How OneNote Can Streamline Team Collaboration (And Four Tips to Make the Most of This Program)

Google Drive is more than a file-sharing platform. It allows you to streamline your work in ways you never thought were possible. Learn how it can help boost workplace productivity. 

Did you know that something as simple as organizing your business is crucial to success?

The truth is that dealing with messy files and folders is of no help to you or your colleagues and clients. Instead, it keeps you unproductive and negatively impacts your business in so many ways. 

Fortunately, Google Drive can be of great help in this area. Especially when it comes to improving workflow in a business. This suite of apps has tons of features that can help the whole team be more effective at handling their workload. 

For example, you can organize your folders on a cloud platform starting with 15GB worth of space, do file backups, share files, etc. You can also share your PDFs, audio, photos, slides, and important work files in one place. 

Overall, you can maximize your productivity on Google Drive by tapping into several handy features. This article lists 7 of them.

The 7 Features

Feature #1.  Sharing Files While Controlling Access

Google Drive has robust sharing capabilities that allow for work collaboration. All you need to do is click on a file or folder you wish to share and create a shareable link or invite others to access that file. 

What’s more, every file and folder on this platform has its own sharing link that’s highly customizable. You can also determine user permissions for each item – whether the person with access can only view or can edit or comment. 

Additionally, you can add a time limit for file or folder access. To do so, follow the steps below:

1. Select the user who has access to your file or folder on Google Drive. 
2. Locate their email address and hover over to the right-hand side. A clock icon will appear. 
3. Enter the expiration time. 

Feature #2.  Publishing Files to the Internet

Google Drive is among the best platforms out there for publishing files online. You and your team can access the uploads from anywhere in the world so long as you have an internet connection. 

A great thing about published files is that they sync to all devices that use the Drive app. This means the files you uploaded to your computer will be visible on your phone app and vice versa. All it takes to access those files is signing into your Google account. 

Feature #3. Voice Typing

1.  Voice Typing

If you need to upload a written file on Google Drive, you can use Google Docs and dictate the text instead of typing. This will save you a lot of time when working with both short and longer files. 

So, how can you use this feature?

1. Navigate to “Tools” on your Google Docs file. 
2. Click on “Voice typing” from the dropdown menu. 

You can use words such as “period” and “next line” to let the recorder know how to organize your speech. Once you’re done recording, proofread your text to finish. 

Feature #4. Assigning Tasks to Employees With Comments

Google Docs makes it easy to tag a person and assign them a task for a specific file section. Whether they need to revise, proofread, manage sources, or rearrange their work, you can easily let them know what they need to do by adding comments. 

Here’s how you can do this:

1. Open the file that needs task assigning on Google Docs. 
2. Use your mouse to highlight the part that needs reworking and right-click on it. 
3. Select “Comment” for the Comment section to appear to the right of the highlighted text. 
4. Type “+” or “@” then a person’s name to tag them in that comment. You can also tag people by entering their email addresses. 

The tagged person will then receive a notification about this action and be invited to open the file. 

Feature #5. Using Templates

Google Drive supports free templates for all account levels. You can use Google Sheets, Docs, or Slides, all loaded with hundreds of templates for different project types. 

To choose or look for templates, open the tool and click on “Template Gallery” or use the search box to find templates that fit your project. 

You can also access these tools from your Google Drive – go to the homepage, click “New,” and select a file type you want to work with (slides, docs, or sheets). Then choose “From a template” to choose between templates offered by Google Drive. 

Additionally, you can use Google Forms templates to design event invitations and surveys in a matter of minutes. Simply visit Google Forms and choose from the template gallery. You can choose between Contact Information, RSVP, Party Invite, Event Registration, and other templates. 

Feature #6. Sorting Your Files by Size 

Google Drive sorts your uploaded files and folders by recently added or modified files by default. This is useful because it gives you quick access to files you work with often. 

But if you want to free up some Google Drive storage, you may want to sort the files according to their size and delete the ones you don’t use often that take too much space. 

You can do so by following the steps below:

1. Navigate to Google Drive and click on “Storage” at the bottom of the left-hand side menu. 
2. From here, you’ll see a list of files sorted by size, with the largest ones first on the list. Click on an unnecessary file and remove it from your Drive by clicking on the Trash Bin icon. 

Make sure to delete this file from the Trash folder to clear up space on your cloud. 

Feature #7. Doing Advanced Search

Maybe you’re searching for a document with specific keywords appearing in multiple files. In this case, you can use the advanced search on Google Drive. The platform allows you to filter your results by location, file type, owner, shared with, date modified, and more. 

All you need to do is click on the “Search Options” icon at the far right of the search bar. 

Get the Most Out of Google Drive

Organizing your files is crucial to making you and your employees more productive in running your business. And Google Drive more than proves its worth in this aspect.

Google Drive is a great tool that comes with numerous features to help you organize your files and folders, share them with the world, assign tasks, exchange valuable information, and more. 

The seven features mentioned above will help you streamline your work processes and make file creation, sharing, and search more straightforward. 

