Seven Reasons to Move Team Communication to Slack

Seven Reasons to Move Team Communication to Slack

Slack ranks among the hottest next-generation communication and collaboration tools out there. You can most certainly say that the mission of the people behind the app is to change the way people communicate at work. It doesn’t matter what industry or niche you work in. Slack is virtually all-encompassing in application. If there’s a limit to what you can do with the app, it resides in how creative you want to get with its rich features.

We have been using the app for a year now at Macaulay Gidado, and so far, it hasn’t disappointed. Not writing this to promote Slack in any way. I’m basically just excited about what we have been able to achieve using the app. Here are the top seven benefits that came with moving our team communication to the app.

Seven Reasons to Move Team Communication to Slack

All Team in One Place

At Macaulay Gidado, we tried a lot of tools out there. Think Basecamp, Trello, even Whatsapp… While these other tools have their unique benefits, Slack was the only one that delivered the result we needed, especially because team communication and collaboration become extra seamless when you can intelligibly fit everything you need for a project into one place. The app makes it possible with features like mentions, file sharing, integrations, and much more.

Seven Reasons to Move Team Communication to Slack

Slack Has an Efficient Search Tool

If you have ever used Whatsapp for team communication then you probably have a hint of how frustrating locating messages from prior days or weeks is. The search feature is there, but it’s annoying. At Macaulay Gidado, we experienced this problem first-hand. Whatsapp buries chats. Short and simple.

Then we found Slack. While chats are still buried within threads on Slack, finding them is a lot easier. I dare say easier than using the Gmail search tool. On Slack, it’s super fast, user-friendly, and best of all filterable — meaning you can input a search term and other variables like date, channel to search, name of the sender of the message you are looking for.

Seven Reasons to Move Team Communication to Slack

Streamline File Sharing

Tired of always having to set file sharing rules on Google Drive or Dropbox? Tired of receiving annoying access requests to files from team members? We have been there. Trust me, it’s not pretty.

The one thing we can tell you is that Slack is your friend. First, do a one-time integration between your Slack and cloud storage. Once that is done, sharing a file and granting permissions to access request is as easy as clicking a button on Slack.

For instance, to share a file with team members, all you need to do is copy the url and paste into the Slack thread. Slack will immediately detect that your team members don’t have access to the file and will present you with options, prompting you to grant access with just a click. Also, when a team member requests access to a file, a notification will pop up on, say, the Google Drive Slack channel, asking you to grant access with a click.

Seven Reasons to Move Team Communication to Slack

One-on-On and Group Exchanges

Slack also comes with features people naturally expect from any communication tool. There are private channels and group channels. While transparency is great when it comes to team communication, there are times when you just need to chat privately with a team member or a select group of team members. Slack makes this possible.

  • You can create a group channel for a project all members of the team are collaborating on and invite everyone.
  • Also, you can create a group channel and invite a few select team members for a side task or project.
  • You can chat with each team member alone on their private channel.
  • And you can remove team members from a channel you no longer want them to access.
Seven Reasons to Move Team Communication to Slack

Integrate with Services You Already Use

Basecamp. Trello. GitHub. Google Drive. DropBox. RemoteLock. Gmail. These are just a few of the services you can integrate into your Slack.

  • You want to know when changes have been made to a task on Trello and by who? Slack-Trello integration takes care of that.
  • You want to easily share and grant access to Google Drive files? Slack-Google Drive integration takes care of that too.

These are just some of the many services we have integrated into our Slack.

Seven Reasons to Move Team Communication to Slack

On the Go Access

Like many other cloud powered tools, you can use Slack anywhere. You can easily access work chats, collaborations, notifications, and much more from anywhere and on any device that is compatible with the app. The tool is available on Windows, Mac, Android, and IOS. So far as you have an Internet connection and a compatible device, you can keep up with your team from anywhere through Slack.

Seven Reasons to Move Team Communication to Slack

No More Pesky Internal Emails

Slack is the ideal tool to use if you want to abandon internal email and improve communications within your team. Instead of sending internal messages and announcements via email, you can just post them on Slack and everybody will see them.

