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Posts Tagged ‘task management’

Working When You Don’t Feel Like It

Wednesday, July 28th, 2010

Yesterday, I didn’t want to work. I felt sort of blah all day. But I still got stuff done, and I had a productive day.

Does this happen to you? I’m sure it does. Part of being a small business owner is having to find the self-motivation to work when we don’t feel like it. Without a boss checking to see if we’re playing Solitaire on our computer, it’s easy to fritter a whole day away.

How to manage the problem? I recommend having “Rainy Day” items in your action list. These are things that need to be done but don’t take a lot of creativity. Cleaning up my Twitter followers is a good example. Doesn’t take much brain power, and it’s something I hate to do when I’m at my best, but it’s perfect for “brain dead” days.

I also worked on editing and rewriting my urban fantasy story. It did require creativity, but it was also fun and didn’t feel too much like work.

What kinds of (productive) things do you do when you don’t feel like working?

Tags: task management, time management
Posted in Time and Task Management | 1 Comment »

Goals and Social Media Strategy

Thursday, July 22nd, 2010

Several months ago, I wrote a post on how your goals will affect which social media channel you use. Today I’d like to expand on that by discussing how your goals will affect how you engage in social media.

This idea came out of my Netmasters group last month. When I asked about social media goals, I received some interesting answers, all of which dictated slightly different engagement strategies.

1. Become a creator of content

Not surprisingly, a couple of people wanted to be known as experts in their industry. But not all of them were going about it the same way. One attendee was a writer. Obviously she wants to use social media as a way to get the word out about her services. As we brainstormed on her business, it became obvious that she needed a blog. What better way to showcase her talents? So her strategy for engagement was to use social media to promote her blog and to publish a list of short writing/grammar/spelling tips. Self-created content is going to be a significant part of her social media stream.

2. Become an aggregator of content

The real estate agent in the session also wanted to be known as an expert in his industry. But his approach turned out to be different from the writer. His goal was to sift through all the often-conflicting information in his industry and be known as a place to go for the best and most up to date information about real estate. He doesn’t have to create content. He needs to read, filter and promote the best articles he can find. He might also want to discuss some of the bad articles to show people the difference, but he won’t need to do much writing. He can get away with posting links and doing a lot of re-tweeting.

3. Meet cool people

This one was fun, and my favorite. His goal was similar to a face to face networking goal. He wants to meet interesting people who have good stuff to say and build relationships with them. His strategy is going to be to find and follow leaders in the industries he’s interested in. He will see who they find worth following and follow them. It will be sort of a free-form “Six Degrees of Separation” approach. What will his social media stream look like? Lots of re-tweets and back and forth discussion, either through @ Mentions on Twitter or Wall posts on Facebook.

See how it works? Your goals certainly affect which channels you will use. But they also dictate what your engagement will look like. What are you waiting for? Go set your goals now. And share them in the comments. We’ll help you out!

Tags: blogging, social media, task management, time management
Posted in social media | 2 Comments »

Review: Byline for iPhone

Friday, July 16th, 2010

My regular readers know I am big on aggregating content and taking it with me on the go.

I use Google Reader to manage all my blogs, and the mobile version of Google Reader is okay for reading blogs on my phone, but it didn’t really do it for me. I like being able to load content and access it even if I’m not connected (like on the Metro).

I’d read review of several RSS reader programs for the iPhone, and none of them excited me until I found Byline.

I’m using the free ad-supported version, and I don’t find the ads intrusive at all. Here’s a screen shot of the preview page. The ad at the top isn’t intrusive. There is one ad per 10 items, so in this shot, I have 9 items and only one ad.

What is really nice about Byline is that it caches longer articles for later reading. See the little blue arrow at the right of an article? That indicated cached content.

Open the abstract version of the article to see if you want to read more.

If you do, tap the arrow in the upper right corner, and it takes you to the expanded version of the article.

Caching can be done over WiFi for those who downgraded their iPhone data plan and no longer have unlimited data.

My usual procedure now is to sync Byline before I leave the house and catch up on blog posts throughout the day. A good use of time and technology, in my opinion.

Anyone else have a mobile RSS reader to rave about? I’m always willing to try a new iPhone app.

Tags: iPhone, networking on the go, task management, time management
Posted in Time and Task Management | 1 Comment »

Updated: When I Blog

Wednesday, July 14th, 2010

Last month, I wrote a post on when I write my blog posts. Ironically, that post was obsolete the day after I posted it. Because that’s when I decided to change my writing schedule.

