Author: Organize na Prática Team

Zapier: Streamline business processes

Post author By Organize na Prática Team
Post date July 9, 2020

Systems can positively influence the success of your business. Much has been said about process automation, and Zapier is an intelligent system that has several advantages, including streamline business processes and making your organization more productive and focused on results. That way, we will describe in this article how you can simplify the processes to achieve the company’s goals effectively.

Why use Zapier to streamline business processes?

Currently, the market has been looking for specialist system options and focused on solving specific company problems. And that makes each department demand a specific system, and with that, the need arises to make the intelligent integration between these systems.

Therefore, Zapier is seen as this solution to intelligently integrate all systems, simplifying your company’s business processes.

With this system, you can organize company processes and integrate data from one tool to the other in a safe, fast and easy way.

And the benefits are many.

Click here and read in this article what is Zapier and what are the advantages of using the system to automate processes.

5 tips to streamline business processes using Zapier

Now that you know why to invest in Zapier to streamline business processes, check out five practical tips on how to use Zapier for that purpose.

As a result, you will be able to increase productivity, reduce costs and resources, as well as gain customers who are always satisfied with the results.

1. Automatically export customers or attendees to Google Sheets

If you deal with many customers daily or deal with events and need to find a way to control participants in a practical and automatic way, but you don’t know how don’t worry! You can do this with Zapier.

In the first situation, let’s imagine that you are a marketer, or work with sales and need an application to increase traffic, generate more leads and, consequently, more sales opportunities.

Therefore, you can use HubSpot for this purpose, and automatically integrate data into Google Sheets, making processes more agile.

Zapier connects to HubSpot. So when there is a new contact or a new email in HubSpot, it will trigger, and automatically that contact will go to Google Sheets.

In the second situation, let’s imagine that you are an event organizer and need to automate the names of participants who buy tickets for a specific event on Google Sheets.

In this case, when creating a new Zap, you can enter the names in this spreadsheet as tickets are purchased at Eventbrite, for example.

Ticket purchase is a trigger, making Zap automatically integrate the participant’s contact information into your spreadsheet.

So, this will save time, as you don’t have to include names manually every time you sell a ticket. And more, you can avoid mistakes and eliminate unnecessary tasks and with a high chance of errors.

That is, this possibility streamlines business processes.

2. Keep your CRM always up to date

If you use CRM (Customer Relationship Management) to organize your customers, create a Zap to automatically integrate new customers for the CRM service you use in your company.

Zapier has compatibility with the following applications: Salesforce, Pipedrive, Capsule, CRM, Streak, RD Station, among others.

Thus, with all your customer data gathered in your CRM, you can have a broad view, and you can consult this data more easily when you need it.

You can see, for example, how many people have purchased a certain product or purchased a particular service.

3. Improve your email marketing strategy

streamline business processes with Zapier

Whenever a new visitor to your site signs up, their email address will automatically be added to your database.

For this, you can connect the data of the platform you use to capture leads to the email marketing sending platform, MailChimp, for example.

You can also configure Zap to include the email address in a specific contact list.

This way, you can automate and streamline the processes of sending email marketing, and send campaigns to specific customers.

4. Create tasks and checklists from notes to streamline business processes

Another feature of Zapier is the possibility of integrating project management software with a note app.

If you use project management software to monitor the development of your team and organize tasks, it’s possible to streamline business processes with Zapier.

But how is it possible?

Create tasks and control your workflow with Asana automatically from new notes. And add reminders in Evernote to meet deadlines exactly.

Zapier is also compatible with other project management and communication apps such as Trello, Gmail, Twist, Jira, Salesforce, and many others.

5. Automate customer feedback collection

One of the countless ways to use Zapier to facilitate business processes is to automate customer feedback.

For this, you can use Google Forms. With it, you can create forms of specific products or services to collect customer feedback. That way you can always improve your business strategies.

In addition, you can integrate Google Forms with ActiveCampaign to send automatic thank you emails. You can even send sales emails, creating specific campaigns for customers who have purchased your product or service.

This integration is also possible with Google Sheets. From this integration, you can create metrics for evaluations and promote improvements in your business.

Learn in the video below how to carry out this process in practice.

Finally, Zapier is capable of integrating more than 2000 applications, with numerous automation possibilities to facilitate business processes.

And if you need help to streamline your processes using Zapier, you can count with our help.

Reference material

Youtube – Personal and Business Productivity

Zapier – How to Automate your Business and Gain Efficiency

Increase your Productivity – Get Results Faster

Tags benefits of zapier, streamline business processes, streamline business processes with Zapier, zapier, zapier to automate process

blog Evernote

Increase productivity in meetings using Evernote

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

With an agenda in your hands, you arrive at the meeting ready to contribute and make the meeting faster and more objective. Thus, we will show in this article how to increase productivity in meetings using Evernote. As well as listing the benefits of using the system for this purpose. Keep reading to learn.

