Tag Archives: productivity

How to plan your work week after a long holiday


Welcome back! Did you have a great time with friends, family and loved ones this Thanksgiving? Excellent! Now you can start digging yourself out of at least half a week of work. Take the initiative to organize yourself and your work to avoid the post-vacation burnout.

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6 Ways to Maximize and Manage Notification Alerts

Notifications are certainly the most important feature of a good project management system. And the bigger the project, the more vital the notifications become. We all need to be notified if a co-worker completes a task we were working on or if someone adds a comment. On the other hand, there are a lot of things we don’t need or want to be notified of. This is why Producteev provides smart notifications on Android, Mac, iPhone and Web. Here are seven best practices to be more efficient with notifications:



1/ Be selective. We give you the choice not to overload your mailbox. Go to your settings and set the events you want to receive notifications for.

2/ Pick and choose workspaces. Not all projects are of equal importance. Choose the workspaces that are highest priority to be notified about via email.


3/ Select the right email. We all have multiple emails addresses (personal and work). Choose the appropriate email for the project notifications in your settings.

4/ Unfollow tasks you are not interested in anymore. Notifications are sent for tasks you are involved in. If you are the creator or the assignee of a task, your will receive all the notifications. To stop those click on “unfollow” in the task detail panel.

5/ Follow priority tasks. An easy way to stay up-to-date on an important task is to follow it.

6/ Download the apps! Get notifications on your iPhone, Android, and/or Mac so you are always in the loop.


Have a Producteev week!

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Prioritize Your Tasks: Don’t Get Lost in the List

Task lists are great but can be overwhelming when it comes to prioritization. If you write down all your tasks, odds are you have a very long list! Luckily, Producteev provides a range to ways to prioritize your tasks from the bigg (the workspaces) to the small (the subtasks). Here is a review of all the layers you can use to keep the control on your projects and priorities.


1/ The workspaces

A workspace is the place where you can create your tasks and invite people. Depending on your activity, a workspace may be a project or a client case. To deal with daily tasks you can also create and share a workspace with your whole company.



2/ The labels

Some call it tags, we call it labels. In any case, the labels are really useful to order the tasks by stage, work area or client case. This is a convenient way of organizing tasks because you are able to filter by label. You can also assign several workspaces to a task to visualize the dependencies at a glance.



3/ The tasks

Our advice about the task is pretty simple: if you think it should take more than a couple of hours to complete a task, split it in two or more tasks. Completing a several of the tasks is more encouraging than working on the same one for days!


4/ The subtasks

Subtasks are the best way to keep track of individual steps for a task. You can use the substasks as reminders of the process to complete the main task or as little personal reminders.



Once you complete the basic prioritization of your tasks, you will ready to hit the ground running on any project!

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How-to deal with your people on Producteev?

Teams are change. Employees are leaving, new employees are being hired… Regardless of what type of business you are running, it is inevitable that you will need to adjust teams, reassign tasks, and sadly, make sure that former employees are unable to access sensitive information. Luckily, there are a few simple steps to follow to complete all of these actions in Producteev. Let’s review a few important scenarios:


1/ Onboard a new member in a workspace

Let’s say you just hired the perfect assistant. Now you need to provide access for this person to manage your tasks. All you need to do is login to your Producteev account, open the workspace, and to click on the green “+” located in the left sidebar. Then, just type the email address of your employee and Producteev will send the person an email invitation. This is also where you can check your pending invitations and even revoke an invitation if you change your mind or misspell an address.


2/ Give administrative powers to someone else

An important element of success is the ability to effectively delegate tasks. As an example, user authorizations is a task that may be better suited for your wonderful new assistant. To give your assistant access, you would open your settings and to go in the workspace panel. Do you see the link “change administrator” option located beneath each workspace? Simply click on this option and to chose your new administrator. Note that this setting will not change anything about your current subscriptions.


3/ Remove someone from a workspace

With any business, employees will come and go. It is important that former employees do not have access to the company projects or tasks. To do remove those people from your workspaces you first go to the settings panel. It takes one click on an user avatar to delete this person from the workspace. What happens with the tasks? All the tasks will be reassigned to the creator of each task, or to the workspace administrator if the creator was the person you just removed.


Have a Producteev week!

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6 Tips for a Better Sales Management with Producteev

From the classic notepad and paper client folders to professional CRM software, there are many ways you can manage your sales process and leads. Simplify your process with Producteev. Whether you are using regular or Pro workspaces, you can use Producteev to better organize your sales team. Here are six best practices we have heard from customers when using Producteev as a sales management tool.




