Clear organization is essential to effective team collaboration.
Projects have many moving parts, from timelines to checklists, notes, files, and proposals. A centralized location to projects gives everyone access to current information and the ability to track deliverables and deadlines.
In this article, you’ll learn how to do the following things with Evernote:
* Create an Evernote business notebook for your project
* Collect content and research for your project
* Organize notebooks effectively
* Share information with clients, vendors, and consultants
* Use tags to track project progress
* Download a sample project plan template
* Simplify work with an Evernote app integration
Learn more at our webinar. Connect with our experts and learn how to maximize your Evernote Business workspace. You’ll get tips and tricks and learn best practices.
1. Create an Evernote business notebook for your project
When your team’s projects have a centralized location in Evernote Business, everyone can quickly access the most current assets from any of their their devices – computer, tablet, or phone.
The first step to collaborating in Evernote Business is to create a business notebook for your project. Give everyone modify permissions when you set up the notebook, then share it with your team.
Encourage your team to use the notebook to contribute the elements of your projects and work.
2. Collect content for your project
One of the natural starting points for any project is your team’s inspiration. Together, colleagues can find ideas in a team brainstorm and use them to formulate a written plan.
Evernote Business provides the place for everyone to quickly reference the details.
Here are examples of content you can collect in your Evernote workspace:
* Project timelines
* Web clips
* Copy drafts
* Budget spreadsheets
* Meeting notes with action items
During brainstorms, capture the ideas as they progress on whiteboards with Evernote’s built-in camera. All of your great ideas will live in the same shared space as your project details.
3. Effective methods to organize notebooks
Here are some effective ways to organize your notebooks and the content within them so anyone can quickly find what they need.
The project owner should:
a. Create and maintain the project notebook
b. Choose naming conventions for the notes
c. Add starter content they’ve already collected
Ask everyone who will contribute to the notebook to follow the naming conventions for easier navigation.
To really keep a project on track, add a project plan note so everyone can reference a detailed overview of all the moving parts (see and download a project plan template below).
Enable everyone to quickly navigate the notebook contents by creating a table of contents note.
Pin a note to the top of your note list by adding a reminder.
4. Share information with clients, vendors, and consultants
It’s easy to share notebooks and notes in Evernote Business with people outside your company. Share a notebook with external collaborators so they can modify notes, add project updates, and share new designs with your internal team.
When you’d like a partner or vendor to be able to view a note, but you don’t need them to add input, you can share a single note via email or URL. If you share the URL for a note, the recipient will see the most recently updated version of that note in their browser. This is especially useful if you’re sharing content that the recipient will need to stay updated on, such as a project plan or timeline.
5. Tag tasks assigned to team members
Beyond sharing content among your team, you’ll also want to keep track of who is responsible for working on specific elements of your project, which items are still in progress and which have been completed.
Tags can help everyone on your team gain clarity on who is doing what and also keep the project owner up-to-date. Add tags to individual notes to show who is responsible for the outlined action items. If more than one team member is going to work on the tasks within a note, add tags for each person.
Tags can also help indicate the status of each note. For instance, you may want to show that a note is currently incomplete and is urgent. Consider adding tags for:
Status – complete, incomplete, pending
Urgency – urgent, not urgent, overdue
Ask the members of your team to update tags as status changes.
Evernote Business gives you several ways to monitor all of the projects in progress across your team. To see which projects need to be moved forward, try creating saved searches for combinations of tags, such as ‘assignee’ and ‘incomplete.’ Next, drag your key saved searched to your shortcuts sidebar for quick daily access.
* Drag key saved searches to shortcuts for fast access
* Add reminders to alert team of key due dates and deadlines
6. Download a project plan template
7. Simplify work with an Evernote app integration
With our Evernote App Center, your team has more ways to automate tasks, collaborate, communicate, and work together. Here are three apps to check out:
With Smartsheet, send Evernote notes to Smartsheet to create task lists, collaborate on projects, or archive thoughts and ideas. Smartsheet is a work management tool with a spreadsheet interface. The familiar look and feel make it easy to get started, and the advanced features like file sharing, Gantt charts, and work automation make it a powerful tool. Nearly 50,000 organizations and millions of users have chosen Smartsheet as their collaboration and project management tool.
Available on: Android, Android Tablet iPad, iPhone, Web
Azendoo is a collaborative task and project management app that lets you bring your Evernote notes at the heart of collaboration to boost work execution and communicate more intuitively.
Available on: Android, Android Tablet, iPad, iPhone, Web
LiveMinutes is the place for your documents and content to live and grow. You can create notes, exchange and annotate documents, chat or setup calls with your team all from the convenience of your LiveMinutes workspace. It’s the perfect tool to organize projects and collaborate on content.
Available on: Evernote for Web