Advantages of using Evernote in meetings

increase productivity in meetings using Evernote

Evernote’s main objective is to increase productivity by making important information available intuitively on your computer or mobile devices. In addition, it allows this information to be accessed anytime and anywhere practically.

This way, it’s seen as a smart system that can make your meetings faster and more efficient.

Check below the main advantages of using Evernote to increase productivity in meetings.

1. Access guidelines and notes anywhere

Most people like post-its and go out and write down important information on colored papers.

However, you can’t go out carrying post-its anywhere and risk losing some information.

This is where Evernote comes into play.

It can be accessed anytime and anywhere, whether, on a desktop computer or a mobile device, your meeting minutes, or your calendar will always be with you.

In addition, it has an automatic synchronization even in offline mode, so you will never lose your notes, even if you don’t have internet access at the time of the meeting.

So, the whole process of writing, finding, selecting, and learning information is much easier with Evernote.

2. Duplicate notes to increase productivity in meetings

Creating templates and duplicating notes is one of Evernote’s many features.

So it is possible to create meeting minutes templates or calendar templates and duplicate notes so that you can save time and do not have to create everything again.

You will only have the job of filling in the important information as the meeting progresses.

3. Create calendars

Finally, use Evernote to create detailed meeting schedules, making sure that each topic is dealt with in a timely manner.

So you avoid wear and tear and eliminate endless meetings.

In this agenda, you can include the objectives of the meeting, the time needed for each of the subjects to be addressed, a checklist with the points of discussion, as well as those responsible for each of the subjects, and a field for general notes.

In the next topic, check three tips about how to increase productivity in meetings using the app and making your meetings faster.

How to increase productivity in meetings using Evernote

With all the benefits that the application can provide, taking notes has become simpler and easier.

Next, check out three tips on how to increase meeting productivity using Evernote.

1. Get the meeting agenda ready to increase productivity in meetings

Many of the meetings require you and your team to discuss project details, important documents, financial data, or effective human resource management.

Usually, these details need to be planned so that everything is discussed in order to resolve any doubts or errors in the processes.

Therefore, before the meeting, leave the agenda prepared to facilitate and make the meeting objective, avoiding losing focus on matters that can be discussed at another time.

Check out a template below.

Create a template that makes sense to you and your team or customers, and include the information as the meeting progresses.

2. Include attachments in your notes

Documents, audios, images. Any file item can be attached to your meeting note.

It means that if you have a contract signed at the meeting, after being signed, you can scan the document and include it in the meeting note, so whenever you need to review or consult any information, you will know how to find it quickly.

Another facility is to record audios.

Ask permission from the meeting members and record the entire meeting so that it is easier to remember the details later, or consult some important information.

To do this, just open the note that you want to include the audio, click on the clip at the top of the note, and then “record audio” or “file audio”.

3. Share your notes with the team

Meeting held, it’s time to share the information with the team so that everyone is aware of what was discussed, whether they are or not in the meeting.

To do this, just open the meeting note and click on “share”.

You can email your note link to team members, or simply invite people to access the note.

Very simple, isn’t it?

Use Evernote to increase productivity in meetings at all times

Evernote can be a great ally and can help you not only to increase productivity but also to manage your time more effectively.

Before the meeting

Create a meeting agenda in minutes, share the information with all participants before the meeting begins.

That way everyone will be aware of the issues that need to be addressed.

Besides, it’s possible to place attachments that need to check before the meeting by the members.

You can also include these attachments and share them in a practical way.

During the meeting

Choose a person to take notes of the meeting. If applicable, scan and include important documents.

They can be made in the application itself, or in the notebook and then scan these notes with a few clicks.

In addition, when determining the tasks, choose those responsible for each task and a date for the execution, as well as delivery deadlines.

An interesting feature is that it’s possible to add reminders that will be sent to each of those involved.

After the meeting

After the meeting is held, each member is responsible for fulfilling their tasks and checking the checklist as soon as they finish.

In this way, it’s easier to monitor the progress of the processes and also leave everything noted for the next performance monitoring meeting and possible decision making.

Finally, learn in practice how to increase productivity in meetings using Evernote in the video below:

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 incredible videos of Organize na Pratica on Youtube.

Reference material

Organize na Pratica – Courses
Youtube – Personal and Business Productivity
Increase your Productivity – Get Results Faster
How to Automate Asana Tasks creation using Evernote – Zapier

Tags benefits of Evernote, Evernote, increase productivity, increase productivity in meetings, increase productivity in meetings using Evernote

blog Evernote

Evernote: Paper notes x Digital notes

Post author By Organize na Prática Team
Post date July 2, 2020

Do you want to know a practical, easy, and efficient way to organize your whole life in one place? In this article, we will show you what the advantages of digital notes are for paper notes and how to use Evernote to boost your productivity. All this quickly and available to access anywhere. Check out.