  1. Make clients tasks. Just like a task, a client may be active or “done.” Each client should be represented by a task.
  2. Use Labels to identify the stage of the funnel of the contact. The labels act as step-indicators for prospects. You can easily create a label for each stage, and change it when something changes with the contact.
  3. Remember to assign the responsible party! Assign the task to the sales representative. This contact then becomes a member of that person’s portfolio.
  4. Utilize Deadlines. Timing matters when you’re trying to convert a prospect.
  5. Don’t count to much on your memory, use the notes!
  6. Use Stars to indicate size or value. There’s always a potential value behind a prospect. The stars help you identify which one is the most important in a blink of an eye.

With a little extra setup, you can optimize your tool through creating macros. For example, one of our customers combined the power of the Mail2Task with a rudimentary contact HTML form on their website to automatically turn emails into potential leads… Stay tuned: this tip will be the subject of a future blog post.

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They use Producteev to sublimate their commercials

M /studio is one of the most well known post-production facilities in Chile and a reference for commercials in the Latin American World. When we heard that they use Producteev to manage their projects, we couldn’t resist asking a few questions.



Hòlà compañeros, tell us a little you and your company.

My name is Fernando and I’m partner and general manager of M /studio, a video post production company. We mainly do advertising and we work with some prestigious clients like Coca-Cola, L’Oréal, Colgate, Palmolive… I run the company on a daily basis when Guayi Mas our art director, is on the field trying to create spectacular effects for our client’s commercials.


How does Producteev help you to get those projects done? How do you use it on a daily basis?

We use Producteev to coordinate the process of post-production. Since the plans change every minute we need to keep everyone updated and to share information in real-time. A client changed his mind, a last minute revision… They’re always unexpected challenges in this business and Producteev has been really good to keep everyone updated with what they have to do in order to make the commercial great and the customer happier.

Give us your secret, what does your Producteev board looks like?

We use Producteev in a very special way. We only have a few projects running in the meantime and each project is short (5 days on average) and intense. So we use a common workspace for all the employees where we represent each client as a label and each project as task. Then, we use the notes to keep everyone updated on the next steps to follow. Using the notes allows us to send a notification by email to each employee as soon as something is moving on the project!


What feature do you use most in Producteev?

We mainly use the web app since we are always in the studio and we stay behind our computers for days when it is time to finish big projects. The feature we use the most is definitely the emails and the notifications by this channel.


How did you manage your tasks before you use Producteev?

I just put everything I could think about on a calendar or on my agenda and then I had to manually send emails to everyone to notify them. Finally, each employee had to recreate their own task-list on a piece of paper. Now with Producteev I can share all the information with the entire company, which is much more powerful and productive. I don’t have any doubt on the quality of our work, but this kind of tool helps us to be more organized and efficient.


Thank you for your time and stay Producteev!

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Why you should have a talk with the Producteev Chat Bot !


The talking-robots are often scary, but they’re not always like that! Look at R2-D2 : without him, Skywalker wouldn’t be alive after the 1st Star Wars…

If you adopt it, the Producteev chat robot will be your very own productivty assistant. He will take care of your tasks all day-long. Either you want to be notified when a task is due or create a new task, directly on and from your desktop.


1/ Add the Bot as friend

To add the bot to your contact list, you first need to activate the feature in your Producteev account. To do so, go to this page, click on the Google Chat button and enter your Google account or Jabber address.

Then you only need to accept the invitation from the Bot directly in your GMail account, or in your Jabber Client if you already have one.


2/ Connect your messaging account to your favorite client

iMessage, trillian, Adium… The choice is all yours. All you need to do is to open your client, and to enter your credentials in the application’s preferences.




3 / Discuss with the bot

You’re all set! Now you’ll receive a message directly to your desktop every time you have a notification or a task is due. To set up wich alerts you want to receive or not, go to this page.

To create a new task using our bot, simply talk to it, it understands Natural Language Processing. For example, you can write: “@BC Call the banker tomorrow #Finance” to assign “call the banker” to Bruno C., due tomorrow with the label Finance.


Thanks for your support and stay Producteev!


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Summer Productivity Survival Kit

Summer is a challenging time for productivity in the office and in general!

You can’t deny that during summer the atmosphere at work is different: colleagues or clients go away on vacations, it’s warmer, and the office doesn’t seem to be the dream destination, but summer can be restorative and PRODUCTIVE following these few easy rules:


Plan in advance – Build a clear calendar as it will be important to organize yourself with a clear vision of when people go on vacations and make sure everyone in the teams also knows when others will be away.

Change priorities – Take advantage of this time with less people in the office to focus on projects that have been left behind and don’t require that many people. For example, business being slow might be a great opportunity to prioritize non-usual tasks: innovate, organize some brainstorming or team building sessions and get employees out of their comfort zones to do things that they wouldn’t do during the year.

