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VersaTrust has been serving the Texas area since 1997 , providing IT Support such as technical helpdesk support, computer support and consulting to small and medium-sized businesses.

6 more Office 365 productivity tricks

By now, you’re probably familiar with popular Office 365 productivity features like Skype for Business, and real-time collaboration in Word, Excel, and PowerPoint. You might even remember a few time-saving keyboard shortcuts that will make your Office 365 experience a lot smoother. But even after all that, there’s still much to learn about Office 365. Here are some more tricks that can boost your productivity.

Declutter your inboxIf you’re having trouble managing the overwhelming amount of emails in your inbox, then using Office 365’s “Clutter” feature can clear up some space. To enable this feature go to Settings > Options > Mail > Automatic processing > Clutter then select Separate items identified as Clutter. Once activated, you need to mark any unwanted messages as “clutter” to teach Office 365. After learning your email preferences, Office 365 will automatically move low-priority messages into your “Clutter” folder, helping you focus on more important emails.

Ignore group emailsAre you copied on a long email thread you don’t want to be part of? If so, simply go to the message and find the Ignore setting. Doing this will automatically move future reply-alls to the trash so they never bother you again. Of course, if you ever changed your mind, you could un-ignore the message: Just find the email in your trash folder and click Stop ignoring.

Unsend emailsIn case you sent a message to the wrong recipient or attached the wrong file, Office 365 has a message recall function. To use this, open your sent message, click Actions, and select Recall this message. From here, you can either “Delete unread copies of this message” or “Delete unread copies and replace with a new message.” Bear in mind that this applies only to unread messages and for Outlook users within the same company domain.

Work offlineWhenever you’re working outside the office or in an area with unstable internet, it’s a good idea to enable Offline Access. Found under the Settings menu, this feature allows you to continue working on documents offline and syncs any changes made when you have an internet connection. Offline access is also available in your SharePoint Online document libraries.

Use Outlook pluginsAside from sending and receiving emails, Outlook also has some awesome third-party plugins. Some of our favorite integrations include PayPal, which allows you to send money securely via email; and Uber, which lets you set up an Uber ride reminder for any calendar event. Find more of productivity-boosting plugins in the Office Store.

Tell Office applications what to doIf you’re not a fan of sifting through menus and options, you can always take advantage of the Tell Me function in your Office 2016 apps. When you press Alt + Q, you bring up a search bar that allows you to look for the functions you need. Suppose you need to put a wall of text into columns on Word but can’t find where it is specifically. Just type ‘column’ and Microsoft will help you with the rest.

These tricks and features themselves will definitely increase productivity. And fortunately, there’s, there’s more coming. Microsoft continues to expand Office 365’s capabilities, and if you truly want to make the most out of the software, don’t be afraid to explore its newly released features.

For more Office 365 tips and updates, get in touch with us today.

Published with permission from TechAdvisory.org. Source.

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Introducing Cloud Search for G Suite users

Google Cloud Search is the latest tool launched for business customers that allow users to search across their G Suite products including Drive, Gmail, Sites, Calendar, Docs, Contacts and more. It was previously available in a limited preview, named Springboard, and was described as something similar to Google Now for enterprise workers.

Google Cloud Search is designed for larger corporations where different groups and individuals have access to different files. This search engine respects file-sharing permissions, so users can only access what’s available to them, whether that’s company-wide resources such as a policy manual, team projects or documents only they are able to see.

On top of retrieving work documents, Cloud Search also acts as a directory service that allows users to look for their colleagues’ contact information, while simultaneously viewing the events and files they have in common. When viewing a contact’s information in the search results, users will be able to click and start an email, phone call, or a Hangout.

Much like Google Now, Google Cloud Search utilizes a card-style design that presents information to you, whether you’re accessing the search service through your phone or laptop. Google Search also takes advantage of machine intelligence to highlight information it thinks you need to know. In these “assistant cards”, Google Cloud Search will reveal recently accessed files, meeting reminders, notes and more.

Adding machine intelligence to enhance its productivity tools has been Google’s recent focus; this goes hand in hand with the G Suite rebranding. In fact, the company announced a number of machine-powered features such as “Quick Access” in Drive that predicts which file you need before you even begin typing. According to Google, this reduces up to 50 percent off the average time to locate the right file.

The goal of this predictive search service via Google Cloud Search is to offer a productivity boost for G Suite users. Google notes in this blog post announcing Cloud Search, that workers spend 20 percent of their week searching for and consolidating information; the new service aims to reduce that figure. Google Cloud Search is now rolling out to new customers using G Suite Business and Enterprise editions, Google plans on introducing more features and will integrate with third-party applications.

By knowing how to leverage the latest technologies to your advantage, not only will you get a leg up on the competition, you’ll also streamline work processes and drive greater revenue. For further questions or more information, feel free to give us a call or send us an email anytime!

Published with permission from TechAdvisory.org. Source.

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Simplify calendar sharing with Office 365

Knowing your friend’s schedules comes in handy when you’re trying to arrange a reunion, and the same can be said for businesses. Through calendar sharing, employees can simultaneously arrange meetings, prioritize projects and set schedules for contacting customers. Unfortunately, it isn’t as easy as it sounds. Recently, Microsoft made changes to its calendar sharing function that might make things a little simpler. Here are some of them:

SimplicityUsers’ first impression of the new model is that it’s much simpler. To share your calendar, simply click the Share option in the calendar menu bar and then enter the names of people with whom you wish to share. With a few clicks, you can decide who gets to see your schedule and how much of it they can view. On top of that, you’ll be able to nominate users who create appointments or accept meeting requests on your behalf - when the update rolls out in early 2017.

What sharers get to seeOnce a user accepts a sharing invitation, the calendar is then added to the set they open. The invitation needs to be accepted using an updated client in order for the embedded instructions to be properly processed. Depending on how much you're willing to share, the calendar allows you to either show full details of your schedule or just certain parts of it.

Mobile devices includedBesides the new sharing interface, this model extends into mobile devices where Outlook for iOS, Android, and Windows 10 Mobile will be able to view and edit shared calendars for the first time. And because calendar events are time-sensitive, changes will be executed and synced immediately, ensuring that your calendar is always accurate.

Immediate synchronization is available for OWA and mobile clients. For Mac users, Outlook continues to use periodic synchronization. This is used to share calendar information with users outside of your Office 365 tenant.