Paper notes or Digital notes?

The habit of taking notes and recording your ideas in notebooks can be a transformative way to increase your productivity and optimize your daily tasks. In addition, it allows you to stay focused on your goals.

However, with the advancement in technology, papers are increasingly replaced by intelligent systems and apps.

Some say that using papers is the most practical way, and still uses and abuses of post-its or notebooks.

But is this the most effective way to store information?

Among so much information accumulated daily, do you know how and where to find the information you need and when you need it?

This is one of the main advantages of choosing digital software to take notes.

You can take notes in one place and categorize them, so you can find the information you need more quickly and easily.

Keep all your creative ideas and commitments always in your hands.

Why choose Evernote to archive my notes?

Evernote has become increasingly popular with a specific audience of people who use its many organizational resources.

It’s seen as a second brain and offers many possibilities for organization.

That’s a smart organization application capable of storing all your important information and notes, then you have a more productive life. And the best: all this in one place.

It’s the ideal application to keep track of your tasks, manage and organize your main projects, organize your calendar.

And all this in a simple and very organized way.

In addition, it allows you to add attachments to notes such as: audios, videos, images, documents, scan handwritten notes and personal documents, among others.

Check below the main benefits of choosing Evernote as an organization application:

1. Research tool

Unlike conventional notepads, Evernote has an incredible search tool.

If you have trouble organizing, don’t worry!

One of the most amazing features of Evernote is: you can do a search for when you need to check any important notes.

You can even search within files and, for customers who have a Premium account, the application has optical image recognition.

Incredible, isn’t it?

2. Synchronization on all devices

Evernote app has the synchronization feature, so you can keep your ideas and tasks close at hand.

That way, it will be easier to keep your organizations centralized all in one place and consult them when you need it.

Moreover, Evernote saves all digital notes online and makes them available to all your devices quickly and intelligently. Thus, you don’t lose inspiration or that important note at home.

3. Evernote is available in all operating systems

Finally, one of the most striking features is that Evernote is everywhere.

Available for Windows, Linux, Mac, Android, iOS, and even Windows Phone.

There are no excuses for not installing the software on your computer or on your cell phone and taking advantage of all the possibilities that Evernote can bring to your life.

Organize your life in every sense with Evernote

Now that you know the subject, it’s time to understand what the application is for.

With Evernote, you can organize your life in every way, efficiently and even as an extra bonus: to boost your productivity!

What are the gains?

With an organized life you have more time to be with family, friends or simply to be alone and carry out the activities you enjoy most.

Organize your personal life

In the application, it’s possible to add shopping lists, checklist of daily tasks, accounts payable monthly, travel and event organization, bank statements, transfer receipts and paid bills, organize slips and invoices.

Moreover, it is possible to add progress in a change in diet or to include exercise habits.

All this in a very easy and practical way. Plus, you can take your notes anywhere and at any time.

Organize your financial life

Did you know that it is possible to organize your financial life with Evernote?

Yes, it is possible!

And with the tag feature, this option is even easier and more practical.

You can organize both your personal and professional financial lives.

For this, create a notebook for each one and organize through tags, you can add so that is easier to find when you need, for example, a payment receipt.

You can add as many tags as you want to facilitate a search. Check an example in the image below.

Through the app, you can also add reminders so you never forget an important event or forget to pay a ticket.

Organize your professional life

There are so many projects and tasks that we have to do every day, that it’s difficult to manage everything in the mind.

Through intelligent software, it is possible to record all stages of a process using notes or a checklist of daily tasks to facilitate work, increase efficiency and productivity, without losing quality.

In summary, moreover to having features and a simple-to-use interface, Evernote is ideal for organizing your schedule, so that it is always at your fingertips.

Also check: How to boost productivity using Google Calendar

Organize your academic life with Evernote

Finally, organizing your study routine has never been easier.

As we saw earlier, Evernote allows you to add attachments to notes.

Therefore, archive your audios of teachers, videos of classes, images of mental maps to optimize your studies, documents of important subjects to your study notebook, and everything that’s important and can facilitate your academic life.

And yet, it is possible to scan handwritten notes in your notebooks and personal documents, among others.

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

Reference material

Youtube – Personal and Business Productivity

Increase your Productivity – Get Results Faster

Tags benefits of Evernote, boost productivity using Evernote, digital notes, Evernote, how to boost productivity

blog Zapier

Zapier: what is it and how to use

Post author By Organize na Prática Team
Post date June 30, 2020

Technology is the basis for task automation. With technology, it’s possible to optimize and automate tasks that don’t require any human intervention. Therefore, investing in Zapier can be an excellent strategy to boost your company’s productivity and results.

Check out in this article what is Zapier and what are the main benefits.

What is Zapier?

As technology evolves and the digital market grows, solutions emerge in order to make work processes faster and more dynamic.