Get ahead for September - Take advantage of the slower weeks to get ahead on tasks that will be difficult to schedule in the fall, for example, get the plans and schedules ready to have a clear vision of the strategy when fall starts.

Change the Schedule – Be realistic, summer is the key time to focus more on results that time spent in the office and generally it’s a good time to focus on high-energy time slots.  For some people it typically is better to get earlier to work during summer as they have more energy than later in the day when it gets warmer when the idea of getting out of work becomes overwhelming.

Summer Hours & “Summer Fridays”

To eradicate the long Friday afternoons when employees can’t focus and just can’t wait to get out of the office, some companies especially here in the US choose to shorten Fridays and find out that not only it increases employees’ satisfaction but it also increases productivity. Unless their workload is too heavy, employees can then manage their time during the week to be out early on Friday or finish their week on Thursday nights. Of course to be successful summer hours need to meet company’s goals and not distract teams from main task.

Avoid Distractions – It will be hard especially during this big Summer of Sports with events as Euro 2012 and the Olympics which might affect productivity on the workplace. The important part is to define time to focus and time for entertainment whether is to take some special breaks as a team or for individuals.

Take time off – It can be few days or a week but taking time to chill out and disconnect from work will make a difference when the workload is back to normal in September.



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Top 5 Ways to Turn Around a To-Do List From Being a Total #Fail

To-do lists are hard, we all struggle with them. Sometimes they seem to take over our lives. We can’t let that happen!

Below are the top five signs you need to change your to-do list and how to make that happen.

  1. A disheveled appearance that’s no longer hipster. Messy hair and ’80s clothes work for residents of Williamsburg, Brooklyn. But looking a hot mess 24/7 and outside of New York City often indicates a lack of personal care. Not looking your best and paying inadequate attention to personal appearance is a faux pas in France. Nobody would be caught dead in sweatpants or Crocs over there! If you’re constantly throwing on scrubs and not working in the medical field, you may need to rearrange your to-do list. Remove things, for instance, that don’t need to be there. You’ll be happier and more likely to score a hot date, which is a win-win in our opinion. ;)
  2. Inability to carry on coherent conversations. Have you become a space cadet? Earth to Jane/John! Do you sometimes get emails thrown back at you due to not thoroughly reading them and failing to respond to all questions and concerns? You probably need to take a short break, so that your focus becomes sharper. Try the Pomodoro Technique if you haven’t already.
  3. Desks and desktops that are utterly out of control. Similar to personal appearance, our workspaces should be cared for and attended. Taking moments to organize your files each day, and clearing your desk – even once a week if you don’t have time everyday – will have huge impacts on time saved in the long run. Don’t make your life harder. Keep your workspaces clean and orderly. You’ll be better at getting your work done, we guarantee.
  4. People avoiding your increasingly curmudgeony ways. If you’ve morphed into a cranky, angry person nobody wants to be around and all your co-workers dodge you in the hallways – now is the time to get serious about work-life balance. Here’s a great guest post on strategies for work-life balance. Our relationship to work affects our personal relationships. Americans especially need to be more mindful of when to put more energy on the human side and less on the money making side.
  5. Complete exhaustion and on the verge of system meltdown. OK, you’re way overdue for that work-life balance. Follow user Tony Morgan and delegate whenever possible. Go back to basics and priorities. We can’t always get everything done that we want to – but we can work intelligently to get things done that we need to. Learn about the Covey Method for prioritization, from student user Aaron Couch. Have an amazing method of your own? We want to hear it in the comments!

At Producteev, we believe you can master your to-do list. Often, it’s just a matter of re-figuring things out. Learn more about conquering your to-dos, including the famous Getting Things Done framework, from business analyst Karl Burkum.


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Our iPhone Update has faster sync, quickfilters, and shows the next due date on completed reoccurring tasks!

The sync feature runs as a Background Task so you don’t have to wait until sync is finished before leaving the app

This new sync makes it faster to synchronize with other Producteev platforms.

Our new QuickFilters selector is simple!  Just swipe up to open and you will save time.  You can still long press the button too.

In the Task LIst, you can set a reoccurring task as done and it will now display it’s next due date.  We also fixed a few things:

  • Saved Quickfilter tab (Starred, Late, Today) displays the correct filtered view after launch.
  • Editing a Label’s name no longer creates a new one in some cases.
  • Sync error when creating a label with the same name as another.
  • Removing all the labels from a task is now possible

Go update it here: http://itunes.apple.com/us/app/producteev/id306289289?mt=8



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