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!

Linda

Migrate your data from Do.com to Producteev

Do.com (formerly Manymoon, acquired by Salesforce back in 2011) announced that it will discontinue its services on January 31st. Over the past few days we have received a variety of inquiries from Do.com users asking for migration paths to Producteev.  With that in mind, we are introducing a one-click import tool that will be available within the next few days. 

Please visit www.producteev.com/do for more information.

We want you to know that Producteev is the only completely free Do.com alternative on the marketplace that is backed by Jive Software, the leader in social business collaboration software. Use Producteev with as many people and for as many projects as you need for as long as you need it. With over 100,000 businesses using Producteev as their go-to task management solution, rest assured, we’re are not going away anytime soon.

  • Totally, utterly, completely free.
  • Cloud-enabled desktop, web and mobile apps
  • Unlimited users
  • Unlimited projects
  • Dedicated technical support team
  • Active user support community (powered by Jive!)

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Please bookmark and enter your email at producteev.com/do for continued information about the Do.com migration tool. We look forward to having you!

 All the best,
The Producteev Team

Producteev for iOS7 is now available on the App Store

Good news, iPhone users!

The iOS 7 version of Producteev is now available on the App Store. On top of providing full iOS7 compatibility, this update is all about “I don’t know what they changed, but I’m glad they did it” (see before/after screenshots at the end of the post). You will immediately notice a color change with way less contrast (that’s Senior Engineer Julien Rousseau's magic touch).

We’ve also slimmed the font to make the app a little more clean and readable. You may also notice a simplified calendar/date picker tool which we will go into more depth about next time. The new look and feel of the app leads to a better experience and users can focus on getting things done. Many thanks to Producteev iPhone developer Jerome Miglino!

Before / After:

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This update is also packed with tons of little changes, improvements and fixes. Since our launch in May, this is the biggest update we have released! If you don’t want to update to iOS 7, the app remains fully compatible with iOS 6.

Until next time!

Better privacy management and UI updates

We’ve made some exciting updates to Producteev in the last few weeks! Here’s what we just deployed:

Better privacy management:
From a private project, you can now assign a task to anyone in your network without adding that person as a member of that project. This is especially useful for delegating to and managing tasks from 3rd party vendors. The auto completion API has been updated with these new privacy rules so all our apps including the new Producteev for Outlook apps should reflect this change.

UI improvements:
Ability to see who access to your tasks.

Private task :

Public task :

Your user profile will automatically appear first in people search:
This will make it much easier for you to immediately jump to your profile and tasks.

Your project(s) will now appear at the top of search:
In an effort to continue making it easier for you to get to your most important tasks and resources, the projects you own will now appear at the top of search.

Jive Integration updates:
We’ve fixed some bugs and created a default (private) project for every single user of your Jive instance network. So now when you go to your Home -> Action -> Tasks, you will not have to worry about where your task is going to end up.

Producteev @ JiveWorld13:
Ilan Abehassera, Senior Director of Product Management, will be speaking at JiveWorld13 Thursday, October 24th! If you are attending, be sure to stop by his session to get the latest on Producteev and learn how to Get Things Done with Jive.

Update on the Producteev Developer Challenge

Hi everyone,

Just a quick update to let you guys know that we’re postponing the deadline to submit your app for our Developer Challenge to December 6th.

We haven’t received enough submissions just yet, but we have some great ideas being worked on as we speak, so we’d like to give everyone a chance to submit their app on time.

In the meantime, here are a few ideas for developers who want to participate but don’t really know what they could work on:

- A browser extension that lets you create a task out of a web page

- A browser extension that lets you track time spent on a task, and add it to Producteev as a note to the task.

- A github issue sync with Producteev

- Calendar sync : Gcal, CalDav…

- Windows Phone client

- Simple app (mobile or not) that lets you see your Producteev tasks due today, or your most important tasks, one day at a time.

- Integration with Evernote.

Good luck all!

The 2013 Producteev Developer Challenge: Bake tasks into your apps!

We’ve just launched our brand new RESTful API, and we’re very proud of it.

For the record, we, at Producteev, are using our own public APIs to build our apps, so this API will be supported and maintained for a long time to come.

You can basically pull any kind of Producteev datas and retrieve them inside your apps.

Producteev being completely FREE, you should think about integrating Producteev into your email, calendar, CRM, productivity apps, so you don’t have to build those features and delight your users with an integration from one of the leading task management platforms out there.

To give you even more incentives to build things with Producteev, we’re launching a Developer Challenge, your apps are due on October, 18th, and winners will be announced at Jive World 2013 in Las Vegas.

More info on the Challenge here : https://producteev.com/developers, our new documentation here: https://producteev.com/api/doc/.

GET TO IT, and impress us!

Good luck all!

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:

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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.

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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!

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.

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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.

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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.

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

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!