Category Archives: Team Task Management

Can a task management app bring you peace of mind?

“Producteev is an effective way to document our work and helps us make decisions on what should be done next. We use it for team transparency and accountability” – Dan Johnson, business manager, outdoorsman.

fave features:

  • shared workspace
  • Android app
  • labels/tags

key benefits:

  • centralized location for projects
  • mobility
  • peace of mind

Dan Johnson and teammates at rely on Producteev to manage web-related tasks, from design to SEO to business strategy. ReallyCheapHealthInsurance provides its clients with instant health insurance quotes from many different insurance companies so people can compare health insurance prices, products, and policies side by side and choose what works best for them. The close-knit team is based in three states and two different time zones. Producteev helps make online collaboration across several states less of a hassle for them.

The team’s entire front end development is managed using the to-do application. Programming tasks, with varying degrees of difficulty, are assigned to appropriate member(s) of the team. They are then easily starred and ranked, in order of priority.

In addition to product development, business goals are measured in Producteev. Leads for agency partnerships, for instance, are tracked with the task manager. From the qualifying stage to the follow up stage, potential partners are notated in the system. Specific actions to be taken are entered and scheduled, as needed. This action-oriented approach ensures that multiple opportunities are leveraged.

Often on the go, or in the field, Dan adjusts by managing his to-do list on Astrid, a 3rd party application for Android. The add-on syncs with Producteev, allowing ideas that come to mind while running errands, to be easily tracked and administered as tasks at a later date.

Finally, Dan also uses Producteev for personal to-dos. He assigns labels to help organize and process to-dos, and like many Producteev users is a fan of Getting Things Done (GTD). “What I really like about Producteev,” he shares, “is the ability to forget about tasks when out camping, fishing, or biking, and knowing that they will be right where I can find them when it’s time to get things done!”

For Dan Johnson, Producteev offers the best of both worlds and makes managing both work and play a breeze.

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Online Collaboration Made Easy for an International Non-Profit

“We really appreciate Producteev and are big fans!” – Kevin Tordoff, marketing director.

fave features:

  • mail2task 
  • team assignment 
  • calendar view

key benefits:

  • seamless collateral building
  • ability to focus on multiple projects simultaneously
  • effortless status tracking

Marketing team at their Pathways Out of Poverty exhibit

HOPE International, a 501(c)3 organization, serves the US & 14 countries worldwide as a microfinance network providing access to financial services to the working poor in an effort to combat global poverty. HOPE International recently celebrated the provision of its 1 millionth loan with guaranteed approval. 

Kevin Tordoff heads the marketing department, which is a diverse team of designers, copy writers, public relations professionals, and event coordinators. The team is an integral part of the organization and helps further its mission by using their creative services skills to raise awareness of the issues and solutions of extreme poverty.  

The creative group is in charge of executing a continual flow of requests for print materials, as well as maintaining the content of several websites and delivering compelling video reports from the field. Producing events are also a vital element of their work routine as these occasions are important in connecting their donors to work in the field. They use Producteev to manage a wide range of projects — from planning an annual Global Leadership Summit, to handling special jobs in locations like Ukraine and the Dominican Republic.

To help organize their full line of work, the team uses several workspaces. For instance, one workspace is completely devoted to events and another has been designated for a special exhibit. 

Their general tasks, however, cover assignments from “copy” to “media coverage” and are easily scheduled and tracked within Producteev. The app’s strong collaborative sense makes it simple to share a single, common view of all upcoming projects. It is also the number one reason the team migrated from their previous to-do application.

To better offer their services to all HOPE International staffers, which includes a domestic contingent of 45 employees, Kevin devised an internal, online form to assist with the creative request process. When a staff member in another division needs images or logo designs, s/he would fill out the form for Kevin’s team. All pertinent data is gathered in one step and is then forwarded by Kevin to

Once entered on the web app, tasks are then assigned and passed along, as needed. The huge advantage, according to Kevin, is having the same visibility, date, priority, label and attachments across the board. The team watches deadlines carefully by toggling between task and calendar view. Both views assist in preventing missed deadlines.  

Finally, the creative team enabled flexible permissions on their workspace. The feature is available upon request and makes all tasks shared by default. Thus, any team member can edit and append task details and mark a task off as done.

Like another Producteev use case, implementing an online form into your workflow saves time and alleviates e-mail trailing. For Kevin and his team at HOPE International, the online form and Producteev work together to make it easier to scale and help more people. 