If you’d like to learn more about how Google Drive can help you improve your business, I’d be happy to tell you about it. Get in touch with us today to have a 10-15-minute chat on this topic. 

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Low productivity can be a massive obstacle to growing your business. Luckily, there are many ways to solve this problem.

Many people struggle to finish the task at hand. No matter how long they’ve been in the business, productivity seems to evade them regularly. 

And this probably happens to you, too, even if you’re an experienced business owner. 

Your to-do list is long… but you can’t focus when you try to get down to work. 

You try to concentrate… but you can’t make any headway. 

You might have been doing something all day… but none of your tasks are finished. 

Simply put, you’ve been busy but not productive. 

Luckily, there are many methods to get out of the slump. You need to work on your productivity, and this article will provide some of the best ways to do so. 

7 Methods to Boost Productivity 

Method #1. Improve Your Focus

When you have many obligations, you can easily get overwhelmed by the sheer number. As a result, you end up sitting idle and unable to do anything. 

Instead of tackling many things at once, choose the most important task. Hone in on it, and don’t let anything else distract you. Your mission should be to complete the job to make your day successful. 

Once it’s out of the way, you’ll get a powerful sense of accomplishment that will drive you to keep going. 

Method #2. Don’t Forget the Importance of Good Sleep

One of the main reasons affecting your productivity is a potential lack of sleep. Working while feeling sleepy is counterproductive, and the only way to combat it is through this:

Get some sleep. 

Experts recommend getting at least seven hours of sleep every night to improve workplace productivity. It lets you wake up fresh and ready to take on your office assignments. 

Furthermore, avoid going to work as soon as you get out of bed. Prepare yourself mentally for about half an hour before starting your workday. 

You should also figure out your ideal bedtime. Most people go to sleep early and wake up early, but that may not be effective for you. You’ll need to determine the most suitable timing. 

Method #3. Give Intelligent Planning a Shot 

Intelligent planning teaches you how to boost productivity by enhancing your time management. Research suggests your working intervals shouldn’t last more than 1.5 hours. Rest periods should be distributed between, allowing you to recharge your batteries. 

That said, trying to leave work early might be tempting, but it’s usually counterproductive. You skip your rest time, and job quality plummets. 

To remain productive and focused throughout the day, clear your mind by doing exercises. They can improve your performance while benefiting your mental and physical health massively. 

Some of your best options include yoga and a short gym session. They help reset your brain and fill you with positive energy to help you handle the rest of your workload. 

Method #4. Get Rid of Distractions

Another great way to increase productivity is to weed out distractions, such as chatting with your team members and surfing the web. The urge might be strong, but you’ll need to resist it to enhance your workplace efficiency. 

To do so, turn off computer and smartphone notifications. You may still encounter some interruptions, but they won’t be caused by social media or other trifles. 

Method #5. Do the Most Challenging Tasks First

Most productive days start by taking care of the most difficult task first. 

You’re at your best in the morning, which is the perfect time to address the biggest problem for the day. It’s during this period where your mental energy surges and you’re more likely to produce innovative ideas to solve tough challenges. 

After tackling the most complex tasks, the rest of the day will be much easier. You’ll be left with routine activities (e.g., checking and answering emails) that require no creative efforts. 

Method #6. Don’t Work Without a Break

This might sound counterproductive, but you need to take breaks during your workday. Remember, you’re not a machine that can work non-stop and produce impressive results. And if you try to be like one, your productivity is bound to plunge. 

To avoid mental exhaustion and productivity lapses, get up from the desk and stop working for a couple of minutes. 

As previously mentioned, you can perform a few exercises to refresh your energy. Another option is to have a cup of coffee or go for a walk. You should return more focused and ready to complete your tasks. 

But don’t go overboard with your breaks. Try to limit them to about 30 minutes and avoid watching YouTube or going to entertaining websites. It can lead to further procrastination and less productivity. 

Method #7. Learn to Delegate

Everyone needs help, even the most skilled business owner. 

So, delegating your assignments should be a staple of your workday, as it helps you save time and remain productive. Best of all, it allows you to focus on complex duties that can make or break your business. 

The easiest way to delegate duties is to assign them to trustworthy team members. 

After entrusting your responsibilities, don’t supervise your workers closely. Otherwise, you may start micromanaging them, which may cripple their motivation and confidence. 

Instead, provide your employees with all resources necessary to complete the task and let them work in peace. If possible, teach them how to automate the assignment using modern technology. 

Again, this can help take your productivity to new heights by enabling you to deal with essential duties only. 

Don’t Let Your Workplace Performance Suffer 

Running a company is satisfying, but you need to perform consistently to obtain the best results. Hence, your productivity should remain high, and we’ve given you the seven best ways to increase it. 

The key takeaway is to eliminate distractions, take appropriate breaks, and tackle the most daunting tasks early. Don’t forget to allocate some of your workload to your team members and get a good night’s sleep to keep a sharp focus. 