Updates: Outlook for MacKnown as the black sheep of the Outlook family, implementation features of Outlook for Mac generally differs from the way things are done in other clients. Fortunately, Outlook for Mac’s calendar sharing function is being upgraded, with changes that include:

  • Intuitive UI to match other Outlook clients, including the addition of an Accept button to simplify calendar sharing invitations.
  • Shifting away from the Mac-specific local linked calendars, roaming shared calendars reads data from Exchange Online to ensure the same set of shared calendars are visible across all devices.
  • Immediate synchronization will replace periodic synchronization.
Even the tiniest details -- calendar sharing included -- have the potential to greatly impact the outcome of your business. If you have questions or concerns about managing various aspects of Office 365, feel free to get in touch today.
Published with permission from TechAdvisory.org. Source.

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New Office 365 updates for collaboration

Every now and then we all need a little help, especially in today’s digital era. To keep up with the competition, companies are gearing up, especially in the IT department. With the help of cloud computing technology, Office 365 is a productivity and collaboration-enhancing software that is changing the way small- and medium-sized businesses operate. Here are four of the latest features added to Office 365:

Real-time collaboration in PowerPoint

Users will now be able to share a PowerPoint deck and update documents with others in real time. This means you’ll be able to see edits as your colleagues make them. Microsoft was committed to expanding real-time co-authoring of a company’s native applications, with Microsoft Word already rolling out this feature beforehand. Currently, real-time collaboration is available for PowerPoint on Windows desktops for Office 365 subscribers in the Office Insider program and for PowerPoint Mobile on Windows tablets.

Move attachments to the cloud and share with colleagues in Outlook

According to Kirk Koenigsbauer, corporate vice president for the Office team, this feature allows users to transform a traditional document into a shared cloud document within Outlook. Previously, Outlook users could only attach cloud-based documents to an email, but this new feature makes it easier to send large files and to collaborate on those files with ease.

Users can upload files into their own OneDrive or a document library as part of an Office 365 group and then designate sharing permissions for the email recipients. The new feature is currently available in Outlook on the web as well as Outlook on Windows desktops for Office 365 subscribers.

Mobile notifications for changes to shared documents

With this new update, users will be notified when any cloud documents in Word, Excel and PowerPoint are being shared or edited. These notifications let you know when changes are being made, even if you are away from a particular document, so you’re always connected and know when you have to act. This feature can be integrated with the activity feed on Windows desktops, and help businesses improve user collaboration. Koenigsbauer says that Microsoft will continue working on the notification feature “to provide more detail and transparency around shared document activity in the future.” Sharing and editing notifications are available for Word, Excel, and PowerPoint users on Android and Windows Mobile for Office Insiders. This feature will be available for commercial users in all Office mobile applications in the coming months.

Find, open, and save documents in a Shared with Me and Recent Folders tab

Microsoft’s “Shared with Me” tab in Word, Excel, and PowerPoint makes it easier for enterprise users to find and open shared documents without having to leave the app you’re working in. At the moment, the Shared with Me tab is available on Windows desktops and Macs for all Office 365 subscribers, iOS and Android devices included. And soon, it will be available on Windows Mobile. And the “Recent Folders” tab -- used to help quickly locate files as well -- is now available in Word, Excel and PowerPoint on Windows desktops for Office 365 subscribers in the Office Insider program.

Technology has become an integral part of modern businesses, and investing in the right IT resources is needed in order to achieve success. With the latest additions to Microsoft Office 365, small- and medium-sized businesses will enjoy enhanced staff collaboration, increased corporate productivity, and an overall competitive advantage.

Published with permission from TechAdvisory.org. Source.

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How web monitoring increases productivity

The internet is undoubtedly one of the most powerful tools for improving business productivity. But it’s also a magnet for procrastination. With unfettered access to the internet, it’s easy to stray away from your important work responsibilities. If done in moderation, five-to-ten minute breaks on Facebook, Twitter, and YouTube are harmless, but if employees spend several hours a day there, the internet is impeding office productivity. Fortunately, web monitoring can ensure your employees don’t overuse these sites.

Time-saving measuresAt times, the internet can be very addictive. Internet monitoring software saves employees from the temptation of online videos and games by restricting access to time-wasting sites that you deem unnecessary for business. But internet monitoring software doesn’t even have to be as extreme as denying permission to harmless social media websites. Just letting your employees know that you’ll be randomly monitoring their internet activity discourages them from taking prolonged visits to their Instagram page.

Avoiding harmful websitesThe internet hosts plenty of unsavory links and websites. Employees who haphazardly click phishing links or access malware-ridden pornography sites can put your business at risk. Working with infected machines can slow down the entire system and, in some cases, completely halt operations. But by using internet monitoring tools you can restrict access to dangerous websites, and identify reckless employees to remove their internet privileges, if necessary.

Controlling bandwidth usageEven while using the internet for the right purposes, bandwidth can be used up quickly. Internet monitoring gives you up-to-the-minute reports on your bandwidth usage. Once you have a clear understanding of your company’s overall bandwidth usage, you can then control its expenditure. This feature allows you to prioritize bandwidth for critical business applications and reduce bandwidth for less necessary websites.

Increasing productivity on the internetInternet monitoring software may be a powerful tool, but it should be used responsibly. As a business owner, you need to walk a fine line between over-surveillance and under-surveillance. What you should do is establish a clear internet policy. Then, explicitly define the disciplinary measures to be dispensed on anybody who goes against the requirements of the internet policy. And deal with time-wasting employees on a case-by-case basis. It’s unreasonable to remove everyone’s Facebook privileges because one or two abused theirs.

Employee productivity can be difficult to achieve, especially with the proliferation of what we would like to call, “procrastination software.” But with web monitoring software, you can truly get your business -- and your employees -- back on track. Looking for more ways to increase business productivity with technology? Give us a call. We’ll be happy to make suggestions.

Published with permission from TechAdvisory.org. Source.

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Springboard: a unified Google cloud service

Google claims that five million organizations around the world use Apps for Work, which is why their recent announcement regarding the service is such a big deal. If you use more than one of these services, you may love them as standalone apps but probably feel they could use some more cross functionality. Yet again, Google is here to save the day. Let’s take a look at what they have in store for their cloud platform.