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Managing a deadline-driven editorial calendar

Team Spotlight: Judi Huck — community manager, bug smasher, super hero

fave features:

  • notifications
  • calendar view

key benefits:

  • monthly planning
  • remote access
  • centralized location

Producteev is the glue of managing our online community. We use the online collaboration tool to coordinate our social media efforts, involving the administration of the editorial calendar, and to make sense of our compendium of platforms — primarily the blog, Facebook fanpage, and twitter account. The solution is ideal for handling various post frequencies (the blog target is 3-5 posts a week). Recurring tasks, such as monthly newsletters, can also be handled smoothly.

At the start of each month, the marketing team meets to discuss topics to be shared with the community, including micro-communities like 3rd party developers and other segmented audiences. All ideas are collected on Producteev, entered and organized using priority, labels and notes. To assist visually, we color-coded labels according to several factors including location.

Getting Things Done
Tasks that require writing, or producing content, are managed using the helpful notifications system. We select both email and IM notifications, depending on the situation, and set reminders anywhere from 5 minutes to 2 days prior to a deadline. Scheduling is also made easier with google calendar sync, which is available for individual or multiple to-dos and can be activated in a single click. SMS notifications are made possible by gcal sync, offering yet another way to stay on top of firm deadlines and ensuring that each day and each week follows the monthly schedule.

In addition, assignments can be tracked outside of Producteev’s web application. Drafts requiring revision can be emailed to and instantly assigned to other team members. Upon completion of a certain article, for example, items can also be recorded as “done” simply by replying to an email or IM notification. From time to time, we retrieve information and pull our to-do list using natural language. For added benefit, unlimited email addresses can be connected to workspaces. Currently, we incorporate the workflow of 3 accounts, including a shared inbox.

Naturally, the need to quickly change dates and preserve oversight is important. For instance, a majority of the announcements made on the blog are product updates, which are subject to change. When development deadlines move around, it’s hugely convenient to drag and drop events in Producteev’s calendar view. “Non-planned” tasks, or tasks without deadlines, can be dragged and dropped as well, and any new ideas are recorded as they arise for later sorting on the calendar.

Switch between viewing by month or week in one click.


The Power of Review
Weekly digests further instill productive habits. Sent via email, the list of active tasks and projects help with getting the week in order and meeting goals.

When logging on, to-dos can be sorted by certain criteria. Other than sorting by deadline, sorting by label is handy and provides a categorized glimpse of more than one social media platform.

Finally, any stats on social media activity are added as attachments for later use during quarterly assessments. Virtually all file types are accepted, and these measurements provide key insight into overall campaign effectiveness. Producteev really serves its purpose as an interactive, centralized application for the high volume of simultaneous, ongoing responsibilities with developing online community.

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The Perfect Task Manager for a Strong Marketing Team

“It’s working out fantastically!” - Ashley Bienvenu, marketer, cheerleader, out-of-the-box thinker.

fave features:

  • starring system
  • deadlines
  • notes

key benefits:

  • ongoing development of ideas into strategies
  • more productive team meetings
  • greater alignment with different schedules

Ashley Bienvenu and her colleagues at Shopbot discovered Producteev for their personal to-dos. In a short amount of time, they implemented the task manager to coordinate their entire marketing efforts.

Shopbot now uses Producteev to manage a complete spectrum of responsibilities — from the smallest of routine tasks to more major projects, as far as three months out.

For instance, Ashley manages daily tasks like updating the company blog and enters objectives for long term projects overtime. In doing so, she ensures that repetitive tasks are quickly completed and ideas for major projects are always “on the radar.”

They heavily rely on task priority, deadlines, and notes. Not all of members of the marketing department work the same hours. Thus, leaving notes on tasks serve as a primary means of collaboration.

Any team member adds tasks to the workspace at any time. Instead of an overseeing admin, all members participate in assigning tasks to one another. Ashley raves, “It’s working out fantastically!”

Ashley considers the avatars, or team photos, an easy way to get a glimpse of who is assigned to any particular task. In fact, like many users, she and her team were attracted to the interface and are motivated to be on Producteev on a daily basis.

On a weekly basis, they use Producteev to help run more efficient meetings. Using tasks as a reference for brainstorming and devising different campaigns and strategies, they make sure that no thoughts are left out of the mix.

Finally, Ashley compares Producteev to a traditional, paper to-do list. “With Producteev, there’s the added benefit of technology, but that same satisfaction of marking a task off as done.”

The Shopbot team is present in:
Australia and


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Q & A: How Producteev “alleviates email trailing” for a photography studio


The core team at Vaughn Media includes: Matt Prested, producer; Cari Vaughn, director of business development; and Joe Vaughn, photographer and director.