I can write blog posts anytime. I can only work on my book in the morning. So I was using my time inefficiently. I’ve been working on my new schedule for about a month now, and I’ve decided it works. Hopefully, I won’t change it again the day after I post this.

Having a number of posts in the can still doesn’t work for me. I need the sense of urgency to write every day. One or two written in advance works well, but I don’t keep consistent if I have more than that.

What has changed is when I do my daily writing. Previously, I wrote each day’s post that morning. What I do now is write a tomorrow’s post in the late morning or afternoon, depending on the rest of my schedule.

As soon as I get up, I review, publish and schedule my tweets about the post. That is always done before 9:00. Then later in the day, I find/make time to write the next post. Rinse and repeat the next day.

This preserves my morning creative time for my book while still getting my blog post written. I still do most of my blog writing on my phone, using Evernote. When I get back in the evening, I sync Evernote, and I’m ready to cut and paste into Wordpress.

I used to write in Wordpress for iPhone, but I’ve started using Evernote instead. Wordpress for iPhone gave me some problems, and Evernote is more stable.

Moral of this post? Just because something has been working for you, don’t hesitate to change it when it stops working.

Anyone else want to share when you write your posts? Or something that used to work but doesn’t now?

Tags: blogging, iPhone, task management, time management
Posted in Time and Task Management | Comments Off

iPad as Productivity Tool. Guest Post by @jarehart

Tuesday, July 13th, 2010

About a month ago, I saw a tweet from Jonathan Arehart of Cavendo about how the iPad was allowing him to virtually eliminate paper. Naturally, I was intrigued, and I asked him to write a guest post about how he is using the iPad as a productivity tool. He has some good points, especially on that paper elimination and extending the purchasing life cycle of his laptop. Take it from here, Jonathan!

iPad as a Paperless Business Tool
by Jonathan Arehart

Apple is known for creating great consumer products. The current success of the Apple brand really started with the introduction of the first iPod launched in October 2001. Ever since then Apple has progressed into every aspect of the home and office, and especially the mobile computing environment with new and faster MacBook laptops, more robust Mac Mini desktops, and more recently the iPhone. Many of these devices have great business applications, especially the MacBook Pro laptop series, popular among graphic design and video production firms (aside from the traditional Mac Pro desktop series, of course). However, Apple made a huge leap into the business space, perhaps unknowingly, with the introduction of the iPad in early 2010.

Part laptop, part tablet and completely mobile, the iPad has quickly become a powerful clutch for the busy professional. With a 9.7-inch LED “multi-touch” screen and 9-10 hours of battery life, the iPad fills a void many devices before have tried and mostly failed at. Tablet PCs have had a slow adoption over the past decade since their introduction in the early 2000s, and laptops have had a hit-or-miss utility in meetings and the boardroom.

A challenge in the quest to go paperless, or as close to paperless as you can get, has always been the ability to limit new paper creation. It’s very easy to create a pile and folder full of loose papers full of notes and annotations, and finding a non-obtrusive and user-friendly way to eliminate this entry point has been a mission of mine for many years. Tablet PCs were overpriced. Laptops don’t have handwriting capabilities or touchscreens, and mobile phones are simply too small to take notes on by hand. The iPad is the perfect marriage of a touchscreen, useful web-based applications, and always-on access and integration with existing business systems.

Through the combination of various applications (listed at the end of this article) I have found the iPad to be the perfect companion for Board meetings or client meetings. No longer do I have to carry Board packets or bulky client files, I can simply reference all of my past notes and record new notes using the iPad. I use Penultimate to author new notes that I can then easily email to myself or anyone else as a PDF file. Dropbox is the perfect application for retrieving stored notes, including old archives that have been scanned. I imagine in the near future you will be able to save items such as PDF files generated by applications like Penultimate directly to Dropbox, saving the step of emailing it to yourself and then saving to Dropbox.

More than a month into the iPad life I have significantly reduced the amount of new paper generated in my office. This is evidenced by not only smaller piles in my inbox/outbox but also far less administrative time expended by my team on scanning, organizing, and filing papers. I fully expect over the next 6-12 months to realize a full return on the investment not only in the hardware but also all software and connectivity costs on my iPad upgrade.

It is also interesting to point out the impact of the iPad on my regular technology purchasing cycle. I typically move to replace or upgrade major equipment such as my laptop (currently a MacBook Pro) every three years. This being the third year of my replacement cycle I instead opted for the iPad, at a third of the cost, over a new MacBook Pro. I have found my three-year-old laptop is plenty sufficient for my complex mobile needs when I need full processing power on the road. The iPad has filled the gap on less complex needs such as note taking, document retrieval and entertainment. The overall impact is a noticeable increase in productivity and lower overall technology costs, although my travel bag has become noticeably heavier! The trade-off is well worth it though.

