Many people who already have a Gmail account have probably noticed the new tabs that recently appeared in your inbox. Gmail has included new tabs labeled primary, social, promotions, and updates. With this new feature, your emails will automatically get sorted into these tabs (and more if you wish to customize them). Some people are complaining about the change, while others love it. After testing out the new inbox ourselves, here are our thoughts on this new feature:

Pros:

With these new tabs, Google does some of the thinking and sorting for you, which can save time when you’re checking your emails. It also eliminates non-urgent emails (such as newsletters and promotional deals) from your primary email inbox that can lead to distractions at work.

Cons:

The tabs put your emails “out of site and out of mind,” which can lead to forgetting about certain emails and tasks. Also, some people prefer to sort emails themselves so they feel more in control of their inbox.

What are your thoughts on the new Gmail Tabs? Let us know in the comments below!

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It may sound simple, but it’s important to think of everything as part of a workflow, including your paper piles. Take a look at your paperwork when you’re sitting at your desk. Do you have a designated place for papers once you complete the task associated with it, or are they placed at random around your space?

If you don’t create a workflow for your paper, it will hinder your productivity because there is no clear beginning, middle, or end. Too many people have all three stages in a single pile. Below is an example of a simple workflow to help you process your papers efficiently. You may want to designate a separate bin for each stage of the workflow.

Suggested workflow for your paperwork:

1. A place to arrive

2. A place to live when they’re in progress

3. A place to go when they exit the workflow or are complete

Being productive is about moving things along and not letting them get stagnant. A simple workflow can help you keep track of your paperwork and ensure everything is moving along.

Interested in additional help with your paperwork? Check out our file management consulting!

Even the most organized offices and people can suffer from bottlenecks that hinder productivity. Whether it’s the chatty coworker in the cubicle next to you or duplicate documents that make finding the most recent version a headache, offices deal with numerous productivity killers on a daily basis (sometimes unknowingly). Below are 5 common bottlenecks to lookout for in your office:

1) Too Many Tools- With thousands of options for businesses to choose from when it comes to tools and software, many professionals end up using multiple tools for a single project because they aren’t aware a more comprehensive tool exists. You may be putting together a report and using 5 different tools when there are probably 1-2 tools that could accomplish the same thing.

2) Duplicating Efforts- Have you ever created a report, only to find out that your coworker already completed it? Without certain processes or best practices in place, it’s easy to unknowingly duplicate efforts and waste time.

3) Not Sharing Information- Someone might create a checklist or tracking sheet to streamline a process, but if they don’t share it with the rest of their team then everyone else loses out and wastes time. Not sharing information is also a common issue when it comes to sharing contact information between team members.

4) Lack of Visibility- Many people have trouble knowing when their coworkers are available or what they are working on. Sharing calendars and task lists can help cut down on time spent scheduling meetings and delegating tasks.

5) Interruptions- There will always be things that distract us when we are trying to work. Some of the most common distractions include email notifications that constantly pop up on your screen, people stopping by to chat, and the phone ringing. We may think staying in touch with the rest of the world all of the time is necessary and unavoidable, but limiting communication for periods of time can really boost productivity.

Does your office suffer from any of these bottlenecks? Contact us for a free 15 minute consultation to find out how we can help!

With more and more people constantly on-the-go and trying to go paperless, portable scanners are becoming extremely useful in situations when you want to convert paper documents into electronic files. In many ways, selecting a reliable and user-friendly scanner is more important than finding a good printer!

At Innovatively Organized, we are constantly encouraging our clients to “become friends” with their scanner to boost productivity and reduce paper clutter. After testing many of the scanners on the market, here is why we like to recommend Fujitsu’s ScanSnap S1300 Portable Scanner:

Lightweight & Portable: It’s easy to transport between locations and it doesn’t take up much room on your desk, which makes it perfect for small spaces.

Speed & Functionality:  The ScanSnap S1300 not only scans quickly, but it has a document feeder that can scan a pile of papers at once. It even scans double-sided documents and papers of varying sizes (receipts, brochures, etc.).

User Friendly: A good scanner must be easy enough to use so you can scan things quickly, and the ScanSnap S1300 does exactly that! It even saves documents to Evernote notebooks with a few clicks of a button.

Interested in The Fujitsu ScanSnap S1300 Portable Scanner? Find it here! 

When it’s time to communicate with a client, is your first thought to pick up the phone or draft an email? Do you prefer brainstorming sessions or “brainwriting” sessions? How do you keep track of your to-dos? The answer to these questions may depend on whether you’re an introvert or extrovert.

Both types of employees can be outstanding and productive as long as they are planning and executing their day to fit their personality. In order to be the most productive you can be as an introvert or an extrovert, consider the following tips:

Email vs. Phone Calls

Introverts tend to prefer to communicate in writing via email or online discussion boards. It gives them time to craft their responses and thoughts. They will often put off making certain phones calls by reworking their to-do list.