Although it has been a long time since we’ve seen a big update from the service, the silence was finally broken when Google unveiled Springboard earlier this month. To understand what this new tool does, we need to get a better idea of the problem it aims to solve. Apps for Work includes ten separate cloud software packages that allow users to create, share and collaborate documents without any local installations. All of these services keep documents in Google’s cloud storage for quick and easy access from any web-based device.

Unfortunately, most of these applications run independently of each other and individual documents need to be shared between each platform for there to be proper cross functionality. In fact, Google estimates that Apps for Work users currently waste nearly one full day each week tracking down and researching information in their Google cloud storage. And that’s exactly what Google wants to change.

Springboard will allow users to connect all of their Apps for Work documents into one file system. Did you schedule a meeting but can’t remember if you used Gmail, Google Calendar, or your meetings spreadsheet? No need to pinball between the different applications until you eventually find it, one simple search will scan all of your Google cloud storage.

As if this simple but vital upgrade wasn’t enough, they’ve also claimed that Springboard will provide recommendations and suggestions for “actionable information”. This suggests that we will see something equivalent to Google Now for our business accounts, where Google will begin to recognize search habits, appointments and requests within the text of your Apps for Works documents and turn them into unprompted recommendations.

Alongside the Springboard announcement was a pretty large update to another Apps for Work service: Sites. This tool allows Google business users to create intranet sites for collaboration and organization, and the update increases the functionality to include more dynamic design tools like automatic mobile optimization, drag and drop frames and live editing on the page. Unsurprisingly, it also showcases a new function to search across all company Apps for Work documents. Almost like a customizable version of Google Drive for your office.

Despite the announcement of these services, Google has refrained from providing demonstrations or screenshots as of yet. Although the Springboard and Sites updates are currently only available to early adopters, companies can sign up to join that group and try it out for themselves.

Interested in signing up to try it out? Or do you currently use the free, less equipped version of Google Apps and think it’s time to make the switch to Apps for Work? We’re experts in all things Google and want to show you what it can do for you -- send us your questions today.

Published with permission from TechAdvisory.org. Source.

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Master your messages with these Gmail hacks

Gmail has become a powerful email option for businesses since it can be attached to your domain. Easy to use, accessible from anywhere and always up-to-date, it has a lot to offer business users. But if you only use Gmail to send and receive emails, you’re barely scratching the surface of its true capabilities and lesser known features. Here we’ve listed some of the most useful Gmail tricks that will help you take full advantage of what Gmail has to offer beyond sending and receiving messages.

Unsend emails

Ever had that moment when you’re in a hurry to type up an email and send it off only to notice a few seconds later there were a couple of mistakes? Maybe you’ve forgotten to attach a file or misspelled a word. Heck, you may have even sent it to the wrong recipient! Don’t worry, we’ve all been there. This is the moment where Gmail’s ‘Undo Send’ feature will become your new best friend. You can activate this by clicking on the gear icon on the top right hand corner of Gmail, then go to Settings. Scroll down to Undo Send and hit the Enable box. Now you have up to 30 seconds to click the ‘Undo’ button that will pop up once your email’s been sent.

Create to-do lists

Gmail provides an easy way to create a task list that you can use to keep track of all the things you have to do in a minimizable window. This way you won’t have to send yourself an email and clutter your inbox every time you need to remind yourself to do something. Adding a to-do list is easy; simply click the Mail menu in the upper left corner of the Gmail window and choose Tasks. A small window will appear in the bottom right corner of the page, and here you can type in your tasks and check the boxes once you’ve completed each of them.

Prioritize emails

Some emails are too important to be buried in a crowded inbox. This is where you can use Gmail’s Star feature to your advantage. Adding stars is a way to single out emails that need to be read later or require a follow-up. You might already know that clicking the yellow star beside the email will highlight the line and makes the message easier to find. But there’s a way to take things up a notch. Navigate to Settings and scroll down to the Stars section. Here you can drag the stars from the ‘Not in use’ row up to the ‘In use’ row to make them active. Once you’re done, hit Save. You could use the blue star for emails that need a follow-up, red for problems, question mark for the ones that require clarification and so on.

Use canned responses

Have you ever had to answer the same questions sent by clients over and over again? Well you’re in luck. Gmail has a productive hack that allows you to create and send off repetitive messages in just a few clicks. Activate it by heading over to Settings, Labs and click the Enable button in the Canned Responses tab. Now type up a response email. Click the arrow in the lower right corner of the message box and select Canned responses. You can add common phrases, sentences or email bodies that you find yourself using a lot, whether for marketing inquiries, sales pitches or client requests.

With these Gmail features you can save time, get more things done and become more productive. If you want to learn more about Gmail or any other Google apps, please get in touch with us today.

Published with permission from TechAdvisory.org. Source.

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Monitoring employees online. Is it right?

Whether or not to monitor your employees' computers can be a tricky decision. While part of you may think it’s unethical, you also may question if your staff are spending too much time on non-work related activities, and taking advantage of you in the process. So, should you monitor? Here are some pros and cons of monitoring, and some tips to effectively do it if you decide it’s right for your business.

The case for monitoring

There are a number of reasons why monitoring your employees is a good idea. Doing so can help you:
  • Protect your organization from data theft or harm - because some disgruntled employees may try to steal from you or corrupt your data.
  • Ensure you have a harassment free workplace - because cyber harassment (sexual or otherwise) happens among employees.
  • Ensure staff are complying with policies - not downloading illegal programs or spending time on websites with illegal or hostile content.
  • Provide evidence in case of a lawsuit - heaven forbid this happens, but if an employee participates in illegal activities on your business’s computers, monitoring can provide evidence of it.
The sad fact of the matter is that many businesses who monitor end up discovering that employees are doing things they’re not happy about. Research by Nancy Flynn, the executive director of the ePolicy Institute in Columbus, Ohio, revealed that two thirds of companies monitor their employees, and half of them have fired employees due to their behavior on email and the web.

Cons

Of course there are some potential downsides to monitoring that you should be aware of as well. These include:
  • Productivity loss - monitoring can kill employee morale, and therefore you may see a hit in their productivity if they feel you distrust them.
  • TMI and lawsuits - you’ll likely learn about the personal lives of your employees that you would’ve never known about had you not monitored. You may discover their political or religious views, sexual orientation or medical problems. This could potentially open up your business to privacy or discrimination issues if you or your management team act negatively on this information.

