cloudHQ

Helping your productivity, 1 click at a time.

  • LinkedIn
  • Facebook
  • Twitter
Log in Sign up
MENUMENU
  • Home
  • Featured Apps
    • Export Emails to Google Sheets
    • Export Emails to Google Docs
    • Gmail Email Templates
    • Save Emails To PDF
    • Multi Email Forward
    • Email Campaigns and Mail Merge
  • Productivity
    • Auto Follow Up for Gmail
    • AutoBCC for Gmail
    • Email Signature Generator
    • Free Email Tracker
    • Free HTML Editor for Gmail
    • Free Screencast recording for Gmail
    • Gmail Label and Email Sharing
    • Gmail Phone
    • Gmail Screenshot
    • Gmail SMS Text Alerts
  • Google Workspace
    • Gmail
    • Google Apps
    • Google Docs
    • Google Sheets
    • Google Slides
    • Google Drive
    • Google Shared Drives
    • Google Contacts
  • Categories
    • Artificial Intelligence
    • Cloud Computing
    • Dropbox
    • Education
    • Egnyte
    • Google Chrome Web Store
    • More ...

Top Tips For Onboarding Employees

Top Tips For Onboarding Employees

Small to medium sized businesses often struggle with the process of onboarding new employees. Proper employee training is a time luxury that’s not easily afforded to SMBs; in fact, 50% of them even outsource their entire human resource department.

The flip side is that the faster you are able to share your knowledge with your new employees, the faster that they can jump in and manage projects that are taking up too much of your time. Oddly enough, most companies have information that needs to be shared with new hires stored in their emails (i.e. client communications, documentation, logins and passwords, sales numbers, meeting notes, manuals, and more).

Email has always been a strange cross between being an essential knowledge base for your company, and an effective method to communicate with others. Regardless of these awesome capabilities, it’s still an unorganized mess.

Gmail - Human Resources Label

Gmail’s platform allows you to organize your emails through Gmail labels on the left hand side of your screen- which allows you to neatly keep track of important conversations and attachments. For example, all of your sales: leads, policies, procedures, scripts, and email templates can be organized under a Gmail “Sales” label.

Sharing a Gmail label avoids 5 major problems. Become familiar with them, and avoid them like the plague:

  1. Time Suck: By sharing a Gmail label, you stop wasting your time forwarding one email off at a time.
  2. Meta Data: If you forward emails to anyone, they actually lose the ability to see any meta data. Meta data information provides you with:
      1. The sender and receiver,
      2. The content, and
      3. The timestamp of any email.

    That kind of information plays a part in determining its relevancy since recent emails are usually more accurate than older ones.

  3. Structure: Forwarding emails lacks the ability to provide a company-wide organized structure for storing, searching, and retrieving important emails. New employees must figure out how to structure their own email organization, which slows down their onboarding process, and causes you more time loss until they can get settled in and take over some of the projects that you’re managing.
  4. Mess: Forwarding emails is a mess. Any new employees who receive a bunch of forwarded emails probably get overwhelmed, and we’d even venture to state that it will probably affect their retention rate.
  5. Spam folder: Most importantly, some emails sometimes get lost or are sent to spam folders. Forwarding valuable content is never the best method for helping new employees receive vital company information.

There is a better way: cloudHQ helps you onboard new employees in seconds!

With cloudHQ, your valuable email content is immediately shared through a Gmail label. As it’s shared, it maintains all your labels’ hierarchy organization (i.e. sub-labels under your parent labels), so that your company’s new employees can receive access to information via Gmail label in an organized and systematic way.

How to Setup Your Gmail Label Sharing in 3 Easy Steps:

STEP 1: Create a shared Gmail label to be shared with all employees in your company

Go to cloudHQ’s wizard:

Share_-_cloudHQ

And create a shared folder for your company:

Share__2

STEP 2: Organize your email knowledge database

Now you have a “Company Shared Folder” label accessible by every Gmail user in the company.

At this point you can organize it: This “Company Shared Folder” should contain all documents, emails, notes, and etc. that your company created:

Global Company folder:

  • HR
  • Email templates
    • sales
    • support
    • introduction
  • Support
    • Q&A
    • Common problems
  • Ideas
  • Meeting minutes and discussions

 

STEP 3: Share your label interface

Here is what to do when a new employee joins the company: Simply allow them access to your company’s emails by granting them access via the cloudHQ label “Company Shared Folder.”

Share__3

And as a last (optional) step, employees can install the cloudHQ Chrome extension so that they can share gmail labels between their teams, clients, and/or contractors.