Also, Slack-email integration means that you can route incoming emails with certain labels to post on a specific channel on the app. That way, without compromising access to the company mailbox, you can keep your team in the know about specific projects, task, or inbound communications.

For instance, we once worked with a client who uses RemoteLock to manage access to their vacation rental property. Typically, the client issues his guests temporary access codes and RemoteLock notifies him via email whenever someone unlocks or locks the door.

The client needed to give his team access to the email notifications without compromising access to his mailbox. So we helped him set up a Slack-Gmail integration so that the notifications are automatically broadcast on the team’s Slack channel. It worked like magic. And just like that, every team member now knows whenever a guest accesses the client’s property.

It doesn’t end here. Slack has a ton of other juicy features. It all depends on your industry and how creative you want to get with integrations.

Next, I will talk about how we use Trello, Basecamp, and a host of other apps at Macaulay Gidado.

This article also appeared in Macaulay Gidado’s Medium publication.

Do You Know How to Configure Catch-All Routing on G Suite?

Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing

Well, I will show you how. First, let’s talk about what catch-all routing is and why you need it.

A catch-all, also called a wild-card email address, refers to your chosen G Suite mailbox for catching all emails sent to any nonexistent email address on your domain, and it doesn’t matter if that nonexistent address is [email protected] or [email protected]. It doesn’t matter the combination the sender uses. So far as the email address is associated with your domain, you will receive the email in your catch-all mailbox.

At Macaulay Gidado, we configured catch-all routing to avoid losing emails when customers misspell any of our email addresses. So if you are a business, I recommend you set yours up.

Catch-all routing also came in handy when we were starting out as a business.

  • First, it allowed us to set up email aliases (on our domain) that don’t just send emails but also receive them. The only downside to this is that all emails go into one email box, unless you set up filters and forwarding. Anyway, this is something that can also be fixed with Slack-Gmail integration if you work with a team. Using Gmail filters and labels can also help you makes sense of everything in your inbox.

 

  • Like any other business, we had departments. It only made sense to use [email protected] for sending and receiving support emails, and [email protected] for managing inquiries. It made us look professional. Naturally, we would have needed to register a G Suite user for “support”, and then another for “inquiries”, and so on. Initially, we went with combining catch-all routing and aliases. It was fun while it lasted. But it’s not scalable if you work with a team.

I think this second benefit is more suited for a one-man business. It’s not going to save you much. But the savings can buy you coffee on a boring day.

Without any further ado, here’s how to configure catch-all routing on your G Suite

Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • Now, click Apps
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • Click G Suite
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • Click GMail
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • Scroll to the bottom of the next page and click Advanced Settings
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • Once on the following page, press “Ctrl + F” on your keyboard and then type in “Catch-all” to find the catch-all section.
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • Find where “Routing Locally applied” is written and click “add a new routing”. This is usually not visible until you hover over it. In the screenshot below, I have highlighted where you need to hover so that “add a new routing” can appear.
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • On the pop-up window, check the boxes for “Inbound”, “Internal — sending”, and “Internal -receiving”.
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • Scroll down to “Envelope recipient” and check the box for “Change Envelope Recipient”. Under it, check the box for “Replace recipient” Then next to “Replace recipient”, type in the email address whose mailbox you want to use as your catch-all mailbox. This should naturally be your G Suite email address.
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • Scroll down more to “Encryption (onward delivery only)”. Check the box for “Require secure transport (TLS)”
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • Below it, click “Show Options”
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • More options will appear. Under “Account types to affect”, check the box for “Unrecognized/Catch-all” and click “Add Setting”. This will take you back to the page right under the pop up.
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing
  • To save everything, click “save”.
Sign up for G Suite - Macaulay Gidado - Configure Catch-all Routing

That’s it. You are done. Now emails sent to any unassigned email address on your domain will be routed to the mailbox you chose as your catch-all mailbox.

Next, I will show you how to set up email alias so you can send out or reply to emails as up to 30 unassigned email addresses on your domain.

This article also appeared on Macaulay Gidado’s Medium publication.