Posts in "Gmail"

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!

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.

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

What will replace email?

I sometimes get asked, is email dead or what will replace email: The answer for me is easy; I believe that more email will replace email. Yes, Slack, Microsoft Teams, Whatsapp, etc., allow us to communicate more efficiently within our organization and make our teams less reliant on email.

IMO this, in return, makes email more valuable; it helps us remove the clutter from our inboxes. It allows email to shine:

Current landscape and future growth of email:

  • Today, there are over 4.0 billion email users worldwide, and this figure is expected to grow to over 4.3 billion by year-end 2024.
  • Revenues for all segments of the Email Market combined are expected to total over $46.8 billion in 2020 and will grow to over $84.2 billion by year-end 2024, an average annual growth rate of 16%. This revenue growth is driven mainly by the migration of on-premises mailboxes to cloud mailboxes (if you need some help in this regard, email the ShuttleCloud team :p ).
  • Total worldwide email traffic, including both Business and Consumer emails, is estimated to be over 306 billion emails/day as of year-end 2020, growing to over 361 billion emails/day by the end of 2024.

To quote an old adage, quality over quantity is what I believe we will see in the years to come. I wonder if the future of email is following the trend in Europe, where more and more people seem to be shifting to their national email providers: https://blog.shuttlecloud.com/europe-email-providers-germany-france-netherlands-poland-italy/

5 ways to stay on top of your inbox

Does this sound familiar to you?

Unread emails sparked a heated discussion on Twitter asking the question: What number is appropriate? This identified the two obvious types of email users:  The ones that have an overstuffed inbox, bursting with thousands of unreads. And people that need to compulsively get it to zero (I am definitely the second type!).

So why do people leave messages unread? Is the amount awaiting them so overwhelming that you don’t even dare to open them?

So how do we get to INBOX ZERO? It is possible, don’t worry – I’m here to help. So open your inbox and let’s get started:

1.  Get those notifications set

Are you working on a difficult task and need to focus? It’s okay to turn your notifications off, but really, you do need to turn them back on again. It’s sensible to avoid any distraction during some tasks, but don’t accumulate emails for too long or else the beast becomes untamable!  

Schedule blocks for reading and responding to emails and don’t skip them!

2.  Know your enemy

Once checked, you know what you are dealing with. Better the devil you know than the devil you don’t.

Move Emails to folders, respond to emails that need to be responded immediately, and leave open emails that you don’t know how to respond to at the moment, but that you need to respond to on the same day.

This way, you’ll be more relaxed taking care of other tasks

3.  Folders– your besties

The goal is to declutter your Inbox, so come up with some smart specific folders and some more generic ones like “Administration” or “Invoices”. Are you working with clients? Name folders according to them. This makes it also easier to find specific emails when you need them.

Leave only emails in your inbox that you need to respond to or that are important to follow-up on. You can mark them with a star or a flag to visually distinguish more important ones from the rest.

Everything that doesn’t pay the rent, delete it!

3.1  Gmail is special

Gmail needs some special care. Instead of folders like other email clients, Gmail uses labels to categorize messages. Each label name can be found in the sidebar, but emails don’t actually move there, when you label them. They work more like post-it’s, so when you select a label, you’ll see all the messages you assigned to it.

That’s why a single message can have many labels but be present only in one folder.

4.  Not only one to rule them all

Finally, I can use a Lord of the rings quote in my blogpost!:

One Ring to rule them all, One Ring to find them, One Ring to bring them all, and in the darkness bind them.[1]

It might sound extreme, but emails keep coming and once zeroed out, you must take care of that Inbox never overflowing again. For that you don’t only need one rule, but the amount that is fitting for you to rule them, find them and keep unimportant ones out of sight.

Rules help you to identify emails by subject or sender. You can automatically forward them in the correct folder, assign them the proper labels, or even delete them.

5.  Unsubscribe from that Newsletter now!

There might have been a time where you made use of those daily diet recipes and sneaker offers, but if you keep on deleting them without a glance, do yourself a favor: Open that email, scroll until the end and click “Unsubscribe”.

Followed all the steps and got a total of zero in your inbox? That does feel good, hey?

