Author: Organize na Prática Team

Organize your routine: learn 3 effective strategies

Post author By Organize na Prática Team
Post date October 7, 2020

Organizing the routine, especially the professional routine, is not always an easy task. Do you have difficulty creating an organization system? Do you have difficulties in making your routine more productive? Thus, we have separated 3 effective strategies that will help you organize your routine. Check it out below.

How to organize your routine effectively

Many people experience difficulties in dealing with organized routines. Furthermore, they fail to establish adequate planning of activities. Thus, setting priorities becomes an even more difficult task.

There are also those who cannot deal with short deadlines. All of these behaviors make the work routine hard.

Otherwise, when you start to invest in a more organized routine, in a workflow more suitable for your professional routine, everything flows better and you can acquire more practicality. And, consequently, you become more productive and satisfied with your work.

Therefore, we have separated three excellent tips that will help you organize your routine. Check out.

1. Being multitasking is not cool

Being multitasking is not cool - how to organize your routine

Do you know all those times you read that there are incredible benefits of being multitasking? All these benefits are myths and can harm you in your professional routine.

That’s because your brain, when it realizes that you’re doing two or even more than two tasks at the same time, can lose focus quickly. And if one of the points is that you need to stay focused to organize your routine and gain more productivity. Therefore, we understand that multitasking is not cool.

After all, when you lose focus, your brain automatically decreases concentration, increasing the chances of mistakes. Consequently, you will have to do a rework. And it will take much longer to perform a single activity.

So focus and do one activity at a time. According to that list of priorities and tasks you have built.

Just be careful not to overload yourself, and take a few breaks during the day to drink water. Watching the social network on this break is allowed. When you work without breaks, your brain also loses focus.

2. Create a task list

The first step in organizing your routine is to create a to-do list. That is, making a list of tasks in order of priorities is an excellent strategy to remember the tasks that need to be performed.

To start and avoid getting overwhelmed, outline only three priority tasks that need to be done on the day. That is, those three urgent tasks that cannot be postponed.

Then list the less urgent tasks that can be done at another time. Also delimit a specific workload for your workday. Or analyze how much time you need to complete these priority tasks.

If you can solve everything in the morning, for example. And you still have the entire afternoon of work ahead of you, then start to sort out the activities on your list that are not so high priority, but are also important.

The idea is to create possible lists to be made. Long lists are not possible and cause even more anxiety. So, set real goals to get the job done.

Counting on technology in this process is highly effective. So, let’s introduce Todoist. Check out a little more about the app below.

Todoist for task management

Todoist is an intuitive and very easy-to-use application. With this tool, you can plan your entire workday, analyze the activities you need to do. As well as defining those activities urgently.

With this application, you will certainly acquire more agility in your tasks and even increase productivity. Thus, you will be able to deliver your work with quality and have more focus to eliminate those feelings of anxiety that always arise because of deadlines.

This application is also ideal for organizing your personal and academic routine.

In summary, using Todoist is very simple. You need to add all the tasks first, then just include your priorities. See the step-by-step below:

1. If you don’t already have one, create a free Todoist account.

2. Open the web version. Click the button to create a new task.

3. Set a name and date for your activity. Then click on “add task”.

4. To define priorities, choose the task, when hovering the mouse cursor over the task, 3 points will appear in the right corner.

5. Click on the three dots, and a number of options will appear, including the priority icon. Just click on the little flag that best applies, that is, according to the priority.

6. Finally, your activities will automatically change color. As in the following image:

Very simple! Now just get organized.

3. Organize your routine with this App

When you bet on an efficient organization system, and know where your most important documents and information are stored, automatically your routine becomes more practical.

How do you organize your routine? How long does it take you to find that important email? And how agile can you organize your work activities, for example?

If you don’t know how to answer these questions, don’t worry! This last strategy will change the way you organize your routine. As well as it will bring more agility. Check it out below.

How to organize your routine: learn in practice

How about learning how to organize your routine in practice? And yet, learn to organize yourself properly, and bring more efficiency to your routine? In this way, Mauricio Aizawa, a productivity expert, prepared an incredible video.

The aim is to help you establish an effective organization system through the Evernote application. Check out the following video:

Do you want to learn the essentials components to set a productivity routine using Google Calendar, Evernote, and Calendly? Click here to know our course.

Finally, what did you think of this content? Leave your opinion in the comments. Don’t forget to share this material with your friends on social networks.

And take the opportunity to follow incredible videos of Organize na Pratica on YouTube.

Reference material

YouTube – Personal and Business Productivity
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses
Sign up for free on Evernote – Click here.

Tags Evernote, Evernote Web Clipper, how to organize your routine, organize your routine, productivity, Todoist

blog Video Tutorial

Google Drive Tips: How to delete hidden files

Post author By Organize na Prática Team
Post date October 1, 2020

If you already use Google Drive to store your personal and professional files, but you’re not sure how to organize to save time and increase productivity, then read on. In this article, we’ll list 3 amazing Google Drive tips to help you how to organize your files. In addition, an incredible tip on how to delete hidden files to gain more storage space. Good reading!

Google Drive exists as an efficient way to access and save files from anywhere, anytime. Whether on a computer or mobile phone, one of the main benefits of the service is the simplicity of archiving documents in the cloud with just a few clicks and with great security.

However, with so much storage space available, storing in an organized and easy to find way should be a habit – one that many people don’t practice. It’s not difficult to lose control of your files in Google Drive and this evil accompanies us since everything was paper stacked on the table.

