Tag Archives: tips

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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Tips for leading great meetings

Ever get stuck in meetings that drag on and on and get virtually nothing accomplished? We’ve all been on the phone during conference calls where we go through the weather forecast, weekend plans or baby announcements from each and every single participant before anyone even begins talking about what needs to be talked about! There is a time and place for catching up and unfortunately project meetings are neither of those. Don’t be annoying; be that person everyone refers to as the boss that gets $#!% done!

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How to manage your time at work so you get out at 5pm sharp

Time management is an essential skill that many of us have, unfortunately, NOT mastered. It’s the reason why we’re late for work, why meetings run long and why we usually can’t get our butts out of that office chair by 5:00 PM. We then compromise by working through lunch or, worse yet, working on the weekends. Managing your time at work these says is less about keep work strictly at work (because, let’s be honest, who can afford to do that anymore when we are so connected?) but keeping a healthy work life balance with effective task management. Let’s get started with a few basics that will help you establish a foundation for helping you get what needs to be done on time everyday of the week.

Set yourself up for four solid hours of work each day.

I know, your overachieving self probably aims to get in a full eight hours of work done each day. But just think of all the legitimate distractions you face during the 9-to-5 like meetings, last minute requests, urgent fixes and technology issues that may prevent you from actually getting work done. An once your work flow is interrupted, it takes a while to get back into the groove of it. If you’ve set yourself up for more work that you can realistically finish in one day, you 1) end up staying much later than intended and 2) set yourself up for feeling of failure and disappointment. Be realistic with what you can humanly handle and set those expectation with your colleagues and peers. Make a to-do list for your weekly tasks and projects and reinstate those feelings of accomplishment as you check more and more things off that list!

Do a 4pm wind-down.

Set aside the hour before your workday ends to wrap up. Don’t set any meetings for this time. Go through your Producteev tasks, emails and if someone is making a request, notify them that you will get back to them first thing tomorrow morning. If you coworkers are sending you last minute requests frequently, you should share this list with them as well! Make a generic checklist of all the things that need to wrap up everyday, focus on that, and give yourself a pat on the back as you wrap up and leave the office at 4:59 PM.

Repeat after me: “There will always be work.”

You won’t ever really finish everything that needs to be done. The best you can do is prepare and schedule yourself for the work that needs to be done to meet those deadlines. Once you acknowledge that there will always be works that lingers at the end of the day (and know that you can address that the next morning) you will feel a huge weight lift from your shoulders. Reorganize tasks, give yourself a much needed break and prepare for tomorrow!

These mantras will not resonate with everyone, but if you can take away one thing from this, know that you can achieve a better work/life balance with just a little organization in your day.

Until then, stay productive!



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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Stop Using Emails and Take Action

Take just a minute to think about it: of the last 10 emails you received, how many helped you to complete a project? Not a lot right…

A recent study from the McKinsey Institute showed that the average worker spends 28 hrs per week looking for information to help get the job done, including more that 8 hrs per week just looking through old emails thread. We could all use that extra time.

In an effort to reduce the noise of emails you receive and to keep the conversation in the right place, you can use Producteev to turn talk into action items within the tasks and notes. Not only you can discuss and store information with your action items, you can also collaborate on documents and attach any type of files!

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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How to Deal with Privacy in Producteev


The idea driving innovation at Producteev is that we break all the barriers between your tasks and your team. However, we understand that there is the need for secrecy. That’s why we offer a couple of options that could even help 007 to save the world, in a total privacy.


To lock or unlock your workspace? It’s all about your collaboration philosophy

The first privacy setting we provide in Producteev is the ability to lock or unlock your workspaces. An unlocked workspace is the most open collaboration mode you can imagine: every user on your workspace can see, create and edit any task (except the hidden ones as we’ll see later). A perfect mode for small and highly collaborative teams. If your team is a little bigger and every user has a well-defined role you may find the locked mode useful. The locked mode only allows three people to edit a task: the creator of the task, the assignee, and the workspace administrator.

To access this setting you can use the network drop down menu on the top of your main screen (as shown on the screenshot below).



Only the chosen ones can know about the existence of a private task

When you work on a highly sensitive project, you want to have control over who can see the tasks. This is exactly why we designed the private tasks. Every time you open the details panel of a task, you can set the privacy settings by clicking on the lock followed by the words “All workspace member.” One click on this button and you can select who has the right to see the task, and who will never be aware of its existence. This is an easy way to keep your plan to take the control of the world totally secret.


Stay productive!

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When Producteev meets a crocodile, it’s all win for your docs

A few moths ago, Producteev adopted the best and nicest crocodile in the world: the Crocodoc. Why is this one so sweet? He is 100% document-ivorous: his only role is to let you share and annotate your documents in Producteev. No more searching through emails to find the most recent version of a document. Everything is stored with your tasks and projects so you can work with everyone on your team.

There is no cap on the number of documents or who can upload documents in Producteev. To upload a document, you simply go to any of your tasks and upload it as a Note. You are able to upload and share any type of file. However, only the following types will open up the golden gates of document collaboration: .DOC(x), .XLS(x), .PPT(x), and .PDF.


Once it’s uploaded, everyone who can see the task has the ability to download or annotate the document. To do so, just click on “preview and annotate” and the document editor will load. There are a world of possibilities: zoom-in, zoom-out, highlight, and annotate. And if you feel a little claustrophobic, don’t forget to click on “fullscreen.”

Next time you will see this Crocodile in Producteev, we bet you will not react like that:


Stay productive,


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