Joe Vaughn’s images have graced the pages of Vanity Fair, GQ, NY Times magazineFast Company and Sports Illustrated. He specializes in portrait, food, travel, and lifestyle photography.

Like most modern companies, their Michigan-based office is often on-the-go, with an international client list. The team appreciates Producteev’s mobility and relies on the app to decrease time wasted with email.

How do you use Producteev?
Joe: Before Producteev, I would just use email for my workflow, but I found that after about a week, tasks were not getting done. It was difficult for me to keep up with emails, and constantly going back to read old messages was inefficient.

When I was looking for a work solution, Producteev was definitely a contender. I liked its aggressive approach to tackling the problem and how the developers seemed to work hard towards making their web application better. I got on board while the company was still in beta and have been satisfied ever since.

Matt: In addition to our regular clients, over the course of a year we may have anywhere between 40-50 one-time jobs. When not working on a photo shoot, we put less emphasis on a calendar-based approach and really rely on the app as a task manager.

Privacy settings have made a big difference, especially with our photography and design interns. Also, any given shoot can have a peripheral team of 3-15 freelancers. We’re more selective with what we let them see, but Producteev helps us eliminate some of the guesswork.

For our interns, however, logging onto Producteev is usually the first thing they do when coming into work. The system’s been handy with assigning them tasks, like updating our website, and has helped coordinate their irregular office hours.

Cari: Without Producteev, we wouldn’t get anything done! The three of us stay connected with the iPhone app and stay on task with notification reminders.

We use labels extensively to keep things organized. Joe may have as many as 50 active tasks, which we label by client and our own unique ticketing system to maintain order. We also label according to status, for instance, we have a label titled “invoice” to manage our invoicing.

Joe: The search function’s great, too. If I ever need anything from a completed job, I can easily search for and find projects from several months back and retrieve files, links and documents from those tasks as needed.

Describe your experience with Producteev.
Joe: Some of the more involved photo shoots have multiple art directors, an art buyer, and others within the ad agency. Email conversations could go in circles, without any final decisions being made. The system alleviates email trailing, with Producteev acting as a hub.

Matt: I oversee the administration of client needs and filter through the email trails to help Joe with priorities. We use creative briefs to record pertinent information and attach them as PDFs to tasks.

Joe: As a result, we have a much more manageable jobs list, and all I have to do is click on a task to see everything related to that assignment. This is a dramatic improvement from excessive email chains.

For more information about Joe Vaughn and Vaughn Media, visit

Put Producteev’s priority features to work, spend less time scheduling and get things done without relying on a calendar.

  1. Indicate priority level while adding a task by using asterisks (2* or **) 
  2. Add a priority level to already existing tasks to the left of task titles
  3. Go to the footer and Sort by – Priority to list tasks in descending order of importance

Find out more in Support.

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Q & A: How Producteev skyrockets your productivity


SlideRocket makes presentations awesome. Its cloud-based service lets people present from almost anywhere. It also helps with collaboration amongst co-workers and getting measurable results from your business communications and customer contacts.

The company also shares some of the same integration services as Producteev, like an iPhone and google marketplace app.

Nathaniel Robinson is VP of Marketing and a workspace admin. He and his team use Producteev to take their workflow to the next level.

Q: How do you use Producteev?

Nat: We have several workspaces. Today we use Producteev across marketing and business development and sales to ensure we’re all focused and working on a the right things at the right time. It also helps ensure that we’re not duplicating efforts and it helps us work as a team by getting what we need from other team members.

Mostly we use Producteev for tracking our own work, but we do use Producteev to sometimes assign to do’s to other people on the team. Our CMO uses it to assign tasks to us and keep track of our progress. When we want to see what someone is working on, we just click on their name.

I have also found the sort feature, in the footer, quite handy. I typically use it to sort by deadline and priority. It really helps me focus my energy.

Q: Describe your experience with Producteev.

Nat: Producteev really seems to be the only service that caters to our team needs. We needed an online application that would let us track assignments, document work history, let us be mobile and integrate with our other tools.

Many of us use the iPhone app. Also, SlideRocket is a SaaS solution and a Google Apps Marketplace partner and we like to adopt other Google SaaS solutions to manage all our apps in one place.

In addition, I connected my IM client and have used it a quite bit.

Producteev gives great visibility into what everyone is working on and keeps us on track!