If you have this problem, don’t worry! You’re in the right place. Check out the Google Drive tips on how to organize and delete files that we’ve separated. This way, you can gain productivity in your routine.

1. Google Drive tips: Keep your files in folders

Regarding file sizes, Google Drive offers great possibilities, including:

Documents of up to 1,020,000 characters.
Text documents up to 50 MB.
Spreadsheets up to 2,000,000 cells.
Presentations up to 100 MB.
Other files up to 5 TB.

And the possibilities are even greater when you purchase one of the G Suite plans.

But, with so many possibilities, do you know how to organize your files so that it’s easier to find them later?

The biggest mistake of digital disorganization is loose files. In this sense, to keep your files always in order and easy to find, keep them organized in folders.

Preferably, get a standard template for naming your folders, so the document or that important image will always be at your fingertips.

Google Drive allows you to create as many folders as you want, so use and abuse of this feature.

In addition, if you use the same email to file personal, work, or academic documents, create a general folder for each of the areas and organize your files from those areas.

If you work well with dates, put dates in your folders or years. It’s also an excellent way to organize.

That way, you avoid storing loose work and personal documents in a single folder, at the risk of losing an important file. Or take a long time to find.

To create a new folder and start organizing your files right now, just follow the step-by-step below:

Click “+ New” or just “+” on mobile devices.

Organizing Google Drive - how to create folders 1

2. Choose the “Folder” option.

3. Enter the name of your folder and click save.

These three basic steps are the beginning of an organization that will make your routine even more productive and agile.

2. Use colors to differentiate folders

Yes, assigning colors is an excellent way of organizing. And did you know that it’s possible to organize the folders by colors in Google Drive? That way, you can gain more agility when it comes to finding what you need when determining a new form of organization.

After all, creating captions by color has a similar impact on organizing by subjects when structuring your folders within Google Drive. Moreover, this organizational task can become even simpler.

You can use colors to identify each type of folder, or each area, for example, one color for personal files, another for college documents, and so on. Or you can select different shades of the same color to determine the importance of the archival time of your documents, for example.

To separate your folders by color is very simple. Just right-click on the folder you want to assign a color to. Choose the option “change color”, and then select the color of your choice.

This way, when placing your eyes on the folders separated by colors, you will not waste time reading what is written in each one. After all, your visual memory will work for you right now, increasing your productivity.

3. Google Drive tips: Clean your files frequently

In many cases, clutter prevails because of documents or files that we no longer use. That way, whenever possible, clean your files, deleting those that are repeated, or those that are no longer useful.

That way, you avoid that lot of documents that will delay you when it comes to finding the file you need. Not to mention the space that is available for more important files when you maintain organization.

To help you perform the proper cleaning, without running the risk of losing important files, Mauricio Aizawa, a productivity specialist, has prepared an incredible video lesson for you.

In the following video, you will learn how to safely delete your files, how to delete files hidden in your Google Drive, and even how to delete the files in the recycle bin. Check out below:

Properly structuring your Google Drive makes it easy to quickly find the documents you need, increasing productivity.

Plus, with this last Google Drive tip, you’ll never have to worry about storage space again. Certainly, these basic steps will make your routine more agile and efficient.

Calm down, don’t leave yet! We have one more extra tip for you.

Do you want to bring agility to your routine using easy and practical tools?

Click here to know more about our courses!

Finally, what did you think about this content? How do you usually backup your files? Leave your opinion in the comments and share this material with your friends.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Reference material

Create a free G Suite account – Click here to get started
YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags Google Drive, Google Drive documents, Google Drive tips, how to delete hidden files on Google Drive, video tutorial

blog Video Tutorial

How to convert PDF to Word using Google Drive

Post author By Organize na Prática Team
Post date September 29, 2020

The features of Google Drive are already used by many companies to optimize the routine. However, not all people know how to use their full potential. Accordingly, in this article, we will list three fundamental tips on how you can use Google Drive for business. And yet, stays until the end, because the third tip will teach you how to convert PDF to word using Google Drive in a simple way.

Introduction

Google offers the best tools for you to be able to work quickly and efficiently, including Google Drive, which offers numerous possibilities. And yet there are people who believe that all the possibilities are restricted to personal use only.

In addition to the cloud storage feature that everyone knows, it’s also possible to share and facilitate teamwork.

Google Drive also integrates with computer programs and other productivity software, making sure that all information and files are always synchronized and available for consultation in a few minutes.

In addition, Google Drive offers security settings when you need to share files and many other great features.

With that in mind, we have separated three tips to help you, among them, how you can convert PDF to Word with just a few clicks.

But first, let’s understand a little about the main features of Google Drive.

Main features of Google Drive

Before you check the tips, check out the list of the main features that are available on Google Drive. That way, you will be able to get organized and start using the system to your advantage.

Google Calendar: with this feature you can organize your appointments, set up so that your customers automatically schedule times with you. And yet, organize your daily tasks.
Contacts: through Drive, you can store and organize your entire list of contacts and corporate or personal emails. That way, you save local space on your computer or your cell phone and rely on Google security.
Drive: this cloud storage feature that everyone knows about is awesome.
Google Docs: text editor similar to Microsoft Word. With this tool, you can upload articles and even translate them quickly. In addition, it’s also possible to use the voice feature to save time and facilitate the capture of information in a meeting and even in a class, for example.
Google Slides: the best tool to create and edit presentations, similar to PowerPoint. With it, you can even cut YouTube videos to include in your presentations and make it even more attractive.
Google Sheets: similar to Microsoft Excel, create and edit spreadsheets and collaborate. It’s possible to share with up to 50 people by editing at the same time. Ideal to facilitate teamwork.
Google Hangouts – finally, it’s a tool for chat, video conferencing, and screen sharing.