In short, entrepreneurs and employees daily deal with numerous strategies and tools to facilitate processes. And integrating all of these tools may not be an easy task.

But the news is good: Zapier is the solution for this moment.

Zapier is a web tool that allows you to automate actions between the different apps that you use every day to manage your business.

Also check: What are the benefits of standardizing processes?

What does that mean?

That is to say, with Zapier, you organize processes and integrate data from one tool to another safely, easily, and quickly.

For instance, it is possible to integrate services in Zapier such as:

Gmail;
Google Sheets;
Google Calendar;
Trello;
Asana;
MailChimp;
CRM software;
Facebook Lead Ads, among others.

Surprising, isn’t it?

Watch the video below and learn how to use Zapier to automate Gmail Email, Google Sheet, and Todoist.

There are five different plans for those who want to invest in the tool, namely: Free, Starter, Professional, Team, and Company.

Each of them has its specifications and limitations.

From the professional plan, you have an unlimited number of apps that can be integrated into the platform.

Click here to know the specifications of each plan.

Benefits of Zapier

Now that you know what Zapier is, check out the main benefits of this tool.

1. Cost reduction

You can hire a developer to create a custom integration, or you can do all the integration practically with Zapier.

If you choose the second option, you can reduce the costs of hiring one or more than one person to manage and integrate all the tools you use day by day manually.

This will also enable employees to focus on more important activities.

In addition, an entrepreneur is always looking for solutions that bring savings and more results. And Zapier is a tool that allows the company to achieve these goals.

If you need help to streamline your processes using Zapier, you can count with our help.

2. Increased productivity

By investing in systems that provide effective automation of important company processes, it is possible to increase productivity

After all, the focus is to concentrate on delivering value and quality, impacting the customer positively.

To sum up, using Zapier, employees have more time to be strategic and to improve what the company delivers. Do more things with less effort.

3. Satisfied customers

The use of technology has an impact not only on the way companies work or manage their processes but also on the demand that the customer has on the solutions they look for.

Therefore, it’s essential to have strategic planning in your organization that seeks to reduce costs and boost productivity, and consequently, the quality of the products or services offered.

And this is an important benefit of the tool, it brings positive results for the company and for the customers in general.

4. Easy to use tool

It’s wrong to think that it’s necessary to have an advanced knowledge in IT to use the tool.

Certainly, with basic knowledge, it’s possible to make good use of the solution. Moreover, there’s no need to designate a specialized person to carry out the necessary automation.

In conclusion, the tool has a very intuitive and practical interface, making its usability easier.

Do you want to learn how to boost your productivity with Zapier, check out here our course.

5. Integration across sectors

Finally, the common use of Zapier is linked to the marketing area.

However, it’s possible to use the tool to facilitate the processes of different sectors. Such as, for example, financial management, data collection for the human resources sector or simply to centralize and organize your contacts.

What is possible to do with Zapier?

In conclusion, now that you know what Zapier is and what are the main benefits, it’s time to learn, in a very practical way, what you can do with Zapier.

In general, there’s not much difficulty to understand how Zapier works. After all, as stated above, one of its benefits is the ease of using it.

Firstly, each integration you make between two tools will be called a “Zap”.

Secondly, what applications can I integrate with the platform?

Below is a list of commonly used applications and their functionality:

To centralize your contacts: Excel, MailChimp, Contacts+, Salesforce;
Capture leads and business: Google Sheets, Typeform, Gravity Forms;
Receive notifications and alerts: Gmail, Outlook, Slack;
Financial management: Nibo, Granatum;
Control actions and manage projects: Asana, Trello;
Manage processes and organize the agenda: Google Calendar, Agendor;
Automate customer feedback: Google Forms
Among others.

In other words, there are countless possibilities for automation to make processes more efficient and deliver results with even higher quality.

In addition, learn in the video below how to automate customer feedback using Zapier.

Finally, do you want to learn how to automate your business and increase efficiency?

Moreover, even if you are a beginner or never used Zapier before, you will learn how to start and configure your own automation in this material.

Increase Productivity using zapier

Reference material

Youtube – Personal and Business Productivity

Zapier – How to Automate your Business and Gain Efficiency

Increase your Productivity – Get Results Faster

Tags benefits of zapier, what is zapier, zapier, zapier to automate process

blog Process

Process optimization: how to implement?

Post author By Organize na Prática Team
Post date June 25, 2020

Planning and organization are essential tasks to stay focused, increase productivity, and increase a company’s results. For that, process optimization and the promotion of improvements is a necessity and can bring lasting results for your company. So, check out this step-by-step article about how to efficiently implement process optimization in your company.

Good reading!

Why is process optimization important?

Optimization is based on the interaction between activities carried out in different sectors of the company. It involves understanding, planning, organizing, measuring, and monitoring activities in order to achieve the objectives and goals of the company.