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Q & A: How a church team gets things done with Producteev


Northland, A Church Distributed ( is a pioneering congregation focused on building an international community of worshipers. The church connects thousands of believers worldwide, bringing live, interactive streaming of its weekly services to the Web, Facebook, iPhone and Android mobile devices, Roku and other environments. Northland has several sites throughout Central Florida, as well many house churches and partner ministries around the globe. Northland’s worship services are a blend of foundational and modern worship and incorporate the latest in lighting, audio and video technology.

Rob Andrescik is the director of public relations.

Q: How do you use Producteev?
Rob: Northland’s media design team [with around 20 people] plays a key role in helping to create an environment where congregants connect. We never suffer from a lack of ideas, but we have often struggled with how to capture the best ideas and take action on them. As the creative team that serves all of the other departments in the church, we also needed a way to keep track of the many requests that we receive and the progress of those requests.

At any given time, there are about 75-100 active projects going on. Everything goes on a team calendar, which we review in a weekly meeting.

Over the years, we researched many different types of project management and tasking tools. We ultimately opted for Producteev because it helps our team to get things done and makes project management simple and convenient. It allows us to quickly make and receive assignments and helps us stay accountable to one another throughout the creative process.

The ability to add attachments to our tasks has provided a much-needed centralized system for our creative collateral.

The creative process doesn’t work on a schedule—inspiration comes at any and all times of the day. Producteev provides us with many ways to capture these ideas and assign them to people who can help make them happen—via iPhone, the Web, email…even instant messaging. It’s a great tool.

Describe your experience with Producteev.
Rob:Our team loves Producteev. I tell everyone about it.

The ability to turn emails into tasks has miraculously transformed the way we work. Most of our team members have iPhones, and the free Producteev app is great. The dashboard online is really helpful, too—showing you what other team members are working on, without getting in the way of your own tasks.

Personally, I am also a fan of the notes feature, google calendar sync, and natural language processing. I noticed that you are adding reports to Producteev, I’m eager to see how that works!

All in all, Producteev has been an extremely valuable tool for our team collaboration. I thoroughly recommend Producteev to anyone, because it’s easy and accessible.


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Q & A: How Producteev helps a consulting company come together across departments

Nuezra is a privately held, self-funded company that provides IT support and consulting for businesses. Founded in 2004, it works with companies of all sizes and specializes in meeting the needs of its customers through end-to-end solution services. Nuezra prides itself on implementing a mix of creativity, innovation, and technology in its consulting.
Neha Lodha is a marketing manager.
How do you use Producteev?
Neha: A team member heard about Producteev through one of the social networks and started using it for personal use. It was soon brought to the attention of the company that it could be utilized as a task manager across all departments. It has completely changed the way our office works. We are a rapidly growing company, and we use Producteev to optimize team collaboration and communication.
We belong to various groups, and Producteev helps us view and complete tasks simultaneously. For example, our sales coordinator sometimes has to work directly with our accounting department. It makes it more efficient for them to join the same workspace and interact with each other’s tasks. Seeing as to how our roles sometimes overlap, it makes more sense for our us to work together on different tasks between related departments.
Also, Producteev allows us to be more efficient by attaching documents straight into the program SalesForce. By doing this we are able to not only save time, but utilize and document multiple needs of different programs. We love its flexibility of integration!

Describe your experience with Producteev.
Neha: As a manager, Producteev is a great resource and helps me keep track of where people are on certain assignments, without the need to follow up personally. The team can quickly indicate the steps they’ve achieved towards a project’s completion. Not to mention, Producteev’s design makes it very user friendly. It has easy to read labels and straight forward tabs.
Viewing due dates on tasks and their level of importance are easily accessible. The overall layout makes it convenient to find important information and locate assignments, whether they’re assigned to the individual searching for them or to other team members. Producteev’s intuitive navigation makes it simple for new team members to rapidly learn how to use the program. Again, as an expanding company, this is very useful!
Everyone has different forms of managing a task, how they balance taks lists and calendars. Producteev conforms to an individual’s work style. For instance, sone of us complete tasks using the Getting Things Done (GTD)methodology. We define what needs to be accomplished, make it tangible by inputing it into Producteev, delegate it, assign the time required for completion, and provide the resources needed.
When team members are out to meetings and receive important emails, they take advantage of the mail2task feature and easily transfer assignments just by emailing them.Producteev has truly been a great asset for our company because of its many features. It has really helped our business, and we are now able to stay organized and on top, like never before. It offers our entire office one central place where we are all able to check in and make noticeable progress, both inter-departmentally and on the go.