From now on you are going to be more focused, relaxed and organized. Don’t let email master you, master your Emails!


[1] J.R.R. Tolkien, The Lord of the Rings, The Fellowship of the Ring, “The Shadow of the Past

Why does email migration matter? Part 2.

A while ago, I wrote a blog post with tips for hosting and domain providers, where I also spoke about the importance of email migration for SMB’s (you can read it here), but what about your average Joe (i.e me). Why does email migration matter to them?

 Let’s look at some features that are empowered by email migration from the get-go:

  • Autocomplete – You know that magical moment when you start typing someone’s initials and the interface automatically suggests the correct email address? For this to work, you will need your contacts and emails from your previous provider.
  • Search – Do you remember the IMEI number of the phone you bought a few years ago and lost yesterday? I don’t. A simple search will allow me to find a pdf receipt that I can use for my insurance claim.

Value of sentiment

Nowadays, we all have smartphones, and most of our photos are backed up on computers or in some kind of cloud storage, but what about a time before smartphones were a thing? 

I have a friend who had a professional camera, and many years ago, took a picture of our group when we were hitchhiking somewhere in Estonia.

How did my friend share this photo with me? That’s right – by using email. Most of us didn’t think about long term use when we created our first email accounts. (I don’t use that email anymore because my handle was something ridiculous)

I have a thousand photos from the past in my emails. Despite closing that email account, I still have access to content because I was able to migrate my email into the account I use now. 

Continuing on the same subject…  How many SMS have you saved from the past? I have saved precisely 0. I also have changed numerous phones and numbers

My grandma passed away a few years ago. She had just turned 81, still working out of passion. She didn’t have a smartphone but was an avid email user, and her last email to me was congratulating me on my birthday. 

(Email is in Latvian ? )

I don’t think I have to explain how important this email is to me. I was able to import this email into my current Gmail account using the ShuttleCloud migration tool, long before I was working here.

Conclusion: 

The benefits of email migration go far beyond saving support time or improving the onboarding experience for business and public email users. However, it’s up to your email provider to choose to provide an easy way to import emails from your previous provider. Changing email providers doesn’t mean losing your valuable history.

The Day We Launched a Rocket in the Workplace

Sometimes your job will challenge you, it’ll make you go above and beyond what’s expected of you, to do things you didn’t sign up to do. Galaxies from your original role description. 

But these are the things that are going to make you a more experienced person and shuttle you towards the unknown.

If you think we just migrate Emails here, then think again.

We also send rockets into the sky. Well, higher than the office and in a more environmentally friendly way than the common exploration. It just takes teamwork, water, air and a bit of manpower…

It started with an idea (as most things do). To connect with our potential clients in a different way than an ordinary email. 

To cut a very long story short, we decided to send rockets to a specially selected group of people who we thought would benefit from our email migration tool.

But before you send a rocket by mail to someone, there are a series of safety checks and tests which need to be applied.

You should know that we take our work very seriously and this perfectly measured experiment was essential in the progression of our careers, but sometimes you just need to get away from the desk and have some fun!

With that said, Rocket Science isn’t easy and things don’t always work the first time you try. But after some true team perseverance (see what I did there), we had success with the third attempt!:

The first one needed someone with a science degree to assemble it. None of us have one of those.

With the second attempt we managed to get it off the ground! A staggering 50cm.

And the third one. Well watch the video to find out…

Jeff Bezos, eat your heart out! I’m just waiting for my offer from NASA.

How to migrate your email from OUTLOOK to GMAIL

If you are interested in migrating from AOL to GMAIL here is a video explaining the process

Screen demo of email and contact migration from Outlook to Gmail

Sign in to your Gmail Account and once you are inside your inbox click on the gear icon located on the top right corner, then you have to click on see all settings followed by the accounts and import tab and click on import mail and contacts. 

Image gmail settings

A pop up window will appear in which it will ask you to enter your email account and password. Select what information you will like to import and close this window as the import process will begin. You will receive a confirmation notification on your inbox when its done. Locating your imported emails is easy, just search on the folders on the left corner under your Outlook email.