Extroverts often like communicating via phone or in person. When sending emails to an extrovert, remember to keep them short and sweet or else they may start skimming.

Brainstorming Sessions

Introverts usually favor writing their ideas down during brainstorming sessions. Sometimes extroverts assume that because introverts aren’t the first to speak up, they aren’t as creative. That’s not the case! Provide introverts with an opportunity to think on their own and then submit their ideas.

Extroverts tend to thrive in a room with a whiteboard and at least one additional person to bounce ideas off of and help them stay on track. Unlike introverts who prefer to formulate their thoughts before speaking, extroverts usually formulate ideas as they’re talking.

Time & Task Management

Introverts, on the whole, prefer to track their appointments and tasks in their own personal system. They are frequently hesitant to share calendars with coworkers. If you are sharing a calendar or scheduling appointments for an introvert, try to give them breaks between meetings so they have time to reboot.

Extroverts often benefit from capturing to-dos in more non-traditional ways (other than just writing them down), such as with a visual-based to-do list app like Action Method. As an extrovert, consider asking a coworker to check in with you and hold you accountable for your daily to-do list.

Have any other tips for extroverts or introverts? Let us know in the comments below!

This is a guest blog post by Bob Sadowski, APR, Public Relations & Social Media Manager, ACCO Brands

When we talk about productivity, it usually takes the slant of personal habits and processes that can enhance an individual’s ability to get the most out of every day. But what about multiple people or a team of colleagues working together in an office environment? Isn’t their productivity as a whole just as important?

As the saying goes, there is no “I” in “TEAM.” While it is helpful and actually quite necessary for individuals to be productive on their own personal levels, it’s imperative that this productivity spills over and is shared by the entire team.

Here are 10 tips you can use in your office to help maximize productivity on both a personal and group level:

1. Keep It Clean: We all keep our living spaces, vehicles and the like clean (well, most of us do!)—why not your workspace? A clean and tidy office environment helps keep employees focused and working as a team. Make it a part of the daily routine and include common areas as well as personal work spaces—remember, you never know when a new prospect will be dropping in for a visit, and you definitely want to give them a good first impression.

2. Declutter: An extension of Tip #1, one of the biggest culprits to a messy, disorganized office is clutter. The filing cabinets, storage closets and network servers are there for a reason: To store important information for easy location and access. If it’s not important or critical for future reference, throw it away.

3. Open Floor Plan: Many offices are going to an open floor plan—we’ve done exactly that at AT-A-GLANCE. By placing team members and colleagues in an open air environment and out of closed-up offices, collaboration and creativity fuel productivity. This type of layout lends well to many of the following tips, too.

4. Your “Happy” Place: How does Happy Gilmore continue to do well on the golf course? He goes to his “happy” place! The office—while maybe not to Mr. Gilmore’s extreme—should be a happy and pleasant environment. While some locations may be limited by the physical structure, try your best to incorporate natural light and common areas where employees can just get away, such as a workout area or serenity room.

5. Central Schedule: The larger the workgroup, the more important a central schedule becomes. Most offices incorporate a common communications platform, like Microsoft Office or the entire Google platform. Take these a step further and create calendars and task lists for your individual groups or teams. A centrally located wall or dry erase calendar, for example, is a great tool for tracking everyone’s vacations and time out of the office.

6. Face Time: Don’t let your team hide behind email, IMs and voicemail. Make sure there is plenty of face time between all members of your group. While you don’t want to overdo meetings (see Tip #8 below), occasional meetings are necessary to build a sense of teamwork. Make sure to incorporate meetings that are “light” in nature.

7. Straight Talk: One of the core values at a previous employer was “Straight Talk.” Employees and team members want to be heard. No matter if what they have to say is good, bad or even ugly, a comfort level must be established so that everyone is on the same page. Suppressed thoughts and ideas will only lead to productivity road blocks.

8. Let’s Meet…or NOT! As stated above, some meetings are necessary, but don’t have meetings for the sake of having them. Everyone’s time is valuable, and unless a meeting has direct takeaways and action items, it may be best to keep it limited to email.

9. Teamwork and Camaraderie: If the tips listed here are taken to heart, teamwork and camaraderie will be the natural outcomes. While you don’t have to go out for happy hour every week, members of your team should view each other as more than mere work colleagues. 

10. Goals, Milestones and Celebrations: Without clearly stated and agreed-upon goals and objectives, productivity can’t happen. The entire team should be involved in setting the group’s goals and their accompanying milestones. Most importantly, don’t forget to recognized everyone’s hard work and celebrate your successes.

Get more productivity, planning and organizing tips for your personal and professional life by visiting the AT-A-GLANCE blog and the AT-A-GLANCE Success Center.

About Bob Sadowski, ACCO Brands

Bob Sadowski is an accredited public relations professional (APR) with 20 years of communications experience. He joined ACCO Brands, the makers of AT-A-GLANCE planning tools, as its marketing manager for public relations and social media in September 2011.