For more tips on staying productive in your office, contact us today. Let’s arrange a 10-15 non-salesy chat to figure out the biggest productivity challenges your business faces and how to overcome them. 

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Microsoft Word is an indispensable part of most business environments. It has numerous features that can help you boost productivity.

Microsoft Word is one of the most popular office programs in the world. It allows millions of people to complete their duties more efficiently. 

Whether you’re a beginner or advanced user, you can use the software to create many different documents. The list includes business letters, resumes, flyers, marketing newsletters, labels, plans, employee reports, and seminar documents. Best of all, you can print and share them within seconds. 

It’s easy to see why most companies rely on Word. But the reality is, many people haven’t tapped into the full potential of this tool. It’s chock-full of features that can help you be more productive, yet not a lot of people know about them.

This article will provide 11 tips on making the most of Microsoft Word to enhance your workplace productivity. 

The 11 Tips

Tip #1 – Switch to an Online Workspace

One of the best things about Microsoft Word is that you don’t have to install it on your smartphone, tablet, or computer. The office.com website allows you to sign in with your Microsoft account and use Word Online, the online version of this program. 

This is especially useful for people with limited storage on their devices since Word can be hefty. It uses around 1.2GB of storage space for Mac and 2.10GB for Windows. 

It provides the same functionality without taking up space on your device. 

Tip #2 – Collaborate Efficiently

Word allows you to edit the same documents simultaneously. You only need to save your file to your OneDrive account, use the Share function, and send it to your colleagues. People who receive the link can then edit the file with Word Online or the desktop app.

Tip #3 – Integrate With Dictate

Businesspersons do a lot of writing throughout the day, including responding to emails and creating presentations. This can cause both physical and mental fatigue. Using speech-to-text can be much easier, and this is where Dictate comes into play. 

This Microsoft Garage add-in for Word, PowerPoint, and Outlook converts what you dictate to writing with advanced speech recognition technology. As a result, your fingers can finally take a break from all that typing. 

Tip #4 – Establish Editorial Control

The Track Changes feature in Word enables you to monitor all the edits in your document. You can find it in the Review tab, and clicking it allows you to see all changes other users made. 

Best of all, you can also accept your employees’ suggestions so that you don’t have to do all the work. 

Tip #5 – Use Linked Notes

Facing deadlines is no fun when you can’t find the motivation to compose your articles. The best way to get around this problem is to keep your thoughts in OneNote. This program allows you to compose quotes and thoughts to keep your articles spotless. 

To further improve your experience with this program, be sure to use Linked Notes. 

Linked Notes enable you to place OneNote to the side of your screen. You can create Word articles and take your notes in OneNote simultaneously. This way, you can stay organized and focused.

Tip #6 – Research With Smart Lookup

Word’s Smart Lookup feature lets you perform online research while working on documents. Consequently, there’s no need to type in your query in a different tab. 

To do it, highlight a word or phrase, right-click it, and choose Smart Lookup from the following menu. Word will then perform a Bing search and display the results in the right section of your display. 

Tip #7 – Protect Your Vision With Convenient Zooming

One of the biggest obstacles to productive work is eye strain caused by sitting too close to your screen. To resolve this issue, use the zoom feature. 

Look for the slider in the lower-right part of your document to find the ideal setting, or press the Windows and Plus keys on your keyboard. Use the setting that feels most comfortable to you, as it can help prevent eye fatigue. 

Tip #8 – Incorporate Icons

Your documents need to be readable. Since most people focus on your images and headings, you should give them some artistic value. 

Word’s Icons will help you accomplish this. They are a simple way to draw the reader’s attention to crucial information without cluttering your document. With it, you can help improve the readability of your files, meaning readers – whether you or a teammate – won’t have to look for distinct words or phrases.

Tip #9 – Format Your Files

The Styles section comes with ready-made text formatting options to help customize your documents more easily. Furthermore, you can add your own styles or frequently used ones. 

By saving your preferences, you can incorporate them anytime without manually formatting your documents.

Tip #10 – Look Up and Use Images Faster

With Word, you don’t need to open a web browser to find the perfect photo for your files. 

Just place your cursor in the section where you wish to insert an image, navigate to the Insert tab, and choose Online pictures. Select the suitable image to add to your file, and it can become more visually appealing instantly.

Tip #11 – Edit Your PDFs

You might think that you need to download and install PDF editing software to edit your PDF files, but that’s not the case. 

Word has a convenient PDF editing feature that lets you quickly change your documents. This can save you a lot of time and prevents you from installing potentially malicious apps.

But before you start, note that you’ll need to convert your PDF file to a format compatible with Word. 

Stay on Top of Your Duties With Microsoft Word

Microsoft Word is a must-have if you want to improve communication and collaboration in your business. It allows you and your team to create documents easily to facilitate correspondence with crucial clients. 

But while using Word, be sure to utilize the above features to speed up document creation. You’ll then be able to work more efficiently and switch to other tasks faster. 

That said, there are more ways for you to increase productivity when using Microsoft Word. To find out more tips, feel free to contact us. We can have a no-obligation chat about it. 

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.