Monitoring guidelines to follow

If you decide to monitor your employees, here are a few tips you should follow.

1. Create written policies

When you decide to monitor, ask yourself, are you doing it for security purposes? Is it to ensure your employees are not wasting large amounts of time on Social media? Whatever the reasons, it’s smart to balance your policies with the expectations of your employees. If you’re too strict with your monitoring, you could create that atmosphere of distrust we mentioned above. So set guidelines for acceptable use of email, social media, web surfing, instant messaging, and downloading software and apps. Also, in your policy, include how monitoring will be carried out and how data will be secured or destroyed.

2. Tell your employees

It’s important to inform your employees about your monitoring. If they find out you’re doing it without their knowledge, you could create resentment among them or even face legal issues. And just by letting staff know, you may actually see a boost in productivity as it could deter them from wasting time on the web.

When you tell your employees, explain why you’re doing it and the risks your business faces from misuse of digital assets. Reassure them you’re not doing it to spy on their personal life, but only attempting to create a compliant and law abiding workplace. Because their activities will now be less private, encourage your staff to keep their personal communication to their smartphones. Also, provide a copy of your written policy to employees to read over and sign.

3. Get the right technology tools

While there are many technology tools to monitor your employees, bear in mind, you don’t need to follow their every move. In fact, you shouldn’t as it will not only waste your time, but also cause you to find out more information than necessary. So look for technology that will alert you to potential problems, so you can focus on more important things. Lastly, you may also want to consider technology that can block certain content, like porn or hate websites, as employee access to this content could create larger problems.

Whether or not to monitor your employees can be a tricky decision but, if implemented correctly, could benefit your business in making it more secure and even more productive. For more information about security and other IT support tools, get in touch. We’ll make our best effort to help however we can.

Published with permission from TechAdvisory.org. Source.

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How to get the most out of Office 365

While many Office 365 users know the service can boost their company’s productivity, many aren’t utilizing it to its full potential. There are several key principles and tips that can make the service even more productive. So to help you get the most out of Office 365, here are some tips to follow.

Get all staff onboard

To maximize your company’s productivity on Office 365, every employee that uses a computer needs to utilize it. While this may sound easier said than done, you can encourage company-wide use by getting the leaders of your company to use it first. When your executives, managers and top employees are all using and promoting Office 365, it sets a good example that will help persuade all employees to fall in line.

Train employees

If your employees don’t know how to use Office 365, you will see little gains in productivity, and the cloud service becomes a wasted investment. This is why training is absolutely vital. Teach your staff all the ins and outs of the platform, so they can take full advantage of it.

One way to efficiently train your staff is to create or gather a series of short training videos, only a few minute in length. Shorter videos are easy to digest for your employees and help them retain the info. Best of all, they can be reviewed again and again, and used for all employees. This saves time for management, who is often responsible for employee training.

Utilize core tools

When you first implemented Office 365, what sold you on it? Likely it was the fact that it increases staff productivity by allowing them to work and collaborate from anywhere. So if you’re not yet utilizing the tools that enables them to do that, there’s no better time than now to get started.

Some of the core tools that enable you and your staff to become more productive and work from anywhere are OneDrive for Business (OD4B), SharePoint and Skype for Business. OD4B and SharePoint enable your staff to upload and save documents to a virtual drive, share that document with another group or user, and then edit it at the same time. This gives you and your employees the ability to access that document from anywhere, and essentially work from anywhere. Skype for Business also enhances productivity by creating a more flexible communication channel. Employees, colleagues and customers, can communicate easily wherever they may be in the world. From online meetings, to conference calls, video calls and instant messaging, you have a wealth of options for instant communication.

Don’t forget security

Not only can a security breach cost you money, but it can also destroy your employees productivity. While Office 365 already has security built in with Azure Active Directory, you should still be cautious of what files you add and share on the service. If you do upload files with sensitive company information to the platform, it’s wise to keep them under you or your executives direct control.

These four productivity tips should help your business make the most out of Office 365. If you’d like more ideas on how to better utilize the platform, make it more secure or need additional training, give us a call. We are happy to share our expertise for your maximum gain.

Published with permission from TechAdvisory.org. Source.

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Boost productivity when working from home

If you think the idea of working from home sounds too good to be true, it’s not. Since the advent of the Internet, many business owners are open to the adoption of telecommuting, a strategy that allows their employees to work remotely in order to save commuting costs and time while increasing productivity. But of course, working from home can pose a few challenges of its own. In this article we’ll go into details as to how you can work productively at home.

One of the major concerns that business owners have when allowing people to work from home is the limited amount of control they have over their staff. Companies fear that most employees might become unproductive if they become their own boss and are responsible for managing their own hours. While it is easy for remote employees to feel disconnected from work, if you make communication a top priority, telecommuting can actually work wonders.

So have you been given the privilege to work from home? Check out the following tips to ensure a productive day.

Get dressed

It’s important not to dress too casually when working at home. That’s why wearing your pajamas while working can be counterproductive. There’s no need to choose an overly formal attire - like a suit with a tie - but at least wear something comfortable yet presentable that will help you get into a work frame of mind.

Create a focused workspace

Select a workspace that’s neither too comfortable nor uptight. The best method to get into the mindset of ‘going to work’ is to create an environment that allows you to easily focus on the tasks at hand. This can be a room with a door to keep out family members, or simply a space that’s free from all sources of distractions such as your smartphone, snacks, or the television. But in the end, it all comes down to personal preference - do you enjoy working in a clear space, or a cluttered chaos? Would background music distract you or help you concentrate? Do you like working in a bright environment, or prefer a dim area? Take these into consideration before choosing your workspace.

Plan ahead

The secret to working more productively is to have an organized plan of action. Write down the plan so you can prioritize tasks properly and schedule what needs to be done and when it must be completed. Also, it’s always helpful to know your most productive hours. This is so you can schedule your most challenging tasks during those hours and set aside easier ones in your least productive periods.

Stay away from social media

Social media is considered by many as the biggest time and productivity killer. So if your duties don’t involve managing your company’s Twitter account or responding to customers’ requests via Facebook inbox, you should steer clear from these social networking sites. There are many applications out there that allow you to block social media websites and notifications, but of course you wouldn’t have to resort to such measures if you can exert some self-control and discipline.