Now that you’ve remembered the main features of Google Drive, check out the tips we’ve prepared for you below.

1. Form synchronized with spreadsheets to facilitate analysis of responses

Certainly, you already know Google Forms, and if you do, you may have already used it to facilitate some tasks in your company. But, do you know that it’s possible to generate a spreadsheet with all the requested data?

Who works with research and measurement of data can formulate a questionnaire using Google Forms and all the data will already be available in a spreadsheet that you can download in a few seconds. To learn this feature, follow the step-by-step below:

1. Open the file you want to extract the data from in Google Forms.

2. In the upper right corner, click the green icon.

3. Then just click on select answer destination. Choose the first option, click “create”. And your spreadsheet will automatically open in a new browser tab with all the answers tabulated.

2. Revision history

Are you in the habit of using Google Drive to facilitate collaboration and teamwork? Have you ever felt the need to have greater control over the edits that are made by your team?

This way, know that it’s possible to access the history of revisions and edits in the files that are shared between the team in Google Drive.

In addition, it’s also possible to revert the document to the latest version.

To access the review, just follow the three steps below:

1. As soon as you open your document, it will appear in the top bar when the last revision was made. For example: “last revision was made 7 minutes ago”.

2. Then, just click on this information, and automatically, the revision history will appear on the right side of the screen.

3. By clicking on the “three dots”, you can make a copy of the previous version simply and quickly.

3. Learn how to convert images or PDF to Word using Google Drive

In conclusion, this feature is interesting for you who receive scanned or PDF documents and need to transfer some information to a system or spreadsheet.

Google Drive allows you to include the article in the cloud and convert PDF to Word format, for example. See how simple it’s in just two steps:

Upload the file you want to convert to text.
Right-click and choose the option “Open with”, then “Google documents”, and seconds later, your file will open in text form so that you can copy only the information you need.

This feature is possible with PDF documents and even scanned images.

To learn this incredible resource, in practice, Mauricio Aizawa prepared an incredible video for you. Watch below:

Finally, in addition to all these features presented, one of the main advantages of Google Drive, for sure, is security. Cloud storage is practical, easy to use, and has all the security systems that Google offers.

And when purchasing one of the paid plans of G Suite, security becomes even greater.

What did you think about this content? Leave your opinion in the comments and share this material with your friends on social media.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Reference material

YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags G Suite, Google, Google Drive, Google Drive tips, Google Forms, how to convert PDF to Word, how to convert PDF to Word using Google Drive

blog Organization

Gmail: how to manage multiple email accounts

Post author By Organize na Prática Team
Post date September 28, 2020

Knowing how to handle the daily flow of emails can be a big challenge. Especially for users who need to manage more than one email account at the same time. Thus, we have prepared this article to help you not only how to manage multiple email accounts, but also some tricks that will help you optimize and facilitate your routine with your Gmail accounts. Keep reading to learn.

The number of users using Google’s email service is increasing every day. This is because the company offers good resources not only for personal use but also for professional use. In addition, to the features offered – for example, the storage capacity – Gmail is simple and has an easy-to-use interface that draws a lot of attention, especially for free services.

In this sense, we have separated some tips to make your user routine even more practical. The last tip is the most important because this is where you will learn how to manage multiple email accounts simply and quickly.

1. How to remove your account from the login page

This first tip is more for your safety. Did you need to access your Gmail account from another computer, and don’t know how to remove your account from the login page?

So, to remove your account, just follow the step-by-step below:

Go to the Gmail home page where your account is connected.
If you are logged in, just go to the upper right corner, click on the profile picture, or on the initial of the name.
Then click “sign out”, or “sign out of all accounts”.
If you are not logged in, but your email address still appears on the home page, just click on “Remove an Account”, then just select the account you want to remove.

To illustrate, check out the image below and see how simple the process is.

2. Access Gmail Offline

If you need to travel frequently to places where there is no internet connection, be aware that it’s possible to send emails while you are offline.

In addition, it’s also possible to access messages when you don’t have access to the internet. Of course, the messages that are sent when you are offline you will only be able to access when you have connected. However, those urgent messages that have already been read, will be available offline too.

Also, know that it’s possible to send e-mail even if you are not connected. So, if you need to email to prevent you from forgetting to send it at another time, leave all the text ready, send it. And as soon as you are connected to the internet, your message will automatically be sent.

To activate this option, just follow the step-by-step below:

1. Open your email account and click on settings, on the gear symbol in the upper right corner. Then click on “see all settings”. As in the image below.

Offline Gmail - How to manage multiple email accounts

2. After that, just select the option “Offline”, activate the offline email, and configure it according to your need.

But be careful and don’t activate this option on a public computer, or on a computer that you don’t trust, because your messages will be stored on site.

3. Increase productivity with “drag and drop” tool

This is one of the features that will help you increase productivity when managing your email accounts. The “drag and drop” tool is practical and serves to bring more agility to your routine.

Do you need to, constantly, send multiple files by email to customers and suppliers? So, this feature is for you.

This way, know that you can drag and drop one or more than one file or image to attach them to a new email in a practical and quick way.

However, this feature works only on Chrome and Firefox browsers. It’s not available on Internet Explorer.

4. Organize your messages by categories

This tip is for every user who receives several emails from customers and suppliers and has difficulty finding the emails when they need them.