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Q & A: How Producteev helps a team of scientists juggle multiple research projects



The BennettLab is an obesity research lab based at Duke University in the Department of Psychology and in the Duke Global Health Institute. Its research is funded primarily by various government grants.
The BennettLab is run by Dr. Gary Bennett and is comprised of faculty, staff, undergraduate, as well as graduate students.
Perry is the Project Director and managers all of the lab’s research projects. Erica is the Project Coordinator for Intervention and is responsible for development and implementation of intervention studies.
The lab works closely with community partners and a variety of external vendors in order to operationalize interventions.
How do you use Producteev?
Erica: We focus on developing strategies to help contend with the obesity epidemic by uncovering social and behavioral determinants of obesity in high risk populations and developing innovative obesity intervention strategies.
At any given time, we are juggling 6 or 7 research projects. We really needed a system to help us make progress with our huge workload. Producteev helps us stay in touch with the bigger picture while managing and prioritizing our day-to-day tasks.
Perry: As Project Director, I’ll often glance at the workspace tasks and use it to help the team prioritize and manage their responsibilities. It’s helpful for us to be able to check in with each other by creating new assignments and seeing if anyone needs help. I love that Producteev makes it easier for us to track and follow up on simple tasks, like “make a phone call” — both our tasks and those assigned to team members.
Erica: In addition to the web app, we’re fans of mail2task and IM2task. We use IM quite frequently and find it really convenient, especially coupled with natural language.
Perry: We’re also admirers of the notes feature and use it regularly.
Describe your experience with it:
Perry: Producteev just fit with our team. It very quickly and very easily accommodated a wide range of technical comfort. Producteev was adaptable for those with higher technical inclination, and it allows them to activate some of the more advanced features. Yet, it was also a program that the members of our team who are not really gadget-savvy can use with ease. 
Erica: To get everyone on board, we did a short 15-minute training on how to use the software, and since then it’s been adapted by everyone.
We’re really excited to bring our work to another level and collaborate with scientists in other states and other countries! Soon, we’ll work with a research team in China, and we know that Producteev is going to continue to be a reliable productivity tool for our research.
Note from Producteev: Multi-language support, including Chinese, is in development! Thanks, BennettLab team, and best of luck!


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Q & A: How a team of 6 designers tracks hundreds of tasks a week with Producteev


Matthew Wheatley works at Luvkins Graphica, an ideas driven digital design agency based in Sydney, Australia. They recommend Producteev to any design team and thank our developers for lowering  their blood pressure dramatically.

Q: How do you use Producteev?
 As prisoners of a tiny office with no windows, our team of 6 spend endless hours collaborating and working on graphic design and web design for clients such as Pizza Hut, KFC, clubs and pubs throughout Australia. While our clients and work always come first, our team and culture is a close second. We do what we do because we love it, hence we make our work what we love. This includes playing xBox, watching cable and eating absolute rubbish while on lockdown. In a nutshell, Luvkins Graphica services companies large or small, focusing heavily on providing smaller businesses the opportunity to access a creative agency for their marketing needs.

We use Producteev all day every day from client tasks to personal tasks using a single workspace rather than multiple workspaces since our jobs are often short in duration. We simply label each task in Producteev with a job number and name that references to the job folder on our server. (Our job number is also referenced to its own notebook in Evernote which enables us to look up artwork thumbnails quickly especially with archived jobs.)
We simplify and breakdown each task [similar to the GTD method] such as “send invoice” or “confirm artwork is ok” and maintain tasks by the hour, re-assigning dates and times where necessary. While on the road or visiting clients, we add tasks via iPhone or iPad and have most recently applauded the Google Apps plugin for creating a task directly from email, which saves enormous amounts of time when clients send feedback.
Q: Describe your experience with Producteev.
With my brain starting to go crazy with tracking jobs, we needed a task manager that was:
  1. Simple and convenient to use especially when adding tasks (other task managers took just as long to create the task as it would to complete it)
  2. Web / iPhone / iPad compatible for accessibility
  3. Cool looking, or at least half cool!
  4. Able to work with our workflow and not the other way around
  5. Keeping all users tasks synced automatically
  6. Accepted by our programming team as “Good Enough”

*The sixth was the most important.

After sifting through dozens and dozens of Task Management tools and then some, we were very fortunate enough to come across Producteev. Not only has Producteev ticked all the boxes, our grumpiest programmer Nathan actually uses it. We couldn’t even get him to register to the others! Producteev has freed our brains from tracking hundreds of tasks a week and is our most valued tool (apart from the xBox controller).
Overall, Producteev is the engine of our office, and we are amazed at how productive and efficient it has made Luvkins Graphica. No pun intended! To the Producteev Team, we thank you.
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