Invest in technology

Another thing to consider about working from home is the technology to help you work easier, such as a second monitor. Sometimes you will also need certain tools to stay connected to your company, clients, and colleagues. These tools may include but are not limited to web conferencing software, document sharing applications, or screen sharing programs.

These tips will turn your home into an office that will keep your working hours productive and disciplined throughout the day. If you’re looking to implement IT solutions that will encourage a more productive work environment, get in touch with our experts today.

Published with permission from TechAdvisory.org. Source.

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How to Boost Productivity in 2016

We all experience those days where we feel like we’ve been super productive and have managed to check off a bunch of tasks from our to-do list. But if you feel like these days are few and far between and you’d like to up the ante on a more consistent basis, it’s time to adopt a new approach to productivity. Whether you need to get organized in your personal or working life, laying down ground rules for yourself and considering the following tips could work wonders.

When it comes to business, competition is fiercer than ever: you might have rivals undercutting your prices, you could be a bricks and mortar store pressurized by internet-based sellers, or perhaps you’re struggling to get a grip on your processes, marketing plans or even employees. By upping your efficiency stakes, working in a more agile fashion, and simply getting more work done more quickly, you could find that you’re holding the key to solving your problems.

Your issues with productivity might be personal, or they may well stem from your staff. As a small or medium-sized business owner or manager, you can’t afford to sit back and let your own inertia or disorganization, or your employees’ lack of dynamism, drag your company down. Take action and start getting to grips with your workload and help your business get 2016 off to a far more efficient start.

Take time out first thing

Okay, admittedly taking ‘time out’ sounds counterintuitive for increasing productivity, but hear us out. By taking a few minutes at the start of every morning, you’ll be getting the day off to a calm and orderly start, thereby increasing the chances of you being more productive, as opposed to running around like the proverbial headless chicken for the rest of the day.

Part mindfulness and part preparation, begin by emptying your head of any thoughts. Be in the moment and spend a minute or two breathing deeply. Next, consider the things most playing on your mind in relation to what needs to be done either today or in the near future. Jot them down on a piece of paper, followed with a short outline on how you are going to tackle them. Then set your mind to going forth and making those resolutions happen, one by one.

Quit multitasking

Some reports say that multitasking can negatively impact on your productivity by as much as 40 percent. When we’re taking on more than one task at a time, the perception is that we’re killing it productivity wise and getting loads done. The reality is that we’re spending the majority of the time jumping from one thing to the next and not fully focusing on any of them.

You need to exercise willpower to commit to ‘singletasking’ but before long it should come as second nature. Pick one thing that you are going to work on and stick to it until you have finished, or at least done everything you can for the time being. This includes not checking your email during that time – surely one of the biggest productivity sappers of all time. If the temptation is too strong, log out of your inbox on your computer, and set your phone to silent if you have audible alerts configured. If you’re worried you’re going to overlook something during this time period, use an online or physical notepad to note down spur of the moment thoughts or ideas.

Reassess your working hours

It’s no secret that the traditional 9 to 5 is on the way out. Being connected and contactable around the clock is putting paid to that, but is being constantly online actually counterproductive? How effective are you really at 11pm at night when you’re slumped in front of The Walking Dead with a beer and a spreadsheet full of data?

Take a tip from the latest round of startups that are taking a sledgehammer to the idea that we need to work around the clock, and are instead turning the working week on its head. The CEO of one rising startup has gone as far to institute a five-hour workday that runs from just 8am to 1pm, taking into account that studies show people are more productive earlier in the day. The theory goes that making people sit in an office for 8 hours a day, whilst giving them ample time to be productive, equally gives them just as many hours to waste time. A shorter working day could instill a greater sense of urgency in employees, who in turn respect the company’s consideration of their personal lives and work harder.

Depending on your business, changing your working hours may not be practical, but it could still be food for thought - and adopting a singletasking approach and planning your day ahead calmly and clearly is achievable and will never hurt.

If you’d like to find out how implementing better IT and more efficient procedures can help you beat the productivity blues, get in touch with us today.

Published with permission from TechAdvisory.org. Source.

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Make meetings productive with Do.com

Is there anything worse than an unproductive meeting? The feeling of those minutes and even hours slipping by you as you sit ‘brainstorming’ with co-workers, only to leave the room with a big fat nothing. The frustrating part is that, when run effectively, meetings can result in great ideas, and can add huge value to your company. But how do you make that shift from pointless meetings to productive ones? That’s where Do.com comes in. Here’s how to make the change in your organization.

We all know that an unproductive meeting is bad for business. Wasted minutes turn into wasted hours, and wasted hours turn into wasted days - and so on. Not using any of your team’s time effectively - whether they are the COO or the receptionist - is a big waste of money, simple as that. On the other hand, you know that meetings are essential for regrouping, hashing out new processes, gathering feedback, brainstorming marketing strategies, and simply touching base. But if, over the years, your company’s meeting culture has gone from energetic and idea-generating to stale, uninspiring, and - dare we say it - downright pointless, it can be hard to turn that around.

The good news is that there is a way to swing the pendulum back in the other direction, so that you can begin holding meetings that are productive and, crucially, that STAY productive. And that’s by using a software platform called Do.com. Do’s purpose is to help companies of all sizes start running more productive meetings, and it has already been adopted by well-known clients, including tech giants Apple, Google and Microsoft.

Do aims to help make meetings enjoyably productive, too – after all, whether we’re a high flyer at Microsoft or the owner of a local law firm or beauty salon, we all feel good when we are contributing something useful. So, if you’ve noticed that, every time a meeting is held in your workplace, a groaning line of worker ants clutching iPads and notepads heads begrudgingly towards the meeting room, this could be your chance to turn things around and re-energize your employees. If you do it properly, you’ll get some great ideas for moving your business forward at the same time. It’s a win-win situation!

So what does Do actually DO to make meetings more motivating and productive? For a start, it helps structure them more effectively, so that more time is spent getting to the point and less time is spent discussing weekend plans, or moaning about other departments or staff. Do gives you the tools to properly manage agendas, notes and actions, as well as allowing you to share files that are needed for discussion. It also features a timer, which turns red if you overrun, so that you can set limits as to the amount of time devoted to a topic – ideal for reigning in those debates that go round in circles but never actually end up getting anywhere.