That way, know that it’s possible to organize your messages through categories and labels. And it’s a very simple feature. Follow the step by step below and see how easy it is:

On the left side menu, find the “categories”. Then click on “manage labels” or “create new labels”. Then just organize in the way that is best for you to find your important messages.

That is, if you receive many payment vouchers, create a category called “vouchers”, and create subcategories according to the receipts. Use your creativity to manage your email accounts easily.

5. How to manage multiple email accounts

In conclusion, this tip is for users who have two or more emails and need to manage them daily.

If you are this user, know that it’s possible to open multiple accounts at the same time, in the same browser, without having to log out and log in again every time that you need to access an email.

Moreover, this feature facilitates access to Drive and Google Docs, for example, in a very simple way through basic settings.

To learn this incredible resource, Mauricio Aizawa, a productivity expert, has prepared a video so that you can access this tip, in practice. Check out the following video:

Finally, was this content useful to you? Leave a comment, and don’t forget to share this material on your social networks.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Knowledge doesn’t stop here

Do you want to increase your Productivity and Organize your Personal and Business Routine using practical routines and templates?

Moreover, what about learning the essentials components to set a productivity routine? In other words, is the same techniques that help me to increase my productivity and bring efficiency to my days.

Click here to know more about our courses!

Reference material

YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags Gmail, Google Account, Google gmail, how to manage multiple email accounts, video tutorial

blog Video Tutorial

Google Drive tips: for a practical routine

Post author By Organize na Prática Team
Post date September 23, 2020

Google Drive is a cloud solution that offers all the tools for you to do a lot of work and share important documents with the team. It’s also great for saving local space and having cloud services to organize your work, academic, or even personal environment. The system is intelligent and offers all the features to help productivity and make your routine more practical. With this in mind, we’ve separated some Google Drive tips for you, check it out.

Google Docs, Sheets, and Slides are just some tools offered and available on Google Drive to improve your workflow. But, do you know how to use the tool’s full potential?

So, check out below the best Google Drive tips. This way, you can increase your productivity and bring more practicality and agility to your routine.

1. Google Drive tips: Work Offline

The first tip is the most important, especially for professionals who always need to travel with their computers. Don’t let the lack of internet in the place prevent you from editing and creating files in Google Docs.

To activate this option, simply add the extension “Google Docs Offline”. Then just go to the document, access the option “file”> “make it available offline”. The document will ask you to update the page, and second, your file will be available for consultation and editing in offline mode.

Google Docs Offline - Extensions - Tip 1

2. Team collaboration

Do you have a job at school or college? Need to share a spreadsheet with your work team? Google Drive offers you this possibility.

Through the system, it’s possible to share a file with up to 50 people, so that they can edit at the same time.

No more losing the original file and start organizing to increase productivity and provide staff with more practicality.

To do this, just share your file by email. Moreover, to prevent the file from being lost, or shared externally, when sending, just uncheck the option “Editors can change permissions and share”. Very simple, isn’t it?

This is one of the most amazing Google Drive tips for professionals who constantly need to work as a team.

3. Download the app to make your routine easier

Using the Google Drive app is also great. The app offers the possibility to edit and create documents even without the need for a computer. This feature is ideal for editing files faster or sharing documents urgently.

Another interesting function is the possibility of taking a photo of a text, uploading the photo to Drive, and it will transform the letters in the image into a text file.

4. Speak instead of typing

Have you ever thought about transcribing a meeting?

Certainly, you speak faster than you type. So, have you considered using the Google Drive voice tool?

To activate the function, just go to “tools”, then “voice typing”. You can also choose the language in which you intend to dictate.

You will be amazed at the quality of the transcript.

5. Google Drive tips: Cut videos within presentations

Do you have an important presentation at school or at work to do? Want to present an interesting video to illustrate your speech, but don’t want to present the entire video?

Don’t worry. Because one of the most surprising tools of Google Slides is the possibility to cut YouTube videos within the presentation.

To do this, just follow the step-by-step below:

Add the video to the slide you want.
Right-click on the video.
Choose “Formatting Options”.
Automatically the Video Playback settings will appear on the right.
Finally, enter the beginning and end of the section you want to present.

6. Google Drive tips: Translation feature

Did you receive that incredible material in another language? Are you searching for important work, and have you found foreign materials?

Don’t worry, this is one of the most interesting Google Drive tips, especially for those who work with content, or for students.

Just save the file in Drive, open the document, go to tools, then just select “translate a document”, and the option will appear for you to create a copy of the translated document. Incredible, isn’t it?

7. Ensure security when sharing documents

Last but not least, this tip is for professionals who need to share documents with the team or with customers and want to ensure the security of this document.

Everyone knows that you can share any document, even a document folder, via the shareable link. What everyone also knows is that through the link, the person receiving the document is able to not only edit and share with others but also make a copy of the entire document.

Thus, to ensure the security of your document, Mauricio Aizawa brings two Google Drive tips that are incredible.

One for sharing, and the other for deadlines for shared documents. Learn in the following video, practically.

Finally, what did you think about this content? Leave your opinion in the comments and share this material with your friends.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Finally, knowledge doesn’t stop here

Do you want to increase your Productivity and Organize your Personal and Business Routine using practical routines and templates?

Moreover, what about learning the essentials components to set a productivity routine? In other words, is the same techniques that help me to increase my productivity and bring efficiency to my days.

Click here to know more and to access our courses!

