The right software behind your project, group or organization can make all the difference. Intellinote is another such platform for managing, collaborating and better communicating with your team.
Intellinote blends real-time messaging, easy file sharing and project management features with a unique workspace approach that makes managing teams of people a simple affair.
Better still, it’s completely free for personal use and offers a feature-filled 30-day free trial so you can try before you buy.
Files, Tasks and Communication
Intellinote‘s interface closely resembles what you’d expect from a touchscreen tablet app, which at the very least ensures consistency across platforms. Everything you need to get around is on the left, with options for creating new content at the top of the screen leaving the rest of the screen spare for work. It feels a bit like the redesigned Outlook.com, and I mean that in a good way.
Intellinote provides a home for your notes and tasks, which can each be tagged for better organisation. These items consists of a title and a body of text along with an area below for discussion, though tasks can also be assigned to individuals with a due date. Files can also be uploaded to each workspace, and they become accessible to any members with access
You can attach files to Notes and Tasks, provide a lengthy text description (formatted using WYSIWYG tools) and comment on absolutely anything. It’s also possible to embed a tasks or notes within other task and notes. Simply click on the “paperclip” attachment button and choose Add from Intellinote.
Intellinote’s approach is one that makes heavy use of workspaces, which exist as hubs to be populated with your notes and assigned tasks. Workspaces are not rigid in their design, and they can apply to pretty much anything you need them for: whole departments, individual projects, team members, training literature – whatever you need.
Creating a workspace is as simple as clicking the plus button on the main menu, giving it a name and adding your team members to it. You’ve instantly created an organisational space, somewhere to store files related to that operation and real-time chat room for your colleagues.
And once you’ve taken the time to customize a workspace, you can then save it as a template (under the workspace Settings menu) and use it again.
Workspaces keep departments and individuals focused, and the Home tab ties it all together. It’s here where you’ll be able to catch up on what has happened in each workspace in a glance and chat with your coworkers. You can even and add notes, assign tasks, upload files and message other team members from the same text field, just make your selection in the box to the left.
To the right of the chat window is a pane that lists all of a given workspace’s notes, tasks, files and assigned members. Think of it as a shortcut, allowing you to chat with colleagues while accessing other materials or sending a private message.
Intellinote has two unique workspaces found in every organisation: the personal workspace which is private and allows users to create and store their own items; and the unified workspace which brings together all activity, assigned tasks, recently-updated notes, files, and drafts.
Such a solution replaces several independent products, including ageing project management software that never seems to evolve and pricey real-time chat software. In an educational setting, Intellinote could come in useful for providing feedback, working with groups or assigning deadlines. In some cases, you might want to get rid of email for team discussions and just use Intellinote’s real-time chat and private messaging features instead.
If you work with clients, you could even use Intellinote to create a workspace for each individual client so you can share documentation, ask questions, get feedback and collaborate over a platform that can handle more than email.
The Intellinote system has a wide range of applications thanks to such a robust base. The fusion of project management, collaborative note-taking and real-time discussion is surprisingly effective. In busier environments where keeping track across projects can be difficult, Intellinote could be the ideal tool for restoring order and sanity.
Communicate & Track Progress Effectively
Workspaces are highly organised hubs designed with a specific role, department, individual or project in mind. In addition to providing a sense of context for notes and tasks, workspaces are also central to communication. Visit a workspace Home tab and you’ll see everything that’s happened since your last visit in a combined activity log and real-time group chat.
Even if you’re working with teams scattered across the globe, posting a message here means it will be seen the next time your remote workers check in. Real-time communication essentially means less email to reply to and faster resolutions to issues that need to be discussed.
Everything is now with in reach thanks to the new sidebar options that provide fast access to workspace summaries, relevant notes, tasks and team members. Each workspace’s stream of activity is recorded in its respective Home tab, alongside messages from your team members. Head to your Unified Workspace to see all activity for workspaces you belong to in one feed, and catch up with everything you missed since you last logged on.
Adding users to a workspace provides access to all of the information within, but if you’re a member of multiple active workspaces you can be forgiven for losing track of the progress made across departments. In these instances, the Follow feature stands out.
Click the small, RSS-like icon in the top-right of an item (be it Note or Task) in order to follow it. You can recall followed notes by workspace or display everything you’re following in your UnifiedWorkspace via the Filter menu in the bottom right-corner. Follow and unfollow notes as you need them to add an extra dimension to your productivity – prioritise tasks in order to get things done.
For any items you are following, notifications will let you know of changes to contents, comments, tags, attachments and assignees or due dates. You can even add other users as followers (useful if they aren’t associated with that particular workspace) by heading to an item’s Info panel, accessible by clicking the small drop down arrow next to the item’s title.
Real-time push updates ensure that while perusing a workspace, you do not need to refresh Intellinote in order to see the latest additions in terms of content – changes are pushed to your browser automatically.
Follow along as new items are added during your team meetings, collaborate on projects with clients during conferences and stay ahead of what your colleagues are working on.
Intellinote for iOS and Android
Mobile access is increasingly valuable in a world where we rarely leave our smartphones or tablets alone, and Intellinote has two mobile apps: one for iOS (which I’ve tested here) and one for Android.
Considering Intellinote’s web app looks like something you would normally find on the App Store, the mobile client is very easy to get along with. It provides full access to your workspaces, notes and conversations while keeping you up to date with real-time push notifications for incoming changes and messages while you’re away from your desk.
All your Intellinote data is accessible via the mobile app, including each workspace’s Home tab for checking in on group chat and recent changes. You can also head to your Unified Workspace and check on your personally relevant notes and tasks.
It’s pretty much possible to do anything you can do in the web version using the mobile app, though there are a few drawbacks, like a lack of text formatting tools and the inability to create new Google Drive documents within the mobile app.
You can however upload files, create new workspaces and add members to your organization (provided you have the right clearance) from the iOS app I tested. All changes are pushed to the server as you make them, and appear instantly.
An Integrated Approach
Intellinote tries to take a completely integrated approach to organising your projects, teams and organization. By blending together project management elements, real-time group communication, simple drag and drop file-sharing, and Google Drive documents, the solution aims to eliminate the need for several different solutions by doing it all, in one place. They even offer an API for tighter integration between Intellinote and your company’s workflow.
And it does work – workspaces are a great way of keeping work in the right place without causing clutter. Templates can be tailored to your organisation’s smallest demands then rolled out time and time again. Just about every team out there can benefit from faster, more effective communication — whether you’re 3, 30 or 300 people strong. Intellinote works for both teams and individuals, allowing teams to collaborate on a large or small scale depending on requirements.
Better yet, it’s free for personal use and the 30-day fully-featured trial offers plenty of opportunity to decide if the $10 per user, per month for the Standard plan is agreeable.
Sign up for your free trial and become more productive today!