By implementing management actions and tools, the company is able to increase productivity, reduce costs and resources, increase market competitiveness, boost results, and make work processes more efficient.

Check out below a step-by-step about how to implement this action in your company.

Step-by-step for efficient process optimization

Process optimization is a constant action within a company. It ensures greater team productivity, process efficiency, eliminating failures, reducing costs, and improving results.

To help you, we brought a quick guide on how to implement good process management in your company, check it out.

1. Perform a mapping

Now that you know the importance of implementing process optimization in your company, it’s time to get your hands dirty.

The first step is to map and understand the company’s processes. To do this, you can use schemes to help you understand how each sector works, what the functions are, and who is responsible for each sector. In addition, it helps you to understand how activities are integrated between sectors.

At this first moment, you can identify which are the weaknesses and strengths, which are the most complex operations, if there are flaws in the procedures, among other important aspects.

In other words, with the mapping carried out, it’s possible to make a critical analysis of all activities and to identify which sectors require the most effort and should undergo modifications.

Therefore, through process management, it’s possible to promote improvements and optimize results.

2. Track and analyze the workflow

Tracking and analyzing the workflow after the mapping is an important step in optimizing processes.

At this stage, it’s possible to eliminate activities that are unnecessary, to recognize practices that are well implemented, to know how the sectors are integrating, and to identify failures with more precision.

Having all this material in hand, it’s time to make strategic decisions to improve and control the productivity of the team, as well as to increase efficiency and seek solutions to solve practices that need improvement.

3. Improve communication

Communication is important in any sector of the company. It facilitates processes and avoids considerable failures.

In other words, communication influences the success of the operation.

When the information is not clear, all sectors can be harmed and, as a result, cause errors that compromise the entire process and reduce the results.

In addition, communication failure can delay productivity, so improving communication is an important aspect when implementing process optimization in your company.

Use a standard communication system to send information in a correct and accurate manner. This way, you make sure that important information is not lost.

Finally, communication can provide a greater connection not only between team members but also between customers and suppliers, facilitating the processes.

4. Train your team

Changes demand adaptation and constant training.

There is no point in creating a whole strategy without communicating to the team or without providing proper training.

Therefore, inform all employees about the new work processes and make them aware of the need to reach new standards of excellence for an improvement in the processes.

All mapping and development of improvements must involve the team and count on the participation of all. This means that everyone must participate in the changes for the common good of the organization.

After all, the entire team must know exactly what their responsibilities are, what are the changes, and how to carry out activities to become more efficient.

And yet, when you have a team that is fully committed to promoting change, everyone can collaborate to find flaws and also suggest improvements in processes.

5. Use technology to facilitate the process optimization

Betting on process optimization without the use of technology can be a difficult task and a waste of time.

Therefore, use technology to facilitate processes and computerize your company.

The adoption of technology reduces the time, increases the speed in the processing of information, and promotes the optimization of processes, making them more practical and efficient.

And yet, technology is also a strong ally of productivity and also facilitates cost reduction.

Another benefit is the possibility of making activities more flexible for process improvements. That is, with integrated systems and cloud management tools, processes become more agile, and employees can access information online.

Finally, technology can also facilitate communication between sectors and between employees, avoiding failures and inconsistencies.

Check out in the video below how to use technology to organize company processes.

6. Delegate Responsibilities

This story of keeping a single person in charge of the sector can be a lag in productivity.

Because, when the manager is not in the company for a certain reason, the whole team can be harmed. After all, all the important information was concentrated on just one person.

Focusing all decisions on a manager is bad, so the process needs to be fluid and make the roles of each participant in the process clear. The greater the clarity, the better the flow and performance of the process.

Therefore, delegate responsibilities to more than one person. Thus, you will have more than one person trained and able to make important decisions at any time, with or without the presence of the sector manager.

7. Monitor and track results

Finally, performance indicators should be monitored frequently, so everyone can focus on results, and can actively act to optimize processes.

Even after an analyzed and improved process, monitoring and constant follow-up are important.

This enables a complete analysis of how new processes are carried out. And also allows the detection of new failures and continuous improvement.

In conclusion, mapping, analyzing, and organizing processes, using technology as an ally, and adopting efficient project management strategies are ways to enable the optimization of processes in your company.

By taking this step-by-step, the chances of increasing productivity, reducing company costs and resources, and increasing results only increase.

What did you think about this content? Leave your opinion in the comments and share this material with other companies and managers.

Reference Material

YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Google Calendar – Organize your Calendar Practically and Effectively

Tags benefits of standardizing processes, how to implement process optimization, optimize processes, process optimization

blog Process

What are the benefits of standardizing processes?

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

Standardizing processes is an effective strategy for the company. When correctly implemented, it is able to increase results, improve productivity, and promote the quality of the company’s products or services. So, check out in this article, what is standardization, what are the benefits of process standardization, and how to use technology to your favor.