Pros

1.Compact design works well in meetings and is far less obtrusive than a laptop.

2.Full wireless capabilities (3G and Wi-Fi), plus 3G service is available as a prepaid option and no contract is required.

3.Synchronizes well with Apple’s MobileMe service and other enterprise platforms like Microsoft Exchange Server for contacts, calendars, and email.

4.Reasonably priced between netbooks and more powerful laptops.

Cons

1.Doesn’t work with every corporate or enterprise environment.

2.No stylus is included and there is not an official stylus, but there are great third-party devices available.

3.Difficult to hold and maneuver by itself, so get a good case. I am a fan of the M-Edge cases especially the Executive Jacket ($59.99 leather). (It is often confused for an actual notebook!)

4.AT&T is the only carrier available for 3G service and you cannot link your wireless service with an existing AT&T account.

Applications

Mail (Included) – Email is a pleasure again with the intuitive and full HTML experience of Mail included on the iPad. If you’ve ever used the iPhone, it’s the exact same application except that as of this writing the new Mail included with iOS 4, with a unified inbox and threaded conversations, is not available for the iPad (coming in Fall 2010).

Penultimate ($2.99) – This is by far my favorite note-taking application. Paired with the Pogo Sketch stylus I no longer carry legal or notepads with me on meetings.

Dropbox (Free with an account) – If you use Dropbox for file sharing and syncing across your desktop and mobile devices, the iPad application is a must-have. If you’re not using Dropbox, you’re missing out on one of the simplest solutions to the age-old problem of sharing files across your devices.

Echofon ($4.99) – There are many Twitter applications for the iPhone and iPad, but Echofon wins hands-down, especially on the iPad for its speed and ease-of-use.

Netflix (Free, but an account is required) – Take a break and catch up on The Office or your favorite movie or TV series with the instant streaming capabilities of the Netflix application, and yes, it works over 3G as well.

USAToday (Free, for now) – One of the smoothest news applications I’ve seen anywhere, plus it even looks like a real newspaper on the screen. The presentation is top-notch and provides you the latest news from USA Today updated throughout the day.

Thanks, Jonathan! Cavendo is my web designer and host, and I can’t recommend them enough. To learn more, visit their website or contact Jonathan directly at ceo@cavendo.com.

Tags: networking on the go, task management
Posted in networking on the go | 2 Comments »

Why I’m Not a Fan of Regulated Email checking

Wednesday, June 23rd, 2010

I read a lot of advice on time management and am always looking for good ideas for my clients.

Something I’m not a fan of is advice to check email at specified times. Generally the suggestion is to check two or three times a day and discipline yourself to not check in between.

If you’ve read anything by me, you know I’m not big on one size fits all advice, and this one strikes me that way. I agree that many people waste time with email or feel that it controls them. So having a system to address the problem is good. But I think the advice to check a limited number of times a day puts the cart before the horse. First, you have to understand your issue with email and your needs with email.

Do you check email throughout the day as a way to avoid working? Or are you overwhelmed by the sheer amount you receive in a day?

Are you in a fast-paced business where quick response to email is key to your success? Or do you work in an office where up-to-the-minute response is not expected or required?

See my point? Each of the above situations indicate a slightly different response to email. The fast-paced business person who only checks and responds twice a day might miss opportunities.

The person who uses it as a distraction may have an underlying problem that goes beyond email. Like burned out on the job. Restricting access to email won’t address that.

Being in control of email and not letting it control you is important. But first understand the problem. Then work to find a solution.

In case you were wondering, I check email throughout the day. Processing it in short bursts works better for me and fits my personality and my business needs better than two or three marathon sessions each day.

How do you manage your email? Share your ideas and tips in the comments.

Tags: task management, time management
Posted in Time and Task Management | 3 Comments »

iPhone 1 Year Review

Tuesday, June 22nd, 2010

I recently passed my iPhone one year anniversary, and I thought I would reflect on what, if any, changes it’s made in my life and business. And no, downloading iOS4 yesterday didn’t influence this at all.

Let me start by saying that the iPhone has made bigger changed in both areas than almost any other piece of tech I’ve owned. Arguably, my first Palm OS device was bigger because it launched me from an analog and paper world to primarily digital, but in practical application, I still think the iPhone was bigger.