Have you ever reviewed notes from a meeting, but quickly realize you have no idea what you were thinking when you were writing them down? Although you may feel like you will remember everything from the meeting at the time, it’s easy to lose track of the specifics when you start focusing on other tasks. To avoid confusion and wasted time, here are 4 secrets to taking effective and organized meeting notes:

1. Label Your Notes

At the top of the page include the date, title, type, or purpose of the meeting. This will allow you find your notes quickly later on.

2. Refer to the Agenda

If there is a meeting agenda, use the topics listed as a guide to organize your notes. You can number each topic and use that numerical system to outline your meeting notes. This will simplify your search because you can find your notes on certain topics discussed without reading through all of your meeting notes.

3. Mark Follow-Up and Action Items

Take special note of items that you are required to complete or follow-up on. You can use the word “ACTION” to call out such items, or place a checkbox next to the words that describe the action item.

4. Update Your “To Do” List

If you have a lot of action items, place your action items directly into a separate “to do” list as soon as you can after the meeting. This will ensure that you won’t forget any important tasks that were assigned to you during the meeting.

Could you use additional help on taking effective meeting notes? Sign up for a free 15 minute consultation!

Having trouble finding a to-do list app that works for your busy schedule? There are so many to-do list apps on the market that it’s difficult to know which app is right for you and your particular set of needs. We’ve tested many of them and have come up with a list of pros and cons for six different to-do list apps:

ToodleDo

Pros: It is a very robust to-do list app and has a variety of customization options. It also allows you to assign time estimates for tasks, set alarms, collaborate with others and filter tasks by importance.

Cons: If you’re a visual person, it may not be the best fit and some of the features can cause confusion if you’re not familiar with them. It tends to be better for linear people.

Action Method

Pros: This app is very visual with simple fields and color-coding features. This app is the easiest transition for someone who uses sticky notes and wants to transfer to an electronic to-do list.

Cons: Does not have some of the advanced features that other apps possess, including reporting capabilities.

TeuxDeux

Pros: It is extremely basic and the easiest transition from a steno pad. It’s a good option for lighter, personal to-do lists such as grocery shopping, errands, etc. One important feature to note is that it automatically moves tasks that you don’t complete to the following day.

Cons: This app may be too basic for many professional environments and people.

Clear

Pros: Clear keeps you moving to the next task and is good for the fast-paced person that makes quick decisions. The interface allows you to pull, swipe, and drag your finger to create, arrange, and complete your tasks.

Cons: With such a simple interface that lets you swipe tasks out of the way for later, it is easy to move a task “out of sight” and “out of mind.”  Also, if you swipe the wrong direction, you could accidentally create, complete, or delete a task.

Wunderlist

Pros: This app is user friendly, a quick set up, and has a clean interface. It is also easy to toggle between categorized lists and has a consistent look and feel on each device you use it on. When you upgrade to “Pro” you can also share tasks with other team members.

Cons: There is no place to enter time estimates for your tasks and it may be too basic for some users.

Remember the Milk

Pros: Syncs with familiar tools such as Outlook and Evernote. It also works on most devices so it’s easy to use on-the-go.

Cons: The online interface is slightly outdated.

Which to-do list app do you prefer? Let us know in the comments below!

When you have what seems like thousands of emails to respond to, clients to call, and projects to finish, do you feel like you can rely on your assistant to help you? Many business owners underestimate the importance of the role. It’s a very strategic role if it’s done correctly and can save business owners a lot of time and stress. We have come up with the 6 characteristics that we believe your assistant should posses:

1) Organized- They can keep track of everything that is going on in your schedule as well as their own schedule. They are detail oriented and their organization is what helps makes the company run smoothly.

2) Forward Thinker – They foresee problems that may arise and are able to fix them proactively. As a result, you won’t have to waste time dealing with the issue later.

3) Communicator – They aren’t afraid to ask for help when they have a question. They can also communicate with a variety of people, from clients to executives, in a friendly and effective manner.

4) Willing to be “The Hub” – They know you, and others, will rely on them to help with a number of tasks on any given day. They are comfortable being behind the scenes to ensure that everything runs smoothly, but are also willing to step up when necessary.

5) Task Master – They possess the unique ability to help you manage your tasks and projects on a day-to-day basis. At the same time, they are tracking their own tasks to ensure things don’t slip through the cracks.

6) Juggler – They deal with shifting priorities masterfully and are willing to jump in wherever they’re needed. They aren’t rattled by frequent interruptions in their day; instead, they continue to focus on the next task at hand.

Even if you manage your daily tasks and schedule on your own, hiring a good assistant that possesses these qualities will free up time for you to focus on growing your business and maximizing your productivity.

Does your assistant possess any other good qualities that help you out? Share with us in the comments below!