Reference material

YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags Google Drive, Google Drive documents, Google Drive tips

blog Video Tutorial

Learn to handle with customers requests easily

Post author By Organize na Prática Team
Post date September 22, 2020

How about learning to control how you receive customer demands? How good would it be if you have a single system to focus on all your customer requests? In this article, you will learn how to use a form that will help you to centralize and handle customers’ requests in a quick and practical way.

Responding to customers’ requests is one of the most effective ways to provide good service. After all, for whom does your company’s heart beat faster? If the answer is your customers, then we understand that it’s necessary to focus efforts to serve them well.

The customer service and the support sector are one of the most important areas of the company. This means that controlling demands is a fundamental task for the company.

In other words, investing in strategies and tools to facilitate processes is fundamental to the company’s success.

It was with this in mind that we prepared this article for you.

Firstly, let’s list 3 essential tips to help you improve your company’s customer service. And in the end, a simple and smart way to deal with customer demands. Check it out and have a good reading!

1. Invest in team preparation and training

Quality service goes through the good performance of the professionals involved in the service and support sector. Moreover, it’s necessary to train and prepare the team so that they can serve well and with quality.

This involves making the team aware of the importance of meeting request deadlines and meeting customer expectations as much as possible.

This process is important from the moment a request arrives at the delivery of responses and results to the client.

With prepared professionals, you have the chance to significantly increase the success and results of the company. In this way, you will guarantee satisfaction, growth in sales or requests, and, consequently, increased profits.

The better the customer is served, the greater the chances of him indicating your company.

Likewise, an unprepared team can delay processes and still make mistakes that are difficult to repair.

2. Focus on agile service and customer satisfaction

Even if you have a prepared team, it’s not always possible to meet customer requests as quickly as possible. Often, problems and requests demand a longer solution, which can lead to some initial dissatisfaction.

Moreover, it’s extremely important that you work with patience and transparency.

Keep in mind that, when receiving customers requests, you need to define the minimum and maximum service terms. And make this information clear to the entire team.

Find solutions to improve service that will bring agility and speed to the process. Look for ways to collect the information and quickly identify what the problem is.

In addition, working with transparency also means making it clear to the customer everything that will happen in relation to their request. And however difficult the demand may be, this attitude will strengthen the relationship and the feeling of customer satisfaction.

3. Create a feedback system to improve the process of customers requests

Finally, create a feedback system. Only with this system, you will be able to measure success or failure in operations.

After each request is answered, create a quick form, preferably with quick responses. By doing this, you increase the chance of being able to optimize your service process.

When a customer identifies failures in service, or requests improvements and repairs, he also offers an opportunity for your company to improve the solution you offer.

How to organize customer requests with this form

In conclusion, the moment everyone was waiting for and what was actually promised at the beginning of this article.

Inefficient customer service processes take more time and energy from your team. Therefore, we brought today a tool that will help you in how to organize customer requests, in a practical and automatic way. Check out the step-by-step below.

Creating your account on the platform

The system we are going to use is Asana, a platform for managing projects, requests, and even feedbacks.

We talked a little more about the system in this article: Organize your team tasks using this tool

So, the first step is to create your account. That is, you need to register your account and try it for free, or choose one of the plans that the platform offers to start improving your processes.

It should be noted that the option to create and send the forms is only available on the paid Asana plan.

Remembering that the platform provides 30 days for free so that you can test the tool before signing one of the plans.

Click here to create your Asana Free Account!

The website is simple and intuitive. As soon as you include your registration data, it will guide you to create your first project.

How to organize requests: learn to create your first form to control customers requests

With your project open, it’s time to create the form to share with your customers. To do this, just click on the menu at the top of the dashboard. Click on “form”, as in the image below:

If you have chosen to start your free trial, the platform will direct you to choose a plan, or include your payment details for the 30-day trial. This is because the forms are available from the Business plan.

After confirming the payment details, you will have access to the form.

Therefore, it’s time to create the form according to the needs of your business and share it with your customers.

Whenever a new request arises, just send the shareable link. As soon as the customer completes, a new request will automatically appear on your Asana dashboard.

Finally, learn, in practice, in the video below how to organize customer requests in the class that Mauricio Aizawa prepared for you.

Do you want to organize and control your customer’s requests easily?

Click here and create your Asana account for free!

Finally, what did you think about this content? How do you usually organize your customer’s requests? Leave your opinion in the comments and share this material with your friends.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Reference material

Create your FREE ASANA account clicking here.
YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags customer request form, customers requests, how to control customers requests, how to use Asana

blog Video Tutorial

Google Drive: How to backup your files

Post author By Organize na Prática Team
Post date September 18, 2020

If you work online, you’ve probably heard about Google Drive and its many archiving possibilities. It’s an incredible tool used by thousands of people around the world. However, as with all technological innovations, it’s necessary to know how to use the tool correctly to avoid some errors, such as losing your files, for example.

With this in mind, we have prepared this tutorial to teach you how to back up your files correctly and safely. Thus, avoiding losing important documents and files for the functioning of your work. Check below.

Understanding Google Drive

Before you understand how backup works, do you know exactly what Drive is and how to use it?

Drive is Google’s cloud solution that offers a variety of tools to make your routine and your team’s routine easier.

In summary, the document (Docs), spreadsheets (Sheets), and Presentations (Slides) are part of Google Drive, which have evolved to offer the public the best online productivity tools.

They are efficient and allow you to easily create and edit documents from any computer, even your mobile phone. All you need is a Gmail account – free or paid.

Drive is completely secure. And because it’s in the cloud, it automatically saves your files while you’re editing. That is, if you ever lose your internet connection, you will not risk losing your document.

Certainly, Google’s tools are powerful. They have thousands of users due to the countless possibilities it offers its users.

