Category: blog

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

blog Teamwork

Microsoft Teams: make teamwork easier

Post author By Organize na Prática Team
Post date August 26, 2020

Microsoft Teams is the most beloved corporate chat today. This is because the platform was released for free use in 2020. With more than 75 million people using the platform, it’s an excellent tool to facilitate teamwork. Check out in this article what it is and how to use Microsoft Teams.

Getting to know Microsoft Teams

The platform is increasingly famous for being an excellent tool for professionals who need to contribute and share information in real-time.

Microsoft Teams unites chat, video conferences, calls, files in a single application. And the number of users has grown considerably from 2019 to 2020. Currently, there are more than 75 million people registered on the platform.

This happened because of the increase in the number of people working in the home office system.

But, why is the platform so successful? Microsoft Teams unites teams of professionals, regardless of the area, and offers numerous features.

Its proposal is to be a centralized and integrated environment of contribution and information sharing.

Therefore, through the platform, it’s possible to create teams and optimize the organization’s processes and workflow, so that the functions are executed more quickly and effectively.

The application is available to Office 365 users, with some free functionality for non-subscriber users. In addition, it’s available on the web and mobile version, making everything even more integrated and practical.

Find out below some features of Microsoft Teams and understand why the platform has become a trend among professional teams.

Main features of Microsoft Teams (and how to use them)

Of course, like any great technological innovation, the platform comes with numerous features. Check out the main features that Microsoft Teams offers, as well as for instructions with images on how to use it.

Lateral menu of Microsoft Teams

The main functions are displayed in the side menu. It’s there that you will use all the resources that Microsoft offers to facilitate your work.

Create a team

To create your own team, just click in “team” on the lateral menu, then click in “Join or create a team”.

In addition, you can create a public or private team.
Check out the image:

Chat with anyone and anywhere

The platform facilitates communication, whether group or individual. So, send a message to your colleagues. You can also send gifs, stickers, and emojis in a group chat or in one-to-one messages.

To do this, simply access the lateral menu, locate the chat, click on the second icon in the top corner, and include the name, @ or email of the person with whom you want to start a conversation.

See how simple it’s in the following image:

Meet anywhere

Schedule and connect with your team anywhere through online meetings. Make secure video conferences with anyone.

On the platform, you have the option to connect at any time with your team or schedule a meeting.

In addition, when scheduling the meeting, you have the option to share this schedule with everyone involved to be notified.

See the image below:

Efficient calendar

The meetings you have scheduled with the team are automatically synchronized with the Outlook calendar. Keeping all the important information for the team in one place.

Cloud files

In Microsoft Teams you can gather files from all teams. Nevermore waste time sending files to each other via email.

In this way, your team also increases the productivity and quality of tasks. Since the team will not have to waste time finding or ordering the files they need to do a good job.

It’s also an excellent channel for storing personal OneDrive documents.

In addition, you can choose the cloud storage provider you would like to use in Teams.

To store a file, just click on “files” in the side menu, click on “OneDrive” or on “+ Add cloud Storage” and choose the best storage provider for you.

Check the image below:

How to start using Microsoft Teams

The platform is simple and intuitive. And as you saw in the previous topic, it offers the best resources to make teamwork easier.

Here’s the step-by-step on how you can start using Microsoft Teams right now.

1st step: creating a Microsoft Teams account

To create an account, simply go to the platform’s homepage or download the application. Microsoft is available for Android and iOS.

This step-by-step will be performed based on the Microsoft Teams’ web version.

Click on “Sign Up for Free” and you will be redirected to another page. So, just include your email, then choose what your goal is when using the platform. Finally, include a secure password.

2nd step: account confirmation

As soon as you create an account, Microsoft Teams will send a confirmation code to your email.

Just access your email, and include the verification code.

3rd step: choose where you want to start using Microsoft Teams

After including the verification code, the platform will suggest that you download the application on your computer or use the web version.

Choose what is best for you and then just take advantage of all the features that Microsoft Teams offers.

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.

Reference material

YouTube – Personal and Business Productivity
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags how to use Microsoft Teams, Microsoft Teams, teamwork easier, teamwork easier with Microsoft Teams, what is Microsoft Teams

blog ClickUp

Project Management Software using ClickUp

Post author By Organize na Prática Team
Post date August 17, 2020

Are you looking for a smart, complete, and easy system to help you manage your various projects? Meet ClickUp, an excellent project management software. With it, you can create tasks and designate which employee will be responsible for them, and much more. Check out in this article everything you need to know about ClickUp.