The founder of Do, Jason Shah, has stated that his goals with the platform are to “bring three central themes to every meeting: structure, transparency, and automation.” To help facilitate this, Do is geared to bringing an agenda to meetings, thus putting the end to directionless and ill-prepared attendees. It allows the meeting organizer to easily import notes from previous meetings, and upload relevant files or documents. This is something that will save huge amounts of time in the average workplace, where meetings are generally accompanied by a shuffling of notes and people going to print out forgotten documents, or to email the group mid-meeting. That’s probably not the kind of thing that Steve Jobs tolerated with any degree of patience!

Do also prioritizes eliminating the “so what do I need to do again?” factor that so often follows meetings, by centralizing information pertaining to the subject, as well as highlighting follow-ups and outcomes. The software prompts the meeting organizer to assign discussed tasks to a specific person, who then receives an email and push notification outlining the task, as well as a link to a dedicated meeting page, where further information can be found.

With other features that aid prioritization of tasks, plus analytics that give managers an overview of how their team, department, and indeed the whole company are spending their time in meetings, it’s little wonder that Do’s client list boasts some pretty high-profile companies. As well as Apple et al, other adopters of the platform range from social media big-hitters Facebook and Twitter to other tech clients including Dropbox and Salesforce. Consumer platforms, such as Netflix, Spotify, Uber and Airbnb, are also onboard - as are Disney, Domino’s Pizza, the NBA, and certain sectors of the US government.

It’s probably safe to say that these clients like the way that Do.com can be integrated with other tools and software such as Office 365, Google Drive and Docs, and Evernote. In fact, Do even considers its competitors to include other cloud-based productivity platform providers like Google Apps, Evernote, Dropbox, and Trello. However, Do.com has the edge on all of those by virtue of its meeting-centric approach. You may use Google Docs to work on a task after a meeting, but Do.com walks you through the whole process, from agenda to follow-up and subsequent meetings.

Although adopted by major players such as Apple, Google and Disney, Do.com is for use by companies of any size – including yours! If you want to learn more about productivity, including how to install the tools and how to instill the culture within your company, give us a call today.

Published with permission from TechAdvisory.org. Source.

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Outlook tips to increase productivity

Outlook is considered one of the most powerful email platforms due to its ability to enable business users to manage emails, contacts, tasks, appointments, and so much more. But most people only use a small percentage of the features available in Outlook, without mastering the shortcuts and advanced features. We highlight some nifty tricks that will help you realize the full potential of Outlook and make the most of your email communications.

Filter emails

We all get bombarded with new emails every day. Finding relevant emails and messages that you really need to re-read can be time-consuming, especially if you have to keep going back to old emails in a huge inbox. That’s where the Filter Email option comes in. With this filter you can instantly sort your mailbox to show only certain types of emails, such as those with attachments and specific time periods. You can also type into the search box to drill down even further in your filtered view.

Write new emails instantly

This shortcut is designed to save you time from switching back and forth between Outlook and other programs. Regardless of what you currently have on your screen, you can create new emails, appointments, meetings, contacts, and tasks easily. Simply right-click on the Outlook icon to open a list containing these direct shortcuts.

Assign categories

If you receive a large number of emails every day, it certainly helps to create categories and assign emails to their corresponding groups. Outlook allows you to create color-coded categories such as green for Done, yellow for Pending, orange for Urgent, red for Due, and so on. This way you can quickly identify the status of each email and prioritize your tasks at a glance. To create a new category, right click on the Categories column and select All Categories from the dropdown list.

Create folders

This is one of the most basic and useful email management tips that is often overlooked. You can avoid cluttering your inbox by creating custom folders for specific emails. While there’s no limit to the number of folders you can create, the general rule of thumb is to create a folder for each client or subject. To create custom folders, simply right click on Outlook’s left navigational panel and choose New Folder from the dropdown list. Moving the emails from your inbox to a custom folder is as easy as dragging and dropping.

Email templates

If you have to send emails that contain the same basic information that is rarely updated, templates can save you a lot of time. Start by writing a new email message, entering essential information that you need to reuse, and leaving a visible blank space for new information that needs to be changed each time you send the message. Then navigate to the Files tab and choose Save As. From the dialog box, change the file type to Outlook Template (*.oft), and save. Whenever you want to use the template, head over to New Items > More Items > Choose Form... and select the template file that you have saved, then begin customizing it.

Outlook is a great email communication software that is included in the Microsoft Office 365 package. For more information about Office 365 and how it can improve your business’s productivity and bottom line, get in touch with our experts today.

Published with permission from TechAdvisory.org. Source.

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4 ways technology kills your productivity

Technology can bring a world of productivity and ease to your business, but it also comes with many disadvantages. If you don’t use technology wisely, it can become a constant distraction that prevents your business from moving forward. So how can you use technology more effectively? And what are the IT issues that are holding you back? Let’s look at four of them.

Broken Flow

To grow your business, boost profits, and create a valuable product that people will love, you need to develop an extreme amount of focus. Psychology refers to a process known as Flow, where the brain gets into a positive psychological state and people not only become incredibly productive and creative, but also perform at their best. They achieve both quicker and higher-quality results. In fact, a study by the global management consulting firm McKinsey & Company revealed that top executives were five times more productive when they were in a state of flow. So what does this have to do with IT? Technology that constantly breaks or malfunctions will prevent you and your employees from getting into a state of flow.

Distraction

Let’s face it, broken technology is a distraction for many small to medium-sized business owners and their employees. And between the daily onslaught of internal email, social media, and meetings, staff are already distracted enough. If you throw faulty internet connections and servers into this equation, it obviously makes the problem even worse. One researcher from the University of California even found that once an employee is interrupted from their original task, it can take around 23 minutes for them to return to it. That adds up to not only a whole lot of wasted time, but also wasted money. Do your business, yourself, and your employees a favor: get your technology working seamlessly, because it’s one less distraction for your staff to deal with. An MSP can help.

Lack of expertise

People are most productive when they focus on what they do best. If your staff is not equipped to handle your IT problems, they shouldn’t be dealing with them. And if IT issues are killing your productivity on a daily basis, then your tech department is likely understaffed or not knowledgeable or effective enough to handle your problems. This is where an MSP can come in. MSPs focus on cleaning up IT issues for dozens of companies day in, day out. This is all they do, and that means they are specialists. So why not hand off the chore of technology to someone who knows what they’re doing? Then you can focus on what you do best: managing, leading, and growing your business.