However, few people know everything the company has to offer. Among them, the possibility of installing an application from the company itself to synchronize documents and files automatically to a computer.

Want to understand more about this synchronization? Keep reading.

Google Drive: how to sync files to your computer?

Do you want more efficiency and productivity to your routine? If you use Google Drive or Google Docs a lot, be aware that documents saved in the cloud can be automatically synced to your computer.

The application used to perform the synchronization and backup is from Google. See how simple it’s in just two steps:

Open the backup home page, allow the download, and install the Backup and Sync application.

Follow the directions and perform local sync with Google Drive.

That way, you ensure that all files created in Google Docs are automatically synced to your computer. That is, you have a replica to access at any time and from anywhere.

The advantage is that if you need to make a presentation, or need to open a file somewhere that does not have access to the internet, with the file synchronized on your computer, you can open and access it in a few seconds.

Another feature is that, through settings, if you save a PDF file, for example, on your computer, your document will automatically be stored in the cloud.

In addition, on your computer, synchronization will follow the same structure that you created in Google Drive to organize your files.

However, despite so many benefits, it’s necessary to take some precautions when performing the backup so as not to lose your files. Check out the next topic.

Don’t make this mistake when backing up

Even with all the possibilities that the tool offers, it’s necessary to be careful with the files created on the Google Docs page, which require attention when performing the backup.

For example, you created a document with all your customer data in a spreadsheet, and it was automatically saved to Google Drive. When accessing your sheet on the web you can see all the edits made by you, as well as all the information in the document.

However, if you go to the computer to access the same file, your file will not necessarily be complete.

After all, you may have subsequently accessed and edited your spreadsheet from another computer. Or you have allowed someone else, in another location, to edit and include the data in the spreadsheet. This way, the final document is only accessed through Google Drive, with your Gmail account. What you have on your computer is just a link.

So pay close attention to what you are going to read next.

When backing up your documents, there is no point in saving just the file on your computer, and deleting what is saved in Drive.

This is the mistake you should not make. Because this action can make you lose important information to do your job.

Then what should I do to backup the drive?

Surely, you must be asking yourself: I need to make a backup, if I can’t save the file that is on my computer, what should I do, anyway?

To perform the backup, you can perform it in two ways.

The first is going to the file and download it manually. And the second way is through the Google Takeout tool that allows you to save a copy of your documents and then perform the backup.

How about learning this whole tutorial in a visual and practical way? Watch the video below and absorb this knowledge even more so that you don’t make the mistake.

In conclusion, learn the essentials components to set a productivity routine using Google Calendar, Evernote, and Calendly.

Click here to know more about our course!

Knowledge doesn’t stop here

Organize na Prática offers content every week for you. So also read:

Finally, what did you think about this content? How do you usually backup your files? Leave your opinion in the comments and share this material with your friends.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Reference material

YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags Backup And Sync, Google Docs backup, Google Drive, how to backup your files

blog Video Tutorial

Project Portfolio: Take Better Decisions with this Dashboard

Post author By Organize na Prática Team
Post date September 8, 2020

In order to be able to monitor and manage your business projects, you need to bet on an effective management tool. How do you monitor and follow your company’s strategic projects today? Is this system effective? Thus, in this article, we’ll show you how you can make better decisions with an interesting dashboard that will help you organize your project portfolio. Check out next.

Understanding the concept of project portfolio

It’s the set of projects of an organization and the way they are prioritized and managed. The project portfolio has a main focus on the promotion of the company’s strategic objectives.

In short, organizations often have more projects than human and financial resources can supply. Therefore, management must select and elect the projects that can most add value to the company’s results, according to its objectives.

The application of project portfolio management (PPM) provides an in-depth look at how it’s possible to distribute resources appropriately. In addition to allowing broad monitoring of actions. In other words, it’s centralized and comprehensive management of actions.

Project portfolio management makes this alignment between the wishes of an organization with the resources, knowledge, and techniques available to carry them out.

In addition, it also refers to the process used by project managers to analyze the potential return from completing a project. By organizing and analyzing data, managers are able to provide business forecasts. In this way, companies are able to understand whether they can invest in new projects.

Objectives of project portfolio management

Firstly, the main objective of PPM is to maximize the benefits that a company gains from the projects it executes. This work involves selecting only those projects that really offer value.

Other goals include:

Achieve balance in the project portfolio, ensuring an appropriate mix of high and low-risk projects. As well as long and short term ones.
Better use of resources.
Greater communication between teams by providing information periodically, among others.

Difference between project management and project portfolio management

take better decisions with this Dashboard

Basically, PPM and project management differ in the number of projects. In other words, project management focuses on monitoring the development of a single project from start to finish.

Project portfolio management considers each potential project and its feasibility to meet the general business objectives.

While the first is about applying knowledge, skills, tools, and techniques to project activities. PPM helps to make the path easier by establishing a methodology for forecasting problems, risks, reviewing projects against targets, managing budgets, addressing the concerns of the parties involved, and communicating the parties about the results.

Here are the main benefits that an appropriate project portfolio management can bring to your company:

Greater chances of success in delivering the project;
More agile decision-making;
Ability to prioritize high-value projects;
Avoid excessive spending and appropriate use of resources;
Promote improvements and reduce inefficiencies.

Take Better Decisions with this Dashboard

Firstly, as we already mentioned, portfolios are the best way to monitor the progress of projects that contribute to the initiatives of a business. They are a simple way to store and organize the projects you access most often. Being able to sort them by term, responsible, status, priority, and others.