Click here and create your ClickUp Free Account.

What is ClickUp?

ClickUp is a project and event management software and is even an excellent tool to organize your routine, with the possibility of sharing and collaborating.

Let’s imagine that your project involves more than one employee responsible for different tasks. With ClickUp you can create numerous tasks, define which stage the tasks are in the process, and designate which employee will be responsible for a given task.

In addition, it’s possible to set deadlines for the execution and delivery of tasks, make comments within the tasks, and include links and attachments.

That way, your team will not waste time searching for the necessary resources for a job well done. And they can focus on the quality of this project.

There are countless possibilities to keep your team focused and increase productivity. ClickUp also facilitates communication and keeps the team engaged and motivated to achieve the common goals of the project.

Check below the main advantages of ClickUp.

Advantages of ClickUp

One of the biggest advantages of ClickUp is that its free version offers numerous possibilities. Among them, you can create an unlimited number of tasks and collaborate with as many people as needed.

Its only limitation is storage. It’s only allowed to include files up to 100 MB in the attachment.

The application is available in the web version, Windows, iOS, Linux, Android, and also allows offline use. And as soon as you are connected to the internet, the data will automatically be updated.

Check out more advantages of this tool below.

Possibility of Integration and Migration

ClickUp allows you to integrate other applications, there are more than 1000 services. For example, Dropbox, Google Drive, Google Calendar, Slack, GitHub, BitBucket, GitLab, Zapier, Apple Calendar, Outlook, among many others.

Another great advantage is the possibility of migrating the tasks of an application to ClickUp, such as Trello, Asana, Todoist, Airtable, Flow, and others.

Simple, complete and intuitive interface

Inspired by the Kanban methodology, ClickUp presents a modern, simple to use and very complete interface.

It allows the creation of different spaces, folders, and tasks to keep your project always organized. This will facilitate visualization for more adequate project management.

Define what stage the tasks are, for example, include “to do”, “in progress”, “done” states and customize in the way that works best for you and your team.

In addition, you can assign different tasks to each of the employees, and each activity will appear to their in their accounts.

Time management

With ClickUp, you have greater control over time and team performance. It’s possible to add time estimates to the tasks and designate more than one employee to perform a certain task so that you ensure that the project progresses within the defined deadlines.

In addition, you can integrate the tool with Google Calendar. Never again miss deadlines or commitments due to a lack of organization or management.

Facilitates communication and teamwork

ClickUp offers numerous possibilities to improve communication and facilitate teamwork.

For example, when a comment is assigned containing an action item, mark it as complete with a single click to keep everything organized and also to keep the team informed about the progress of the project.

In addition, it’s possible to control and analyze what your team is doing without having to ask through the workload graph.

With the box view, you can easily see who is overloaded and who needs more tasks.

Finally, all resource management can be done through the drag and drop system to facilitate everyone’s work and ensure practicality when managing the project.

How to use ClickUp

Now that you know what ClickUp is and what are the main advantages, check out the step-by-step below and learn how to use this excellent project management software.

1. Creating a free ClickUp account

First, you need to create a free ClickUp account. To do this, just click here and register your email.

After clicking on “Sign Up”, you will enter your best email to get started.

Then, you will be directed to include your registration information.

2. Confirm your email

As a form of security, and to make sure it’s really you, ClickUp will email you with a verification code.

Just open your email box, check the code, and include it in the field as requested. As shown in the image below.

3. Customize your Avatar

Then, ClickUp will give you the option to customize your profile, choose the theme. You can even include a photo of yourself so that people on your team can identify you more easily.

4. Add apps with you want to

Then you will have the opportunity to add the applications of your choice to start the integration. If it’s not of interest to you, just click “No, thanks” at the bottom of the page.

5. Choose a ClickUp template

With your account completed, it’s time to get your hands dirty and choose a template to get started.

Click on Manage Project, or choose a template that relates to your goals, and then just click on “use template”. And finally “Play with ClickUp”

Simple, isn’t it?

Now, free your mind, use your creativity, and structure all the steps of the project so that you can manage it properly.

In conclusion, how about creating a free ClickUp account and start to manage your projects right now?

Click here to create A FREE ACCOUNT!

Finally, what did you think about this content? Leave your opinion in the comments and share this material with your friends to help them to manage their projects.

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

Reference material

YouTube – Personal and Business Productivity
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags Advantages of ClickUp, how to use ClickUp, project management software, project management with ClickUp, whats is ClickUp

blog Organization

Organize your documents using this curious technique

Post author By Organize na Prática Team
Post date August 12, 2020

Do you have difficulties in filing your documents in an organized way? Or, do you think it is difficult to find a document every time you need it? In this article, we will focus on how you can organize your documents, contracts, or any important file using a practical and quick technique. Check it out below.