What is the standardization of processes?

In general, the standardizing processes describes the set of rules and standards that govern how employees in an organization must perform a certain task.

It’s about organizing and developing a form of work common to all employees, who understand what is expected of them in each one of the activities. In addition, standardization guarantees the assertiveness and quality of the product or service offered by the company.

Standardization aims to answer the following questions:

What is the process and what is its purpose?
Who is part of the process?
How is the process carried out?
What are the functions and activities of the process?
Why does this process exist and what is its contribution to the organization?
What is the expected result?

Check below how to start standardizing processes effectively, based on these questions.

How to start standardizing processes

The standardization of processes is important, as it guarantees a better way to perform a task. Standardizing means presenting a more effective way to achieve the desired result.

And to start a standardization, first, you need to understand what the process is and what the purpose of the process to that organization. In addition, all employees must participate.

After understanding what your objective is, you need to perform a mapping of the functions, that is:

How will the process be done?
What are the steps of the process?
What are the functions and the activities and who is responsible for each of the steps?
How many sectors will be involved?
And, finally, what is the expected result of this process?

Thus, during the process, it’s possible to identify failures and make improvements. It’s necessary to measure the performance of the processes and monitor the indicators for an efficient standardization of processes.

But why is process standardization important? Check out the next topic.

Benefits of process standardization

Now that you know what process standardization is and what you need to do to get started, check out the main benefits of process standardization for your company.

1. Allows you to use resources more appropriately

By standardizing, it’s possible to distribute resources more intelligently and with better planning.

That is, when process standardization is applied, it’s easier to predict where resources will be applied and how they can be used.

Another benefit is that managers acquire more security to predict where it is possible to save resources, without spoil the process.

2. Increase productivity

how to boost productivity with the organization of processes

Boost productivity is something that is sought with enormous frequency.

And when you have a good strategic plan, with efficient process management and well-trained professionals, the resources are used correctly and, with that, the production can work in excellent conditions to achieve the results that the company expects.

By standardizing processes, employees work in a more organized way, without having to search for answers to carry out the activities, as everything will be in one place. And with that, productivity is increased.

Also, standardization promotes greater employee performance, and this means reduced waste and the possibility of doing more with the available resources. It eliminates the inefficiency and ambiguity of information and increases not only productivity but also quality.

3. Reduce costs

The cost reduction is a consequence of the standardization of processes.

What does that mean?

That is, by performing an efficient standardization, management is able to predict where to reduce costs to also reduce product prices, attract new customers, and thereby increase profitability.

And not only does it increase profitability, but it also reduces process costs, due to the intelligent use of resources and the reduction of waste.

Impressive, isn’t it?

4. Improves the quality of products/services with standardizing processes

The market is competitive, and it is necessary to use all the necessary resources to attract new customers.

Therefore, the standardization of processes makes the production steps clearer, more objective, and well defined. This way, it is easier to monitor and improve the qualities of the products or services offered.

That is, when performing a standardization, you can check failures and predict improvements in a timely manner, thus increasing customer satisfaction.

5. Facilitates process control

By standardization, the processes become clearer and more objective, and the lack of information is reduced. In addition, by identifying unnecessary steps, it is possible to eliminate them efficiently, in order to optimize the process.

Finally, the activities are delegated to the people responsible, so it is easy to control the process and also the performance of each employee.

6. Improves employee engagement and motivation by standardizing processes

With well-defined standards, it is possible to invest in employees well-trained. And an employee who feels valued will work with more engagement and more motivation.

In addition, with standardization, employees are able to visualize what, how, and why it should be done. That way, they will feel more confident when performing the task. And they will be proud to be able to visualize the result.

After all, most activities are the responsibility of employees. And when they receive training compatible with the company’s objectives, it’s possible to count on a productive and focus team.

Therefore, all employees must be informed about the standardization of processes from beginning to end, to avoid doubts, and to make them feel part of the organization.

7. Eliminates failures and provides for improvements

When you are clear about what needs to be done, you perform the activities optimally, avoiding failures, or avoiding having to perform the activities again. And that goes for the whole team.

When performing the standardization, you create a routine for performing the functions, and, with that, you will be able to identify failures in time to propose improvements.

As a result, you increase team productivity and promote efficiency.

Use technology to standardizing processes

In conclusion, investing in technology to manage the company’s processes can result in time and resource savings, and a low cost. In addition to optimizing the results that the company wants to achieve.

With appropriate management software, planning becomes easier and decision making becomes faster. So, invest in technology.

Learn in the video below how to use technology to organize company processes.

Reference material

Youtube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency

Tags benefits of standardizing processes, increase productivity, optimize processes, standardizing processes

blog Productivity

How to boost productivity using Google Calendar

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

Google Calendar is one of the applications included in Google’s corporate package, the G Suite. Created to organize your events and appointments, optimize processes, and keep the team efficiently integrated. So, check out in this article 11 tips about how to boost your productivity using Google Calendar features, and apply to increase your company’s results.

