Whether you use Outlook or a trendy mail client like Sparrow or directly Gmail, the statement holds true: emails are overwhelming. It results in a critical loss of productivity for employees and managers alike. What would happen if you turn this old tool into the most actionable piece of work? A task. Give it a try by starting to forward your actionable emails to email@example.com. This will help you will keep the conversation with your team in the right place, out of your email inbox.
From an email to a task, in a single forward
If you want to create a new task from scratch or to transform an existing email into a task the process is always the same: you send an email to firstname.lastname@example.org. You can send from your main address (the one you used to register on Producteev) and from any email address you own, as long as you register those in your account’s settings.
By default the title of your email will become the title of your task. Producteev will help you to go further into the action, by using the Natural Language Processing in the subject field you’re able to create a deadline and name the person who is responsible.
The actionable conversation
Once you have set the title of your future task and its assets, it’s time to edit your first note. The body of your email will be considered as the first note, including the attachments (remember all you can do with your docs on Producteev?). The icing on the cake is that you can also mention members of your team using the @ in the body of your email so they will be added as followers to the new task, and notified that they have a role to play! Now you only need to move the conversation in the right place and to let your collaborators move forward.
Turn the good emails into actionable tasks to create a better way to communicate and get things done.
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!
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.
In the middle of a desert or on the north pole, the daily-job of Denis and his coworkers is to find oil & gas. When we found out that they use Producteev to manage these enormous projects, we definitely wanted to know more.
Hello Denis, tell us about you and your company.
I unfortunately can’t disclose all the details but we are a subsidiary of a Russian major oil & gas company operating on an exploration in Middle East: we’re looking for oil and maybe gas. We have lots of external stakeholders, such as a local government, Ministry of Natural Resources, our Parent Company, shareholders, partners, environmental organizations, etc. All of them interact with us on daily basis and we need to keep track of all incoming requests.
What are the roles of you and your team?
I’m the Finance Manager of the project. I supervise all finance operations, including accounting, budgeting, new business opportunities, etc. Our finance and commercial team is comprised of eight people including myself. We have three locations: Russia, the Netherlands, and Middle East. We’re lucky we have all people in our team very familiar with web-technologies, so implementing Producteev was easy.
How can Producteev help you?
We have a Business Analyst in our team, who manages all agendas and task tracking by working within Producteev. The Business Analyst encourages everyone to complete tasks, post notes explaining what has been done, checks late tasks, records tasks, and introduces new people on the project team (besides finance - geologists, IT, legal, HR) to Producteev. I personally conduct training sessions explaining to newcomers how to work with Producteev and I use it to post some simple tasks and notes on the go, which I populate with more detail when I’m at my desk.
What feature do you use most in Producteev?
I use activity reports and natural language task creation. Some of our colleagues find it convenient to work with emails to report on tasks and attach notes, while others like apps on Mac, iPhone, and Android.
How did you manage your tasks before you used Producteev?
Simple notebooks and basic Microsoft Outlook to-do lists, then Excel spreadsheet with columns: Task, Responsible, Planned Start Date, Actual Finish Date… But synchronizing everyone and making online modifications has been a problem. Then I saw Producteev online and showed it to my boss and our Business Analyst. The major driver for switch was the cross-platform availability. My boss signed off on using Producteev when he saw the notifications list on his Galaxy Note’s big screen.
At the end of the day are you a “my list is empty” person or more of an “okay, now I have to reschedule all those tasks for tomorrow” person?
I used to be a “have to clear out all inbox before end of day” person, but as the business’ pace increases – some tasks will span over more than one day and you just have to work with it with best tool you have available, and not clutter your head with many small things.
Thank you Denis and good luck with this giant project!
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:
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!
Just thought I would update you guys on what’s going on.
BRAND NEW VERSION
Well, we’ve rolled up our sleeves and accelerated development on V4, which is our upcoming (KILLER) product update coming up Q1 of 2013.
V4 in a nushell is : way faster, brand new design, brand new apps, more collaborative features (we’re taking this to a whole new level), and lots of surprises.
We believe that this is going to be - by far - the best product we’ve ever shipped. We’re really proud of this one, and is the fruit of so many years learning from our users and customers.
We’ve started relocating our team to Palo Alto, CA, and can’t be happier with the team of Jivers we’re joining. Exceptional team of passionate individuals working on some very ambitious projects for the next couple of years. What’s even more exciting, is how commited they all are about making Producteev, and the Jive+Producteev integration a success. Trust me, you will love what’s coming out of this.
To be able to achieve all of those projects, we’re looking to grow our team, especially on two fronts : Front End Engineer, and Back End Engineer. If you got what it takes and want to change the Productivity landscape, Hit us up, or simply share those two offers with your network, this will definitely be a fun ride. As far as the location of those two jobs: either Paris, France (to start, then relocation to California), or Palo Alto, CA.
