How to organize work in your company in an effective way

Recently Evernote corporation posted an interview with Ronas IT CEO in their blog. Roman Surikov told how a company can create an effective system of information accumulation and sharing.


Evernote: Can you please tell us about yourself and your business. How was it developed, what are your future plans? How does your industry look like? What distinctive features and perspectives does it have?   

Roman: We are an IT company with a full-cycle of web, app, and high-load sites and services development, from planning to implementation and support. Ronas IT started in 2007 and today we have about 30 professionals in our staff: developers, web-designers, managers, and we keep on growing. Over 90% of our clients are not from Russia, but we are going to maintain our active presence on Russian market as well.

Evernote: What is the most specific feature of your business? How is your business process organized? What were the purposes of using Evernote Business?

Roman: IT is a project-based area, so it is critical to meet the deadlines, and to do that we need to share information quickly, and store and structure it in an easily searchable and accessible way. Keeping all project knowledge is also vital in bringing new project participants up to date without distracting active developers too much. Information from one project can also be very useful for future projects. Considering all this, we started looking for an instrument that would satisfy our requirements, and the first thought was to develop our own solution. However, this was a lengthy task while we wanted a quicker solution, plus most of our employees had been already using Evernote anyway, so we decided to turn to Evernote Business.

Evernote: Who uses Evernote Business in your team and how do they do it? What devices do you use it on? What features do you find most useful and why?

Roman: Our project manages were the initial users of Evernote in our team, because they were most desperate for good data systematization and sharing solution. After our senior staff fully masters Evernote we plan to extend it to the whole team with a unified way of use. We use Evernote on our computers, smartphones and pads, with native apps for Android, iOS and Windows. Unfortunately, those of our colleagues that use Linux are less lucky for they can only use the web-version, but we hope that a fully functional Linux application will arrive soon. The most useful features in my opinion are full-text search, including attachments, access rights settings for each note and notebook, and Context function that shows who can hold necessary information in the team.

Evernote: Can you give us an example of business notebooks that your team is using? How are they organized, how do you use them? What is the structure of the notebooks?

Roman: Interaction with Evernote is divided in two parts: personal notebooks – our team members all have their own private set of notebooks for personal usage, with everyone organizing them in their own way, and a set of business notebooks, with a unified company-way guidelines of using them. Each notebook is a separate project or work area with the associated information collected in the notes. Every notebook has its owner who collects and organizes the information. All team members that participate in the project or have responsibilities in the area have access to all respective notebooks.

Evernote: Do you have some recommended notebooks with a company-wide access to them? If yes, what do you store in them?

Roman: Yes we do. Two notebooks are accessible to everyone in the company: a notebook with the information for the newcomers and a notebook with the company standards, regulations, contacts, emergency protocols so that everyone can address them if needed.

Evernote: What advice can you give to the corporate users of Evernote Business? Probably you have an example where Evernote Business was especially useful?

Roman: Apart from a very convenient search function, we see Context feature as the primary bonus because it finds connections in a large pool of non-structured notes. For example, we have a notebook with all CVs that are sent to us, and sometimes we find that one of our job applicants worked for the company that is now our client. We can also learn from our experience when we find that the software that we use for a current project was already used for one of our past projects.    

You can find original of the interview on the Evernote website.