What is productivity?

In the dictionary, productivity means: “the effectiveness of productive effort, especially in industry, as measured in terms of the rate of output per unit of input.”

In short, productivity is related to the quality and quantity of tasks that can be accomplished in less time, using fewer resources.

Through good time management and smart resources, it’s possible to increase productivity and focus more on results. Check in the next topics how you can increase productivity.

How to boost productivity?

The increase in productivity is something sought by thousands of people who seek efficiency and agility in projects. And it’s possible to boost productivity using strategies and technology in your favor, with efficient techniques and resources.

Among these strategies are:

Focus in one activity at a time and avoid being multitasking;
Set deadlines and control the time spent on each task;
Eliminate distractions and minimize interruptions;
Organize tasks and set priorities;
Finally, you can do all of these above strategies using Google Calendar. Then, check out the tips below about how to use Google Calendar to boost productivity.

11 tips to boost productivity using Google Calendar

how to boost productivity using Google Calendar

By increasing productivity you increase not only the company’s results in the short and long term, but also the general well-being. Productivity is synonymous of agility and less energy, avoiding daily stress and reducing fatigue.

Investing in boost productivity of your team is a gain in quality of life for everyone and positive results for the company.

That way, we’ve listed 11 tips about how to boost productivity using Google Calendar. Check it out below.

1. Include task list to Google Calendar

Creating small tasks during the day will give you a better view of what needs to be done, as well as eliminating the discomfort of long and endless tasks. So, add a list of tasks to Google Calendar, and mark as completed the measure you take.

If necessary, share it with the team so that they are aware of what was accomplished that day.

2. Receive your schedule and appointments by email every day

With Google Calendar, you can create notifications to remind you of your daily appointments.

And not only that, you can also send your complete schedule every day by email, so if you’re not near your phone at any given time or can’t access Google Calendar, you can open your email.

You can even share this email with people who need to be aware of your schedule.

3. Share your schedule with the entire team

increase team communication with Google Calendar

Sharing the calendar with the whole team is a strong strategy to improve not only the communication but also for everyone to measure the progress of important projects.

You can configure it so that only the information you want appears.

And you can also leave hours available for the team to quickly schedule meetings with you.

4. Drag and drop events easily

Sometimes it happens that a meeting needs to be rescheduled. But don’t worry, you won’t need to enter all the details of the meeting again, just drag and drop the event to the given date.

To do this, just click on the event you want to change and relocate using your cursor to the new date.

5. Organize by color

Using the different color strategy for each stage of the project is a way for you to find the information you need more easily. After all, it is a challenge to manage more than one project at the same time.

Therefore, create colors for each event, each stage of the project. In addition, color-coding can help you better understand how you are spending your time and which areas you focus most often.

6. Set an absence message on Google Calendar

Defining an absence message can help you in many ways. You can set a specific work schedule, or when you have to leave to solve a personal problem, and if someone requests a meeting with you at that time of absence, the calendar will automatically decline.

In addition, if a customer has an emergency during the time you are away, he will immediately look for your partner or someone else that can help him.

7. Use keyboard shortcuts

Using keyboard shortcuts to navigate Google Calendar is an incredible time-saver. Check out the main shortcuts here.

8. Add attachments

It is much easier when you have all the information quickly.

In other words, did you schedule an important meeting with a client? Attach the meeting minutes to the event, so you will know exactly where to find it when you start the meeting.

When creating an event for an important task, attach necessary documents. That way, everyone involved in that task will have access to the document without having to request it.

Practicality and less time spent searching or requesting files.

9. Set up recurring events

Do you have a team meeting every Monday to discuss the details of the project? Set up recurring events in Google Calendar to prevent you from having to edit every Monday.

To do this, when creating an event for the first time, select how often you want this event to be repeated daily, weekly, or monthly. It is also possible to configure according to your need.

10. Organize projects with Google Calendar

As we saw in the first article about Google Calendar, it’s possible to create multiple calendars. Therefore, it’s possible to organize all the company’s projects effectively and all in one place.

Create a calendar for each project, and add events for each of the project’s important tasks. Google Calendar makes it possible to add events for each stage of the project and add those responsible for each of the tasks and share it with the team. In addition, you can add delivery times and set priorities.

That way, you can get an overview of the progress of the project, and open the chat when you need to ask a question, make a comment and even give a general warning.

11. Improve communication with the team using Google Calendar

Communication prevents failures and optimizes processes. That way, improve the communication with your work team with Google Calendar.

You can schedule meetings and invite the team to the meeting. In addition, it is possible to receive confirmations of these invitations without having to ask each one individually.

Quickly start video conferencing to optimize meetings and find solutions in minutes. All this without leaving your place, do it by your mobile or work computer.