My old Blackberry introduced me to mobile email and frustrated me because it couldn’t cut it as a solo device. I still had a Palm organizer, an MP3 player and a stand-alone ebook reader.

Then I got the iPhone. One device does it all, and it does it all well. I can walk out the door with wallet, keys and my phone and manage my entire day. I’ve never been able to get away with so little.

Lots of people are writing about simplifying their life by getting rid of smartphones and other tech. Frankly, I think they are nuts. By having everything I need in one small package, my life is simpler. One thing that makes this possible is “Airplane Mode,” where I can disconnect completely while still having access to my productivity tools. My old Blackberry was much harder to disconnect from.

I’m almost completely paperless now. With a really good way to manage my calendar and tasks, I don’t need a paper organizer. Evernote allows me to take and keep quick “notes to self.”

But it’s not just lack of paper. My netbook could have allowed that. The iPhone allows me to have everything I need with me at all times. Oops! I can’t remember exactly where my next meeting is? No problem, I have the email where we set up the meeting in Evernote. Do I have time on the Metro to work? No problem. I’m actually writing this post on the train to a meeting in Bethesda

I don’t even wear a watch anymore. The iPhone fulfills that function too.

Plus books, music, movies and, don’t forget, Plants vs. Zombies! I use it for work, and I’m more productive. I use it to relax. It goes with me on vacation (in Airplane mode, of course). I kind of can’t remember what life was like before it.

I don’t think Blackberrys can do everything my iPhone can. ‘Droid phones probably can. I have mixed feelings on the iPad. One of my friends uses it more than his iPhone now. I think it’s a great device. But the portability factor of the iPhone can’t be beat.

And now off to play with my new OS. And dream about my future upgrade to an iPhone 4.

Tags: iPhone, task management, time management
Posted in iPhone | 1 Comment »

Getting Things Done Update

Wednesday, June 2nd, 2010

I’ve blogged a few times on David Allen’s excellent Getting Things Done system. Recently I’ve made a few tweaks and had some successes, and I thought I’d share. Hopefully it will be a help for those of you having challenges with getting and staying organized.

Call me slow, but it took me a while to really get my head around getting my email Inbox to zero each day. I had a really bad habit of leaving actionable emails in my Inbox until I took action. Guess what? Since they didn’t hit my task management system, they never got done. Duh!

Now, at least once a day, I clear my entire Inbox. If an email needs to be filed, I file it (or send it to Evernote). If it’s something that needs to be acted on, I capture it in Action Lists, my iPhone GTD management system.

It’s nice to end my day with a clean Inbox. And things aren’t sitting, waiting for me to get to them. If you aren’t capturing emails in your task management system now, I highly recommend you start.

Now for the shameful admission. Yes, I sometimes fall off the GTD wagon. About six weeks ago, I was really off the wagon. And I wasn’t getting much done. I was making meetings, and my blog was getting updated, but lots of other things, including writing projects, just never seemed to get off the back burner.

A couple of weeks before my writing retreat, I decided enough was enough. I need to walk the talk I use with my clients, so I committed to touching Action Lists every day.

Guess what happened? Yep, I became a lot more productive and was getting more done in the same number of hours. Long-abandoned writing projects are advancing! Hmm. Work the same amount of time. Get more done. Kind of cool.

How do I stay on the wagon? Getting my emails in Action Lists was part of it. The other was tweaking how I use the GTD system. I like a daily to-do list. GTD advises against it, but it works for me. And not having it wasn’t. So every morning, I open Action Lists and see what’s in my Today screen (confusingly named Inbox-not to be confused with my email Inbox). Then I check my calendar and see how much time I have for tasks. Finally I go to my context or project lists and add things to my Inbox. At the end of the day, I make sure my Inbox is clear. If I couldn’t get to everything, I move tasks to another day.

I do check my projects throughout the day, just to be sure I’m not overlooking something. So I’m using a variant of the system, but as I tell people, it’s better to use a less-efficient system that you will use than the perfect system that is ignored. Maybe one day, I’ll be able to use it the “right” way. Until then, I’ll settle for being productive my own way.

One more “secret” to getting things done. I disconnect from phone, text, Twitter and email for at least an hour a day to give me time to really focus on certain creative tasks.

Check off “write tomorrow’s blog post.” Six more things on my list for today.

Anyone else have good tips to share for staying productive?

Tags: GTD, task management, time management
Posted in Time and Task Management | 2 Comments »

Posts Tagged ‘task management’

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