Email

As already mentioned, email is undoubtedly a distraction that is a bane for many modern-day businesses. Email can consume you and your employees’ day if you let it. So doesn’t it make sense to try and get it under control? A few ways you can do that include checking your email only at specific times of the day, unsubscribing from email lists that you don’t often use, and signing up for email and spam protection with your local MSP - who can help you keep the unnecessary emails out of you and your employees’ inboxes.

If you’re interested in learning how an MSP can help resolve your technology problems, get in touch with our experts today. We have a staff of seasoned professionals who have the singular focus of making your technology run seamlessly. And we’re ready to help your business become more productive.

Published with permission from TechAdvisory.org. Source.

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4 tools to help you make more of your workday

We’re all in the same boat - a million and one things to get done, and seemingly never enough hours in the day to fit them all in. But technology can come to your aid and, by using the best productivity tools you can find, you’ll add valuable minutes and hours to your workday. That all adds up, and you’ll quickly discover there’s more time to squeeze in the strategic tasks that so often fall by the wayside, but which are so crucial to defining the future direction of your business. Here are four tools to start using if you’re not already.

Google Alerts

Every business wants to keep track of what others are saying about it and, in this modern age where the likes of blogs and social media rule the roost, it’s more important than ever before. In an ideal world you’ll pick up on positive references to your company, and will be able to share these to enhance your good name further. But of course, every so often even the world’s best companies suffer a blip, and in those scenarios reputation management becomes a question of damage limitation, proactively responding to negative feedback, and putting right what harm has already been caused.

Yet doing all that manually is a real time-drain, if not next to impossible to do effectively - just think of all the websites you would have to scroll through to check for mentions of your company’s name, all the while knowing you’ve not even really scratched the surface. Thankfully Google Alerts relieves the pain of this crucial task; the tool allows you to set up alerts for specific terms, and receive an email notification when something crops up that you ought to know about. It can save you hours and enable you to do more justice to your reputation management efforts than you considered feasible.

Chrome to Mobile

If you’re like the vast majority of modern business people, you’re never sat at your desk for very long. That means you’re not always able to use your desktop computer, and probably have to do what you can to make the most of time spent traveling, between meetings and so on. Yet truly being productive during those down periods necessitates having access to the same materials you have when you’re in the office; that way, you’re actually contributing to clearing your overall to-do list rather than just picking a random task to work on so that you’re at least getting something done.

The Chrome to Mobile extension for Google’s signature web browser allows you to quickly transmit to your phone all the web pages you’re currently viewing on your desktop or laptop. When you’re away from your desk, you can pick up right where you left off without any interruption - no more emailing yourself links to everything you’re working on, and then having to open it all afresh on your phone or tablet. If you know you’re going to be away from a reliable internet connection for a while, you can even opt to send an offline version of those pages, so you can continue working regardless. You just need to have a mobile device that runs Android 4.0 or later, or have an iPhone, iPad or iPod Touch that has Chrome installed.

Pocket

The inclination to keep too many tabs open in your web browser is practically a chronic condition among business professionals, symptomatic of us trying to get too much done in too little time, and never really finishing one task before moving onto the next. Whatever the cause, it’s something lots of us have to deal with every day; we all stumble across news articles, blogs and other online resources that are infinitely useful to us, but which we don’t have the time to stop and act on there and then.

Pocket solves that problem - this simple tool allows you to save content that you find online to one central place, so that you can go back to it with ease when the time is right. It will save you from needing to keep those hundreds of tabs open until you have a spare moment to go back and plough through your reading list (or more likely until you decide is enough is enough, and close all the tabs to stop them slowing down your computer any further - and in the process you lose all that valuable information without keeping a copy).

Rescue Time

If you’ve ever wondered how much time you waste between tasks while you’re reading your email, updating your social media, checking the news and so forth, then Rescue Time could be the answer to your curiosity - even if you might not actually want to know the truth! Once you activate Rescue Time on your devices, it will track how long you spend not only on different websites but also in the various computer software applications that you use on a day-to-day basis - whether that’s Microsoft Word, Photoshop or Sage.

This helpful little program sends you a regular email report detailing how many hours you’ve logged in total - discovering how long you routinely sit at your computer can be revealing in itself - along with a breakdown of the percentage of time spent on various work- and non-work-related tasks, and an overall ranking for your productivity. It even sets you goals, for example to spend less than two hours a day on what it classes as non-productive activities (which you can customize to suit your line of work, since it’s hardly fair to penalize yourself for being on Facebook if that’s a key part of your job).

Are you ready to use these tools, and other intelligent technology, to streamline your workflow and get more out of your day? Give us a call and see how we can help you put IT at the forefront of a more efficient approach to business.

Published with permission from TechAdvisory.org. Source.

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Get to inbox zero with snooze from Streak

Inbox zero is what we all dream of - a serenely empty screen, clear of clutter and immediate demands on our time. It involves cleaning out your inbox of absolutely everything, including filing away messages that need action but which you can’t do anything about right away. But for most of us, inbox zero is nothing but a faraway, whimsical fantasy, right? Wrong. The Streak plugin for Gmail, with its snooze feature, could be your ticket to truly living the dream and breaking free from those email shackles. Here’s why it should be on your download list.

Streak is a full-on customer relationship management tool that allows you to track emails and carry out plenty more tricks to streamline your client engagement workflow - but it’s the snooze feature that has the real potential to get you to that inbox-zero nirvana.

The premise is simple. When you receive an email that you can’t instantly file away forever - as you ought to with the likes of updates and notifications from colleagues and clients, which don’t require a reply - but which you can’t take action on right now, with one click of a button you can snooze it for as long as you need to. The email is stored away in a specially created Gmail folder, and resurfaces at the top of your inbox when the snooze time elapses. You can opt for the snooze period of your choice and even enter it in plain, human-speak text (like “in 30 minutes” or “tomorrow at 11am”), which the ever-intelligent Streak understands.

Additional options include the ability to only activate the snooze alarm if nobody replies to the email thread - making it perfect for getting sales enquiries out of your inbox, by prompting you to follow up if the client doesn’t get back in touch (and if they do, their reply will force the email back into your inbox, and onto your radar, anyway). Any time you need to, you can review a list of the emails you’re holding in snooze mode, and pull back to your inbox any that you’re ready to work on sooner than you had initially expected.