All of these features are easily available on the Asana platform.

A project management application that also makes it possible to properly manage the project portfolio. Want to learn how to create your account? Click here and read this other article.

However, it’s worth remembering that this portfolio management feature is only available Asana’s Business and Enterprise Plans. Click here and compare prices.

Portfolio management tips

Some tips are important when using Asana’s Dashboard to manage the portfolio properly. Check out below:

Need to update the project status? Click on the “Request update” button and the person responsible for the project will receive a new task to update the project status.
Are the people on the team overwhelmed? You can use the drag and drop tool to distribute or reschedule tasks. In addition, you can also add a comment to the tasks to consult with the responsible person about what needs to be done.
Another important tip is the possibility of having a broad view of the processes. That is, easily reorganize your portfolio by custom field to ensure that all priorities are up to date. It is also possible to group similar projects together.

In conclusion, what about learning, in practice, how to use Asana to manage the project portfolio? Watch the video below:

Do you want to use this dashboard to manage your project portfolio?

Click here and create your Asana account for free

Finally, what did you think about this content? How do you usually manage your project portfolio? Leave your opinion in the comments and share this material with your friends.

Further, take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Knowledge doesn’t stop here

Do you want to increase your Productivity and Organize your Personal and Business Routine using practical routines and templates?

Moreover, what about learning the essentials components to set a productivity routine? In other words, is the same techniques that help me to increase my productivity and bring efficiency to my days.

To know more, click here and access our courses

Reference material

Create your FREE ASANA account clicking here.
YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags project portfolio, project portfolio dashboard, smart dashboard, technology to manage project

blog Video Tutorial

Organize your team tasks using this tool

Post author By Organize na Prática Team
Post date September 7, 2020

How do you control and manage your team’s tasks? What tool do you use to measure team performance? Inefficient processes or leaving everything in memory can be a trap. So, check out in this article how you can organize your team tasks with a simple and easy-to-use tool.

We know that a business requires a lot of care to keep processes running smoothly. We also know that organizing and creating efficient processes is not always an easy task.

What about having in just one system all the tools you need to maintain your team tasks organized?

This is what we are going to cover in this article: a simple and efficient way to organize and control team tasks. Thus, you increase productivity and save time. This can be spent on activities that require more attention.

Importance of organizing your team tasks

Those who work with project management know that training and investing in the best team, or having the best tools available, is not enough if you don’t have an organized team and good task management.

Decision-making is only possible when you have all the objectives clear, as well as the actions that will be implemented to achieve this objective.

Organizing your team’s tasks is important not only for more efficient decision-making. It’s also important to assess the team’s performance, monitor the progress of the process. That is, which tasks are being performed, which ones have already been carried out, as well as which ones that need to be done.

In addition, when you have structured tasks you can see which people on the team are overwhelmed. Who should delegate some tasks, and thus keep the whole process in perfect progress, without running the risk of delaying and causing problems in relation to customers.

This way, here is a list of tips on what to do to keep your team organized:

Make a detailed schedule and set deadlines so that the team can be more productive.
List the essential tasks for the process to proceed.
Make a budget and keep the team informed about this budget. Thus, they will follow the limits and will not risk misusing resources.
Distribute functions according to each professional profile.
Always work on team communication.
Provide feedback and emphasize each other’s responsibilities.
Use technology to organize your team tasks and track development.

Using technology to organize your team tasks

With technological innovations, the market is full of tools and systems to help you with this task. The one we are going to present to you today is Asana.

This is a software created by Facebook co-founder Dustin Moskovitz and former engineer Justin Rosenstein, who worked to increase the productivity of Facebook employees.

Available on the web or on mobile devices, its main objective is to assist in project management. With this tool you can keep your team connected anywhere and anytime. In addition, Asana is excellent not only for managing projects, but also for managing activities and performing efficient jobs from start to finish.

An excellent tool for increasing productivity, improving process efficiency, achieving company goals and achieving incredible results.

Check out the step by step below on how to start using this tool.

First step: creating an account

To create an account on Asana, just click here.

On the home page, click “Try for Free”. You will include your best email to get started. As in the image below.

If you have a Gmail account, it will ask you to login with this account. If you have an email in another server, it will ask you to confirm your email.

Second step: starting your project

Soon after, you will be instructed to include your information, such as name, what kind of work do you do, what type of management you want with some options to choose from. As well as the name of your first project and the first steps to start organizing tasks.

In addition, you can choose which layout is best for you, based on how you plan to manage your team’s tasks.

After including all the information about your first project, Asana will ask you to include emails from the people who will be part of the team and who will help you complete the project.

The platform is very simple and intuitive. Just use a little creativity to organize yourself according to the demands of your team.

How to use Asana to organize your team tasks?

What about learning how to organize your team tasks, in practice? Watch below a video that Mauricio Aizawa prepared for you:

Do you want to organize your team tasks?

Click here and create your Asana account for free

Finally, what did you think about this content? How do you usually organize your team tasks? Leave your opinion in the comments and share this material with your friends.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Reference material

Create your FREE ASANA account clicking here.
YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags Asana to organize tasks, how to organize team tasks, organize your team tasks, team tasks

blog Process

How to improve the after-sales process?

Post author By Organize na Prática Team
Post date August 28, 2020

When we talk about the after-sales process, some companies just don’t know what to say or how to describe their process. Sometimes because of a lack of organization, lack of knowledge, or lack of techniques. Usually, the purchase is completed successfully, but many companies still miss the opportunity to continue the process.