Organize your documents: know the importance

Performing efficient document management is essential not only to facilitate the routine of a company but also to help you in your personal or academic life.

We accumulate documents with some frequency. Some of them can be discarded after a while, others are necessary to file correctly for eventual consultations.

And everyone knows that, with the lack of organization, how exhausting it is to go through all the folders – digital or physical – in search of an important document.

Therefore, document management is present as an administrative tool to facilitate both company processes and anyone’s personal routine.

It’s a set of techniques and procedures that allow you to organize and store your documents safely, enabling their quick location and correct disposal, in accordance with current legislation.

In addition to these benefits, good document and contract management can bring numerous benefits. Check out below some of them.

Finding what you need, when you need it

There is nothing worse than wasting time and energy looking for something that should be at your fingertips.

So when you organize your documents in one place, you know exactly what to look for and how to look, making your routine more productive.

Save physical space

In the course of our life or the progress of the company’s processes, we have accumulated a huge amount of papers. And thanks to technology, today, you are able to carry out a practical and secure digital storage to organize your documents.

Thus, saving physical spaces that can be used for other more important functions in the company, or even in your home.

So, select a day to separate the files. Check what can be digitized, and what you need to keep in physical format, as well as what can be discarded. And do this cleaning on your files.

With an organized space, your mind will also work in an organized way, and you have an extra gain.

Information security and confidentiality

When choosing a smart system to organize your documents, you will have the security and confidentiality of information. After all, when you register on any platform, you include your passwords and guarantee that no documents will be lost or breached.

This strategy is important, especially if you will use document management to organize your professional routine.

Time optimization and increased productivity

When you have all your documents organized in a single environment, you increase your productivity and optimize time. Because you know that you will find what you need more easily.

Organize your documents using this curious technique

When choosing the best platform to organize and manage your documents, you can evaluate the one with the best cost-benefit and with a simple and intuitive interface, to make your routine even more practical.

Today, the market offers a huge variety of management tools for you to organize your documents efficiently and with security, ensuring that you can find what you need and when you need it.

What we are going to present to you today is Evernote. A secure data repository that will enable you to organize and record all information quickly and all in one place. Thus, check below all the possibilities of this tool.

Define notebooks and tags by themes to organize your documents

To make it easier and faster, archive your documents in a segmented way and divide them into specific notebooks according to the theme, categorize each file using the tags that Evernote provides. That way, you’ll know where and how to find it more easily.

If your documents are very messy and you don’t have the time you need to scan them, or archive them, take a few minutes of the day to do it little by little. And when you imagine it, everything is already organized in one platform.

Create a document template and send it to everyone involved

In case you are thinking about implementing document management in your company, what will facilitate and a lot of teamwork is to create models and make available to all involved.

Evernote itself allows you to invite members to edit the files on your account.

So, if you have to fill out a common document for all customers, leave the document already saved in an Evernote note, and when you need to use it, just copy the template to another note and edit. Thus, you create an agile tool for one of your company’s processes and maintain the organization of your documents.

Create a routine and organize your documents

After sorting, scanning, and organizing your documents, create a routine so that at the end of the day, or at the beginning of the next day, you can archive all the documents accumulated throughout the day.

This way, you will create a routine of organization and never have to worry about the mess again.

Search your documents easily using this tool

In Evernote, both in the free and paid versions, it’s possible to locate a document from the tag included at the time the document was archived.

For example: include the word “invoices” in the search tool and all files categorized with this keyword will appear.

To further refine your search, also include the word “receipts”, and you will have your specific file in minutes.

In addition, in the Premium version, Evernote makes it possible to search within documents. Therefore, whenever you need to consult a contract clause, for example, just include the keyword in the search tool, and Evernote will retrieve the document in seconds.

Finally, to further facilitate your learning, watch below a video where, Mauricio Aizawa teaches, in practice, how to organize your documents and contracts with this technique. He also teaches you how to save a new file from notes, within Evernote.

In conclusion, how about creating a free Evernote account and start organizing your documents right now?

Click here to CREATE A FREE ACCOUNT!

Finally, what did you think about this content? How do you usually organize your documents? 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
Set a productivity routine – Google Calendar + Evernote + Calendly
Organize na Pratica – Courses

Tags how to organize your documents, organization, tips on how to increase productivity, tips on how to organize your documents, tips on how to use Evernote