In this digital age, there are now many websites that send private notes for professional use. These websites are built to facilitate collaboration between team members of various departments, companies, and other organizations. Perhaps the most popular one is privnote.
If you work in a company with several branches or team members who are located in remote offices, using these tools can help you share important documents and other files efficiently while keeping them secure. However, these tools may not be that easy to understand at first if you’ve never used them before. If so, read on to learn the best tips for using the websites that send private notes for professional use.
Create a Folder for Each Topic
When you create a note, you should include a folder for each topic of discussion. This will make it easier for you to retrieve your notes later on. If you have a meeting about a new project, for example, you can create a folder for it and invite the members of the project team to that folder.
You can then use this folder to discuss the project with your team members and upload documents related to the project, such as an overview and a timeline of the project, the latest developments, and stakeholders and their contact information. You can also create a folder for each of your team members and add the files they’ve uploaded to your folders, so you can access them easily when needed.
Don’t Use Real Names
When you create a note using such a username, only your fellow team members will be able to see it. In other words, real clients or customers will never be able to access your notes and other files because they will never be able to access your username.
While privacy is important, you should also be careful not to use fake names or nicknames that might confuse other people, especially if you are sending an email with a note attached.
Send Marked-up Documents
You can send a marked-up document attached to your note for a more collaborative approach to creating content. For instance, if you have to create a presentation for a meeting with your client, you can send the file to your team members before and ask them to mark it up.
Once you’ve got the document back, you can upload it as a new file to your folder and send it to your client with the changes highlighted. This is a great way to collaborate with your team members while keeping your client’s interest in mind. You can also use this method to edit and proofread important documents before you send them to your clients.
Set a Deadline for Responses
You can invite your team members to join a conversation by adding a due date to your note. This is especially useful if you want to discuss an upcoming project with your fellow team members. When you invite someone to a conversation with a due date, the person will be able to view the note and file attached to it. He or she will also be able to view the due date you have set for the conversation.
Once the due date arrives, the person will receive a notification about the deadline. When that happens, the person should be able to access your note and file without any problem since the file will remain in his or her account until he or she deletes it. You can use this feature to ensure that your team members are on track with their tasks. It’s also a great way to keep your team members informed and updated about your projects.
Add an In-Reply-to and Discussions Marker
If you’re discussing an important project with your team members, you might want to use an in-reply-to marker to inform the members of the project team that the discussion is regarding that project. You can then add a discussion marker to let your team know that the conversation is about a specific task.
In addition, you can add a subject indicator to the project discussion while keeping your notes private. This will inform other members of the project team that the discussion is about a specific project without showing them any content. When you add an in-reply-to marker and a discussions marker to a note, you will be able to view them if you click the “View all” button on your browser.
Establish a FAQs Folder
If you receive a lot of questions from your clients, you can use a FAQs (frequently asked questions) folder to store important FAQs from your clients. You can then share this file with your colleagues when they receive similar inquiries from other clients. You can also use a shared document to store FAQs and upload it as a file attached to your note.
If you need to quickly access your frequently asked questions, simply click on the file’s title in the chat box. This will allow you to view the file and send it to your team members as well. You can also upload a document to the file and mark it “private” so that only you and your team members can access it.
Conclude with a Meet-Up
If you need to generate ideas or discuss a certain topic with your team members, you can conclude your conversation with a meet-up. You can also use this feature if you’re collaborating with your team members on a project.
When you conclude a conversation with a meet-up, you will be able to invite as many members of your team as you’d like. You will also be able to send a message to all invited members through the website.
When you create a note and conclude it with a meet-up, the people you invited to the conversation will be able to view the note and file attached to it. The guests will also be able to access the topic you’re discussing and add to it. When the discussion is over, you can remove the meet-up marker. Doing so will prevent guests from accessing your notes and files.