us to be organized, productive, and communicate with each other without trouble. 

We look forward to welcoming more recruits from other parts of the world. Because we love being a team from all over the place! 🌍

What do we know about email?

At ShuttleCloud most of us are email geeks. We live and breathe it. We’ve migrated a bucket load of them for starters (over 50 trillion!). Life would be much different if Ray Tomlinson hadn’t invented them 50 odd years ago.

Ray Tomlinson, Inventor of electronic mail

Here’s some more facts about our electronic companion. Let us know if we’ve missed any. We’d love to hear more!

  • The first email address was tomlinson@bbn-tenexa
  • The first free email providers were  AOL, Hotmail, and Yahoo (and they are now still in the top 10)
  • In 1991 the email reached space by sending its first email by the STS-43 Atlantis crew
  • In 2021, 319.6  billion emails were sent per day
  • There are over 5.5 billion email accounts around the world
  • The average person opens their inbox about 15 times per day
  • The estimated amount of emails sent in a work environment is 100 per day 
  • Each second there 3.1 million emails are sent 
  • Gmail is the largest email provider with more than 1 billion accounts 

Who knows how email will evolve and where it will take us!? But it’ll surely be a big part of our lives for years to come. We hope!

Partnership agreement StartMail and ShuttleCloud

ShuttleCloud and StartMail have agreed to partner to provide users with a simple way to migrate email and contacts onto the StartMail interface. Users’ email data is ready in their new inbox in just a few clicks allowing for a quick and smooth onboarding experience.

StartMail migration portal powered by ShuttleCloud

StartMail Is a private email provider you can trust – Built by the founders of Startpage – the world’s most private search engine. StartMail is on a mission to empower people to take back their online privacy. To learn about StartMail, visit: https://www.startmail.com/en/about-us/

ShuttleCloud Is a software platform that powers consumer email migration and address book import for some of the biggest technology companies in the world, including Google, Yahoo, and Comcast. ShuttleCloud’s APIs and platforms are used by hundreds of thousands of people each month.

Robert Beens, CEO of StartMail:

“The online world is increasingly turning to privacy-respecting e-mail providers, but no-one wants to start from scratch. Migrating your old email and contacts is an essential step. The genius people of ShuttleCloud have turned this into a super-easy experience, facilitating freedom of choice, and unlocking the chains of legacy Big Tech companies.”

Angel Mendoza, CEO of ShuttleCloud:

“As more email users trend towards confidentiality and security-focused email providers, we are proud to have the trust of StartMail to onboard customer data to one of the world’s leading and longest-running companies in their field. We are thrilled to play a role in their users taking back their online privacy.”

What Makes Us Unique?

We’re a team of around 35 people working together to migrate emails and contacts in the most efficient ways to fit with our clients’ needs.

Email migration is our thing. It’s the reason why ShuttleCloud exists. And we’re proud to have these 4 attributes. The reasons people stand by us:

1. Know How

ShuttleCloud was born in 2011 and since then we’ve been growing and gathering the know-how that makes our company successful. Moving one inbox is easy – moving tens of thousands every day is complex. We just transferred our 50 trillionth email 🙂 Hooray!

2. Trust

We are verified yearly by Google, with a rigorous audit conducted by a third party. We are also ISO 27001 certified, and have developed an ISMS adequate to SOC 2 Type 2 standards. By having these reviews yearly, we assure security and stability on all our processes.

3. Best in world consumer email migrations

Google, Yahoo, Comcast, Time-Warner Cable, One.com, Harvard and many of the biggest email companies in the world have used our products for over a decade.

4. Volume

Our platform migrates 30 million emails and 3 million contacts on average per day. There is no substitute for working with this type of volume across a decade.

This is the magic sauce, what makes us—>ShuttleCloud.

Welcome to ShuttleCloud

We believe an office isn’t just an area to work. It’s a place to learn, teach and share ideas. At times it’s a restaurant and at times it’s somewhere to play games (once the work is done 😉). We even launched a rocket and turned the place into a film studio.

Game night

The most popular spot is the outside Patio where we have mastered the art of BBQing. And inside we’ve had many ‘Gather Ups’ and social events; including wine and coffee tasting.

As you’ll see in this ‘Office Tour’ Bytes episode. We have lots of space to do stuff. We’ve shared many great memories in this ‘building’. We’re always proud to show people around. And dogs love it here too!

Dogs in the ShuttleCloud Office

ShuttleCloud is a community of amazing people. We love to spend time together and have fun. Maybe you can join us one day!

Enjoy the tour!

The design behind ShuttleCloud’s migration portals

We are proud of our portals. They allow the end-user to migrate their emails and contacts from one provider to another quickly and efficiently.

On the outside they seem simple and pain-free. And Ultimately, that’s our goal. But there’s a lot of work that goes on behind the scenes to make this possible.

Why do we need a migration portal?

ShuttleCloud works with the world’s biggest email providers. Our migration platform makes it possible to migrate 30 million emails and more than 3 million contacts each day.

It works by integrating our clients’ technology with their user interface, However, integrations are long and tedious, they require customization and massive workforce from engineering.