In conclusion, Google Calendar is an efficient organization and productivity application to optimize business processes, set goals and achieve positive results.

Learn how to use Google Calendar as a strong strategy of organization to book your routine. Click here!

Reference material

Google Calendar – Boost your Routine using Google Calendar
Youtube Personal and Business Productivity – https://www.youtube.com/channel
Zapier – How to Automate your Business and Gain Efficiency

Tags boost productivity using Google Calendar, google calendar, Google Calendar for productivity, how to boost productivity, productivity

blog Google Calendar Productivity

Google Calendar: the best option for you company

Post author By Organize na Prática Team
Post date June 16, 2020

In a completely updated world, many companies invest in technology to automate processes. In this sense, find out why Google Calendar is the best online calendar option for your company. With it, you can optimize tasks and improve your productivity in a practical and fast way. Continue to read to find out.

What is Google Calendar?

Google Calendar is a practical calendar developed by Google. It’s free and available both in the web version and for Android and iOS apps.

If you have a Google account, you can use Google Calendar for free, just access the web or mobile version and log into your account.

Google Calendar allows the user to create and edit events, appointment reminders, and even share your calendar with the team or with friends quickly.

With Google Calendar you can work even offline. That is, respond to invitations even without the internet and as soon as you are connected it will automatically synchronize, sending the response to the respective recipients.

You can also receive event notifications via email or mobile. It was created to optimize and facilitate your day. And so that you never forget an important appointment with family or friends.

Thus, check below the reasons why you should use Google Calendar to optimize the processes of your company and make your work-life business more productive.

5 reasons to bet on Google Calendar for your company’s organization

Created to make your life more practical, it has emerged as a proposal for effective organization, both for your professional life, as well as for your personal daily activities.

And now that you already know what Google Calendar is, check out how it can help you to organize your company, and also keep the whole team informed about the progress of important projects.

1. Handle in a practical and easy way

Its interface is everything you expect from Google: practical and easy to handle.

Google Calendar was designed to deliver simple and easy resources, where you or your secretary, for example, can feed it without much effort and always keep the organization of the company’s appointments.

To create a new event or appointment, just click on “+ create”, then add a title and time. You can also add guests, locations, and event description. All this in a very simple way, as in the image below.

how to create an event with Google Calendar

2. Increase your productivity with Google Calendar

In immediate times, all that a good businessman looks for is practicality. Time is valuable and you need to take advantage of every moment to achieve goals and perform daily tasks.

Controlling activities and doing good time management to increase productivity has been valuable for most businessmen. And with Google Calendar you can manage time efficiently for your business in minutes.

Don’t waste any more time trying to organize everything in a notepad, or forgetting your agenda at home or in a client’s meeting room.

Google Calendar has the function of synchronizing on more than one device, so your calendar will always be with you and ready to receive new events and new notes.

In addition, another important feature that can help you increase productivity is that you can define each event in color, allowing you to see your priorities in greater detail.

3. Keep the team informed

This is one of the most amazing features and one that gains thousands of users. With Google Calendar, you can share calendar events with the entire team to keep them always informed about the company’s projects.

Another advantage is to make available hours on your calendar so that employees can schedule meetings with you, without having to call you all the time.

Through the app, you can also invite the team to meetings and receive confirmation.

Incredible and practical, isn’t it?

4. Multiple calendar

Sometimes it is easier to create a calendar for the company projects and another for personal projects.

When you share a calendar, the team is unable to access your personal agenda. You can set up to share your calendar so that only the information you want others to see appears, so you keep your calendar private.

To add a new calendar, just click on “other calendars +” and then “create a new calendar”. You can add a title, a description, and even change the time zone. Check out the image below.

how to create a new calendar with Google Calendar

5. Manage projects

Finally, with Google Calendar you can manage projects and share with your team, in addition to having a broad view of your team’s performance, you keep the steps more organized.

But how do I do this?

To make it easier, you can create an event for each step, or for each task in the project. You can invite the person responsible for the task to this event, add and set a deadline and then share it with all team members. This way, everyone can monitor the progress of the project.

Thus, you eliminate unnecessary meetings and increase the productivity of the entire team.

In conclusion, Google Calendar is the best way to organize company events, appointments, and projects in a shared way, all in one place.

This goes for both: personal and professional life. After all, personal life requires planning and organizing goals, whether for private meetings or important college events, this resource stores all information securely.

It is not much different with professional life, which requires planning and organization from the businessman. The calendar will help in meeting goals and also facilitate contact with a partner or with your team.

Do you want to organize your routine in a practical and effective way using Google Calendar? Click here.

What did you think of this content? Leave it in the comments if you already know Google Calendar and share your tips with others.

Reference material

Google Calendar – Boost your Routine using Google Calendar
Youtube Personal and Business Productivity – https://www.youtube.com/channel

Tags google calendar, google calendar for companies, organization, organize your routine, productivity