Get Started Now 
 

Photo used under Creative Commons from Doug Waldron

Posted On: 8/27/2015By: Graciela

Filed Under: Google Apps, Google Workspace Tagged With: gmail, Google Apps, human resources, label sharing, outsourcing, share email

View AMP version

Footer

cloudHQ Backup, Migration & Sync
cloudHQ Backup, Migration & Sync product can sync, back up, copy, migrate, convert, and replicates data between different cloud service providers.
GET STARTED
cloudHQ Apps

We all hate email, but still, spend most of our day there. Because of that, we created over 60 Gmail productivity tools to help keep you be productive in the email.
All cloudHQ Apps
Contact Us
  • Contact
  • Terms Of Service
  • Privacy
  • Security
  • Table of Content
Subscribe
©2025 cloudHQ - All Rights Reserved.

Categories

  • Amazon S3 (5)
  • Artificial Intelligence (33)
  • Auto Follow Up for Gmail (1)
  • Cloud Computing (213)
  • cloudHQ Apps (433)
    • Attach and Embed YouTube Video in Gmail (2)
    • Auto Follow Up for Gmail (6)
    • auto gmail follow up (4)
    • AutoBCC for Gmail (8)
    • chatgpt for Gmail (13)
    • ChatGPT for Google (1)
    • ChatGPT Sidebar (2)
    • Convert Google Docs To Gmail Drafts (1)
    • Display Email Time by cloudHQ (1)
    • Email List Builder (20)
    • Email Privacy Protector: Is My Email Tracked? (4)
    • Email Reply Status (1)
    • Email Sender Icons (1)
    • Email Signature Generator (19)
    • Email Templates for Outlook and Gmail (11)
    • Email Tracking Blocker (2)
    • Email Zoom text Reader (2)
    • Export Emails to Google Docs (7)
    • Export Emails to Google Sheets (55)
    • Formatted Email Subject Lines (4)
    • Free Email Tracker (20)
    • Free HTML Editor for Gmail (3)
    • Free Mail Tracker (5)
    • Free Pause Gmail (4)
    • Free Screencast recording for Gmail (11)
    • Get My Receipts (1)
    • Gmail Auto Label (4)
    • Gmail Button (5)
    • Gmail Conversation Thread Reversal (1)
      • Gmail conversation view (1)
    • Gmail Copilot (8)
    • Gmail Email Links (3)
    • Gmail Email Templates (89)
    • Gmail Free Online Polls & Surveys by cloudHQ (4)
    • Gmail Inbox Zero (1)
    • Gmail Label and Email Sharing (25)
    • Gmail Message Preview (1)
    • Gmail Notes (3)
    • Gmail Phone (2)
    • Gmail Screenshot (13)
    • Gmail SMS Text Alerts (12)
    • gmail snippets (2)
    • Gmail Tables (3)
    • Gmail Tabs (5)
    • Gmail Time Tracker (3)
    • Gmail URL Link Preview (5)
    • Gmail Web Clipper (1)
    • Google Docs Templates (15)
    • Google Forms Templates (2)
    • Google Slides Theme Templates (1)
    • Happy Mother's Day Cards (5)
    • Highlight Emails in Gmail (1)
    • Hubspot Templates in Gmail (1)
    • MailKing Email Campaigns and Mail Merge (65)
    • mailking: send mass text from email text message SMS marketing campaigns (16)
    • mailto: (1)
    • meeting scheduler (32)
    • Multi Email Forward (7)
    • Multi Email Forward for Gmail (21)
    • Resize Gmail Sidebar (2)
    • save and backup my emails (1)
    • Save Emails To Box (2)
    • Save Emails To Dropbox (3)
    • Save Emails To Egnyte (3)
    • Save Emails To Google Drive (8)
    • Save Emails To OneDrive (2)
    • Save Emails To OneDrive Business (2)
    • Save Emails To OneNote (2)
    • Save Emails To PDF (43)
    • Save Emails To Salesforce (3)
    • Save Emails To SharePoint (6)
    • Save My Email (1)
    • Save My Emails (3)
    • Send Your Email to SMS (text) (6)
    • Share & Attach Files In Gmail (2)
    • Simple email view (4)
    • Sort Gmail inbox by (5)
    • Sync Google Drive With Dropbox (3)
    • Sync Salesforce Contacts To Google (2)
    • Tiny Sketchbook (3)
    • Unique URL Links for Email Conversations (4)
    • Valentines Day (2)
    • Video Email (9)
  • cybersecurity (1)
  • Dropbox (73)
  • Education (7)
  • Egnyte (9)
  • Email Templates Gmail (4)
  • Email Templates Outlook (4)
  • Google Chrome Web Store (4)
  • Google Sheets Templates (3)
  • Google Workspace (194)
    • Gmail (68)
    • Google AI (3)
    • Google Apps (40)
    • Google Contacts (1)
    • Google Docs (56)
    • Google Drive (73)
    • Google Shared Drives (1)
    • Google Sheets (17)
    • Google Slides (9)
  • Happy Easter Cards (1)
  • HTML editor for Google Drive (1)
  • Microsoft 365 (3)
  • microsoft sharepoint (2)
  • Mobile Text Alerts for Gmail (1)
  • Outlook Email Templates (4)
  • Productivity (1)
  • technology (1)
  • Text Editor for Google Drive (1)