So, our goal was to design a migration portal that would allow adaptation to each client’s aesthetic brand guidelines avoiding customization, as well as maintaining a controlled user journey.

We also wanted to create a straightforward prototype that would help our prospective leads understand how to use our tool.

Low fidelity wireframes

Before setting any design decisions in stone, we tested the portal’s flow through wireframes. After reiterating a few times, we delivered two versions that were ready for early usability testing.

Here we were testing the user experience with Ryan, who had never seen the portal before.

Analytics data

​Qualitative research, i.e. usability testing sessions, allowed us to identify potential usability issues early, which made it quick to fix them before a single line of code was written. 

High fidelity wireframes

After validating our design assumptions, it was time to proceed with the high fidelity wireframes and refine and polish the designs until their completion. This process involved both designing for mobile and desktop devices.

The ​​​Design system

We first created a design system with ShuttleCloud branding: components, palette color, font, buttons, etc. Then, we went through a thorough examination of font readability and color contrast. Finally, we delivered a coding-ready design that standardizes the graphical interface of the service. It was documented in a User Interface style guide.

Design Versatility

To achieve design versatility we created a design guide of easily modifiable components and styles. This system allowed experimenting with color schemes, typography, and styles to see what looked best. Making changes to the design was fast and efficient. But most importantly, it helped us quickly adapt to a different brand aesthetic, so that we could reach new leads with a migration portal that was ready to implement.

If you would like to put our portal to the test, get in touch and we’ll be happy to help.

6 Reasons Why People Use Gmail

With 1.5 Billion users, Gmail is the most used email service in the world! But why is it so popular?

  1. It connects with other platforms

Google was created in 1998 and since then has been expanding its long list of online products including; Drive, Maps, Hangouts and Photos. What’s great is that they all sit under one roof and integrate perfectly with each other. On top of this Gmail can integrate with over 4,000 3rd party apps.

original gmail
original gmail 2004
  1. You can use it almost everywhere!

Due to its massive amount of users, most apps, browsers, smartphones, tablets and computers make Gmail easily accessible. So you’re never too far away from checking your inbox!

  1. It stops unwanted emails

Gmail has a strong prevention of Malware and Phishing and blocks a massive 10 million unwanted spam per minute, they warn you if an email looks dodgy and even prevent you from clicking on it. 

  1. Personalization 

The platform allows you to personalize and organize your inbox with rules and filters and you can even snooze the less urgent emails.

  1. Constant innovation 

Gmail often adds new features, making the experience even better.

  1. It’s Free

Enough said.

Top German Email providers (2021)

The German Market is unlike any other; We generally go for German services over the rest of the world. The email market is no different; German email providers have a whopping 64% of the market!

Ionos (formerly 1&1 IONOS and 1&1 Internet) is the top company in the industry, owning the WEB.DE, GMX, and 1&1 brands.

GMX has been the top German email provider in the past, but WEB.DE took over in 2021. WEB.DE made its way to the top of the list with a 1,5% growth (2021), beating GMX by only 0,2%, according to Statista.

Even though German national providers own most of the market share, international email providers such as Gmail have gained more users with almost 2% in the last couple of years, reaching and maintaining 3rd place. Here is a comparison of 2019 vs 2021:

What is OAuth?

OAuth2 plays a crucial part of the process when ShuttleCloud copies the emails from your old provider to your new one. It allows us to request an email migration on your behalf without ShuttleCloud accessing passwords and other sensitive information. The same way Spotify will ask for your Gmail credentials when you set up an account.

In this quick ShuttleClouds Bytes video we explain it a bit more and hopefully after you watch it there’ll be less ‘umming and ahhing’… 

Pay attention to Carlos’ clever ‘Gate keeper’ analogy which might give you a better understanding.

Introducing ShuttleCloud Bytes

This year we’ve decided to do something different. Something we’ve never done before.

In 2021 we took to the skies and launched some rockets into the office hemisphere. In 2022 we plan to go one step further and turn the office into a film studio.

But we’re an Email company! What do we know about the big screen!?

Ok, we’re not making a Blockbuster (yet), but we want you all to see more of who we are, beyond our Tweets and Blogposts.

We started the initial brainstorming for ’ShuttleCloud Bytes’ last year, with this goal: To get the ShuttleCloud brand out there in new and different ways, create fresh content for people to interact with and put faces to the name.

Angel explains how easy it is…

So where do we start? I know! Let’s bribe a bunch of the team with Cuban food and put a camera in their face, then start asking them random questions.

And this was the birth of Bytes.

Here’s our first episode: ‘Is Migrating email Difficult?’ Let us know what you think, and if there’s any questions that you’d like answered next. Anything!…

The upcoming episodes will tackle these topics:

  • What is OAuth?
  • Is Email Dead?
  • ShuttleCloud’s favourite gadgets and beer of choice…

Our plan is not just to share our great email knowledge, but also share our company culture and the team with you. We are real people, I promise!

Get in touch and find out how easy migrating email is – shuttlecloud.com