That’s it for now folks, so let me take this opportunity to wish you all a fantastic 2013 filled with love, joy and dreams.
Thanks for the continuous support, and stay producteev!
Ilan and Team
Jerome here, it’s been a crazy week here but we’re more motivated than ever to continue improving Producteev! That’s why I’m really happy to tell you that we just updated the mac app.
Notification Center: OS X Mountain Lion offers a nice interface to display notifications and keep track of them. If you’re running ML, you will now receive your notifications in the notification center. If you’re still on Snow Leopard or Lion, don’t worry we kept growl support to display them.
Custom Badge: As we did on our iPhone app, you now have the choice between 3 settings for the badge of the app (late tasks, tasks that are due today or the Producteev Notifications). I’m pretty sure one of these will suit your needs!
Subtasks order: Last added subtask is now the first of the list. All of our apps have now the same order for subtasks.
And as always, this update includes some under the hood improvements and bugs fixing.
If you want to give us your feedback or if you need assistance, contact us on the support!
We’re very excited to share some big news with you: Producteev has been acquired by Jive*, the leader in Social Enterprise Software.When we started Producteev four years ago, the vision was to improve the way people were tracking tasks by creating an open platform with lots of entry points for your personal or team to-dos. After many product iterations, we finally found our sweet spot in 2010, and started improving our service month after month. Slowly but surely, we became available on different platforms such as iOS, Android, Mac desktop, as well as e-mail and IM.In a couple of years, with a little less than $1.8M in venture funding, Producteev has become one of the heavyweights in the Task Management space, with over 2,000 paying corporate accounts today and growing.We wanted to go way further, and start offering a lot more to our current customers. We’ve been working on a brand new version for a couple of months already, and believe me, it’s like nothing we’ve ever done before. Stay tuned on this.We had a couple of options for the future, like raising a bigger round, but Jive approached us with a highly seducing one: “We love what you do, we love the product, join us, and we’ll give you more resources to build a real software leader”.After spending a lot of time with multiple teams at Jive, our conclusion was that they were the kind of smart and nice people we really wanted to work with, who understand where we’re going with Producteev.
NOTHING IS CHANGING, PRODUCTEEV WILL ONLY GET BETTER, FASTER.The good news: Producteev will be even stronger in the coming years, with more resources, with lots of amazing updates to the product, news apps (!!), and obviously, smart integration points to Jive, so you can collaborate with your team on more than tasks (think discussions, blogs, ideas, files…). Check out Jive’s cloud product here.
THANKSI want to take that opportunity to thank all of you, our users, friends, supporters, who have followed the journey. You were the ones giving us the strength to keep trying during the tough times, so thank you.
A big THANK YOU to our investors and advisors (Doug, Oleg, Pascal, Dan, Florian, Jeremie, Christian and Christophe, Arthur…), who supported me no matter what. We owe you a lot. To Aric, my co-founder and CTO (and brother-in-law): you’re the man. To my team (Arico, Je, Ju, Ish, Bruno) : I am so proud of all you guys, you brought us here, that’s what make me excited to continue this journey all together.
As for our team’s next step, we’re all going to Jive, and the majority of us (including myself), will be moving to Jive’s headquarters in Palo Alto, California.We’re now back full speed working on V4 preparing some big surprises for you.
Here’s Jive’s press release : https://community.jivesoftware.com/community/newsroom/blog/2012/11/05/welcome…
*Jive is the pioneer and world’s leading provider of social business solutions. Our products apply powerful technology that helps people connect, communicate and collaborate to get more work done and solve their biggest business challenges. Millions of users and many of the world’s most successful companies rely on Jive day in and day out to get work done, serve their customers and stay ahead of their competitors.
You may probably have noticed, but we released two weeks ago a new version of the iPhone app.
iPhone 5 & iOS6:
Of course this version is 100% compatible with the new iPhone 5, you can see more tasks, more subtasks and more details at a glance. The app remains fully compatible with the other iPhones.
Custom Badge Setting:
You can now choose the behavior of the app’s badge: Go to the settings of the app to choose between your late tasks, tasks that are due today or the Producteev Notifications. Did you know that you can change your Producteev avatar just by tapping on it?
The Producteev Notifications remains the default behavior. We would like to thanks all the users who suggested us this idea, and hope you’ll all like it.
As you may have noticed, now the last subtask added becomes the first in the list. We introduced this change first on the web, then on the Android app and we’re now rolling it out on the iPhone and (very soon - Please Apple review it) on the Mac App.
We’ve turned the “team tasks” on by default, no extra step necessary to see your colleagues tasks. Of course you can still turn this feature off if you want to see only your task!
And of course this app includes a few bug fixes and under the hood improvements. If you have feedbacks or want to report a bug, contact us at support.producteev.com