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Information Management

Managing communications & information effectively is an essential skill of any successful producer. While email is the most common - and absolutely the most essential - tool in today’s digital world, there are many free tools available to you to help streamline conversations, manage tasks, record and save key decisions or documents, and share information between collaborators. There are also a few key strategies that you can implement that can help you as you balance multiple projects. How you choose to use them and in what combination depends on what makes the most sense to you, the demands of the project and buy-in from your team.

Setting Communication Boundaries

We live in a digital age. People can contact you through instagram dm, facebook message, email, phone call, or in person. It’s important to remember that you can decide how you want to be contacted for what. This may differ from project to project and person to person. Setting these boundaries is especially important when collaborating with people you already have some form of relationship with! Having a chat about how you want to approach communication across all of these platforms can go a long way, since everyone’s relationship to technology and social media is different.

Organization and Project Management

  • Try using separate browsers on your computer for each project. This helps keeps your tabs separate and streamlined as you work. For example: as a base, our content producer has 3 separate browsers on her laptop; one for her personal email, one for Generator, and one for Generator’s social media. She will add browsers for additional projects or contracts that come up.

  • You can also set up separate emails for each project. This is another way to filter information and help you manage your time.

Emails

GMail Labels

You may already be using GMail as your email server but one of its most powerful tools may have been hiding from you in plain sight. This video tutorial demonstrates how to organize a GMail Inbox with GMail Labels and Automatic Filters. Some favourite labels by our staff include: Taxes, To Do, Pending (Follow-Up), Waiting for Response.

Archiving Emails

The Archive option in Google is a great way to maximize your use of labels. Archiving an email automatically moves it from your inbox to the folders that it has been labeled with. What if the email has multiple labels? Do not fear! An email that has been archived with multiple labels will show up under each label’s folder!

Filters

We all subscribe to various newsletters and other group email chains, but sometimes they can clog up your inbox. You can set up filters to organize these emails in a way that suits you; options include automatically marking as read, or automatically labeling and archiving emails from certain email addresses. This can also be extremely helpful to keep your inbox clear when working on a deadline. You can also set up separate inboxes under this option - for example, you can filter all emails from staff to one inbox, and have all other emails go to another.

Canned Responses

Canned responses are pre-written messages that can be saved in your GMail. Streak also offers a feature like this called “Snippets”.

Snooze

Both GMail and Streak have a Snooze Button that will hide the email from your inbox for a certain amount of time. This can be helpful if you want to keep your email clear as a deadline approaches.

Streak

Slack is an app for GMail that allows you to create pipelines of information and customize your workflow. It integrates the information organization of a spreadsheet into your mailbox. It also has features like a “Send Later” option, “Tracking” (find out when the email has been read), Snippets (like canned responses), Snooze, Split thread, and Pipelines. It has a free and paid premium version. It also has a mobile version.

Moving Sent Emails to your Inbox

When you send an important email out, you can actually move it from your sent folder into your inbox! This helps keep track of conversations that you are just starting.

Switching Accounts when Sending Emails

If you have multiple accounts you manage, you can choose what email you would like to send from by adding it to your accounts under settings. This can be helpful if you want to control who has access to your different email addresses.

G Suite (by Google)

Google offers an entire suite of services for free to that their account holders beyond just email, including Google Forms, Google Sheets, and Google Docs, to name a few. If you are a non-profit or charity registered with techsoup.org, you are eligible to receive a registered domain email for your company for free as well.

Files

Check out our page on Archiving to discover what you need to keep and how long.

Dropbox

Good for sharing or storing files long term and sharing promo photos and material with a team for approval. Easy for non-gmail users to use. Also makes changes the permissions on view/edit/sharing very easy to control file to file.

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Google Drive

Good for sharing and collaborating on files with multiple people at the same time. Are able to store files in the cloud that can be worked on from any device as long as you log into your google account, which can be extremely useful when working on the go. Can be different for non-gmail users to use.
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External Hard Drive

Good for moving your files off your computer without using the cloud. Be wary that this equipment can become antiquated and may need to be replaced.

File Organization on your Computer

Keep your files organized! Create a filing system that works for you that makes it easy to navigate project to project, and find or store important information easily.

Task Management

Trello

Favoured by web designers and really versatile for online production planning and sharing files. All team members need to have a Trello profile in order for this to be effective and useful. Some cool features include: assigning cards and tasks to specific people, add dates or checklists, a side menu tracking the latest activities, and colour-coding to help assign and track tasks/responsibilities. Trello does have a mobile app.
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Asana

Asana is the work management platform teams use to stay focused on the goals, projects, and daily tasks. It can be set up as a checklist or a work board. You can use it to assign and track the progress of tasks, and it can be very helpful as a means to communicate about those tasks without clogging up your inbox.

Evernote

Evernote is a platform that enables you to capture and organize notes, files, photos, links, and voice memos in one place. You can access the app across multiple devices through safe and secure cloud storage.

Communication/Scheduling

Slack

Project Management tool for people who are more inclined to use email like instant messenger - ie. dealing with many quick responses/conversations that can quickly clog email inboxes. Each team/project can be broken down into channels which act as individual chat rooms on each topic. Conversations scroll up keeping the most current part of the conversation at the bottom. You can also add files, photos and react to to comments with emojis!

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Shared Calendars

iCloud and Google Calendars can be shared with other people. This can be extremely useful for creating and managing a team schedule. You can also create Different Calendars for Different Projects to help manage your time!

GMail Groups

If you have a business account, you can create group emails. By adding multiple email addresses to a group, you can send one email to the entire group by using the group email. This is very convenient for communicating with classes, workshops, and staff.

Google Hangouts/Google Meet

Google Hangouts (or Google Meet, if you have a business account) is an excellent way for you to skype, voice chat, or instant message (or all three!) with a group of people. It’s very easy to use and it’s free!

Assistant.to

Assistant.to is an application for GMail that allows you to schedule a meeting with one other person through one email using Google Calendar. It is free.

Doodle

Doodle is used to Schedule an Event or Make a Choice. You need to have a Doodle profile to make events and administer them, but anyone with the link can participate. It is great for scheduling meetings outside of a set production schedule, or photo shoot etc. because it really reduces back and forth emails as everyone can clearly state availability for multiple options within one poll.
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Information Sharing

WeTransfer

Good for transferring files for free without needing an account.

Pinterest

Not just for cupcakes, babies and weddings, Pinterest is handy for visual brainstorming, lighting ideas, costume and hair design, set design, character studies, ideas for fundraising events, poster design… essentially any visual element can be searched on Pinterest and saved to a board. You can make boards either Public or Secret. Secret boards can still be shared with your production team, but general public will not be able to see what you’ve pinned.
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Are there any other applications or tools that you can’t work without? We want to know about them! Email us at contributions at generatorto.com