Snooze, along with the rest of the Streak plugin, is simple to understand and easy to use, and has the potential to help you better manage your email - and stop it from managing you instead. If it feels like you’re constantly waging war with a never-ending barrage of messages, this is one more tool you might want to consider adding to your productivity arsenal.

If you’re ready to take on the inbox-zero challenge and regain control of your workday, contact us to find out how Google Apps and other innovative tools could help.

Published with permission from TechAdvisory.org. Source.

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Managed Services demystified

You may have heard of Managed Services, but are clueless as to how they can help your business. You may have heard of how they can boost productivity and increase profits, but are unsure of exactly how they do that. For those who need a better understanding of just how Managed Services can benefit a business, today we’re going to demystify it all. Here is the explanation you’ve been waiting for.

Managed Services essentially amounts to preventative IT maintenance. What this means for your business is that little IT problems are nipped in the bud as soon as they bubble up, and before they have a chance to compound into much bigger, more costly ones. But before we delve deeper into how this increases your business’s productivity levels, it makes sense to look at the history of this service and the role of “preventative maintenance” in our culture.

Why preventative maintenance matters

Managed Services have been around for decades. But despite this, many businesses have been slow to catch on. And really, is it all that surprising? Preventative maintenance is not exactly a priority in mass culture. Whether you hire a mechanic to replace a catalytic converter, a plumber to repair a leaky pipe or doctor to correct your coronary heart disease, many of these oftentimes preventable problems have been culturally accepted as commonplace. Yet people are so used to the mindset of thinking “everything is okay until it’s not”, which is really where the true problem lies.

Additionally, when preventable problems are ignored long enough to the point they explode into emergency repairs, your wallet almost always suffers. This is just as true for a network crash to your business’s IT infrastructure as it is for a trip to the emergency room for a neglected health problem.

Because Managed Services prevent catastrophic IT repairs that surprise you out of nowhere, your bottom line will enjoy long-term savings. Along with this, you’ll also get a significant bump in your productivity levels.

How does Managed Services boost productivity?

To answer this question, it makes sense to look at a fundamental principle of productivity - focus. Imagine if you’re trying to complete a new marketing strategy for the next quarter. You’re doing some research, compiling a list upcoming networking events and trade shows to attend, when suddenly you’re disrupted by an urgent phone call. After you’re off the phone, you return to your research, and then your secretary bursts in with an handful of vendor invoices you need to sign off on. As these disruptions continue to pile up, what happens if your IT breaks down and you’re unable to use your computer? Basically, you don’t get anything done during the day. You become stuck.

When it comes to IT, Managed Services take preventative measures to ensure your IT is always running at its optimal level, so that you don’t suffer technology breakdowns or distractions that blow your focus - preventing you and your staff from getting any work done. Smooth running IT won’t resolve all your productivity problems, such as your staff focusing more on Facebook or their phone rather than their work, but it will resolve all of those that relate directly to technology. No longer will your business be held down by daily computer disruptions and associated repairs, and instead you and your staff can move forward and focus on growing your business. That is the beauty of Managed Services. More productivity, focus and growth for your entire organization.

Have more questions about Managed Services? Give us a call today. We’re happy to provide you the information you need.

Published with permission from TechAdvisory.org. Source.

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Outlook’s Clutter email filter rolls out

Email plays a huge part in the average day of the modern business person, but it’s easy to see how many of us get overloaded. The sheer number of messages we now receive through email is enough to prove a distraction from our real jobs. And for all the tips we might read on how to block out email-free periods of our day, or unsubscribe from unwanted newsletters, somehow the trash keeps coming. Even setting aside spam, much of the email we receive just isn’t the kind of thing we need to deal with right away. Outlook’s new Clutter feature, recently rolled out to all users, can help you fight your inbox nightmares.

Originally announced at Microsoft’s Exchange Conference at the start of 2014, the Clutter add-on for Outlook began rolling out last November to Office 365 business customers who had signed up for the first release. During the initial trial period for Clutter, the function was disabled by default - now that’s been changed, and as of June 15 the tool was due to be turned on by default for all Office 365 users.

At the heart of Clutter is a desire to prioritize email, and move less important messages from your inbox so that you can review and deal with them at your convenience. With only your highest priority emails waiting for you in your main inbox, the idea is that you enjoy fewer distractions and so enhance productivity in your real job - which, for most of us, isn’t email at all. Clutter is an intelligent tool, meaning it picks up hints on which emails are important to you based both on the type of the message and how you are addressed in it. It also uses the Office Graph social feature to track your prior actions both within the Outlook Web App and on Outlook clients for desktop and mobile devices.

Messages identified as lower priority are whisked away to a specific Clutter folder for you to review when you have the chance. Alternatively, you can simply choose to ignore the messages, treating the Clutter folder as another kind of junk filter, and the messages will remain conveniently out of view. In order to ensure that it doesn’t inadvertently start mis-identifying messages as low priority, Microsoft is keen to stress that Clutter won’t do anything until it is confident it has a thorough understanding of your behaviors and your email preferences - for most people this will happen within a matter of days, depending on the volume of email you receive.

You’ll receive daily and weekly notifications so you’re aware which messages Clutter is moving, and don’t miss something important - significantly, these notifications are no longer sent as emails, since replacing an inbox-cluttering message with another one would seem to somewhat detract from Clutter’s purpose. If a message is wrongly picked up as low priority and moved to your Clutter folder, you can move it back to your inbox to be dealt with sooner, and Clutter will learn from the mistake in order to improve its handling of your messages in the future. In the same way, you can choose to proactively teach Clutter about your preferences by marking specific low-priority messages as Clutter.

According to Microsoft, Clutter already shifts more than a million low-priority messages daily, and saves its users almost an hour and a half in productivity each month - figures which are expected to rise as the tool is adopted more widely. If you’ve already enabled Clutter manually, or have enabled it but later switched it off, nothing will change; if you haven’t yet taken any action at all, it will be automatically turned on for you if it hasn’t been already. If you want to disable it, you can do so from the Options page of either Outlook on the Web or the Outlook 2016 Preview, or can simply click the turn it off link at the bottom of notifications.

Clutter gives you a highly personalized email filter that knows which messages are of interest. If you want to learn more about using Office 365 in your business, give us a call.

Published with permission from TechAdvisory.org. Source.

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