Some aspects can harm the business, such as the lack of organization, deficiency in planning, and the lack of specialized staff to maintain the company’s relationship with the customer. So, learn in this article an easy and efficient way to improve your company’s after-sales process, bringing incredible benefits.

What is the after-sales process?

After-sales is just as important as the other steps in the sales process. A well-done after-sales process marks the presence, makes your customers happy and also ensures that your company is always remembered.

As the name suggests, after-sales is the service provided to the customer after purchasing a product or service. It’s a set of strategies and actions aimed at maintaining a solid, lasting and satisfying relationship with any prospect who has become a customer.

In this way, your company offers a high quality service, meeting the needs of the customer, offering the appropriate support, and ensuring customer loyalty. In addition, it’s a cheaper action to guarantee future sales.

Finally, it can also be seen as a strategy to create promoters of your brand, responsible for attracting new customers and consumers.

Check out below the main benefits of this strategy and why your company should invest in an after-sales process.

Advantages of the after-sales process

Once you’ve managed to close a sale, your job doesn’t stop. It’s important to strengthen the relationship with customers through after-sales actions and strategies.

See below why your company should invest in this process.

1. Retain customers

Many companies and entrepreneurs create excellent marketing campaigns to attract new customers. But, what about the relationship with those who have already bought your product or service?

Working on customer retention is just as important as working on attracting customers. By working in the relationship with the customer, you increase the number of loyalty and reduce the number of evasions from your customer portfolio, increasing the company’s results.

And to acquire this benefit, it’s necessary to invest in an after-sales process. That is, contact the customer to see if they have been well served, if there is anything else the company can do to help.

Paying attention to the customer creates a positive image of your brand and guarantees the satisfaction of customers who will buy from your company whenever they need the services or products you offer.

2. Ensure satisfaction

In any company and any business, it can happen that the customer feels dissatisfied.

Whether with the service, with the payment terms, or even because the product didn’t meet your expectations as it should. And if the experience is completely dissatisfied, the company loses not only the customer but also the possibility of new customers. Because a dissatisfied customer will never refer his company to his friends and family.

Therefore, the after-sales process ensures that the customer has the best experience possible.

When contacting the customer, make sure the purchase went as expected, if he had a good experience. Also, check if he has any suggestions for improvement.

Upon receiving customer feedback, it becomes easier to increase positive points and correct possible flaws in the process.

3. Create a competitive advantage

To stand out in a highly competitive market it’s necessary to offer consumers something that the competition does not offer. That is, offering something that makes your brand unique is a competitive advantage.

Therefore, implement the after-sales process in your company as a strategy to differentiate yourself in the market. And make it clear to the customer that you care about them and are concerned with their satisfaction.

This will help you to build customer loyalty and attract more leads to your company.

4. Word of mouth marketing

Finally, with satisfied customers, he shares a good experience with his friends and family. This makes more people interested in getting to know your company through “word of mouth marketing”. You have probably heard about it, and you also know that it helps a lot to increase the company’s results.

Investing in an effective after-sales process, in customer loyalty, and in the positive experience that the customer has about your company, helps in creating your brand promoters.

Tips on how to improve your company’s after-sales process

Now that you know what the after-sales process is and what its main advantages are. Check below actions that make the process more efficient and improve customer satisfaction.

Fulfill what you promised

Nothing worse than delivering a product or service to the customer that is less than what was advertised. The same goes for customer support. If you have promised the customer to resolve all your complaints, then do so until the customer is satisfied.

Ask your team to listen fully to the complaint or objections and, if possible, have more than one person to assist you, always centralizing all information in one place so that everyone on the team is up to date on the request.

Offer exclusive discounts and promotions to customers

Certainly, customers who are loyal to your business deserve special attention. Therefore, consider offering special discounts, promotions, gifts, and even gifts on the anniversary date, in order to thank the customer for their preference and to bring the relationship closer and further strengthen it.

Create a feedback system to improve the after-sales process

In order to further optimize your after-sales process, it’s very important to create a system to collect customer reviews and suggestions.

When a customer points out flaws in your product or service or requests improvements, it also provides an opportunity for your company to improve the solution it sells.

Draw attention to the loyalty program

The main objective of the loyalty program is to reactivate the customer after the first purchase. Therefore, it’s extremely important to use it and include it in the after-sales process.

When finalizing the sale or getting in touch to give attention to the customer, remind him about the program. Which may be through a scoring system for purchases or exchange for gifts, discount coupons for the next purchase, discount cards, or bonuses for indications, among others.

Use technology and create a good CRM system

First, it’s necessary to understand that, regardless of the size of the company, this process is important, what will change is the way it’s done, or by whom.

An after-sales process can be carried out either by the sales team that finalized the deal, or by a separate team, responsible only for carrying out the after-sales functions and maintaining a relationship with new customers.

And being the same team or separate teams, all members must communicate clearly and objectively, exchanging updated information in real time. And that is something that a good CRM system can provide.

So, let me introduce Pipefy. It’s an intelligent platform that can help you with various company processes, especially in the after-sales process.

An easy and intuitive system for you to create the entire structure of the after-sales process, maintain communication with your team, collect information and feedback from customers in an agile way.

To illustrate, watch the video below. Mauricio Aizawa explains, in practice, how an efficient customer support process works through Pipefy.

Finally, what did you think about this content? How do you usually improve your company’s after-sales process? Leave your opinion in the comments and share this material with your friends.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Reference material

Create your Pipefy account here.
YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags after-sales process, after-sales process system, how to improve the after-sales process, Pipefy for after-sales process