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How to Keep Track of When You Work Using a Scheduled Task
This interesting article over at the Guiding Tech blog shows how one could accurately track when he logs in and when he locks his Windows computer. While it could be of great help to people at work who are required to fill in timesheets every day, even people who work from home could make use of this technique to check how productive they are.

10 Android Apps to Help Save You Time Money
The Lifehack blog has a great list of ten Android apps that can help you cut down on the time and money you spend each day. The list includes the usual suspects like Mint’s personal finance app, as well as some other  lesser known useful apps.

From Anxious to Action: How to Have What You Really Want
Anxiety about something that you should do is can be a good thing because it instills the idea that it has to get done in your mind. But can you translate that into action? This post at the FeelGooder blog explores how to do just that. It’s a well-written article that stays away from conventional advice, and discusses some unique perspectives.

Seven More Easy Ways to Integrate Your Google Apps
Lifehacker offers seven advanced methods to integrate Google apps like Gmail, Google Docs et al into your daily life, both online and offline. Some of the methods are simple to implement, while some would require you to go through the content twice in order to get the drift. Overall, some neat tricks there worth checking out.

Priority Inbox in Gmail for Mobile
Finally, Google introduced the Priority Inbox feature as part of the mobile version of Gmail. Priority Inbox, if you remember, was launched with much fanfare and was also readily adopted by people tired of email overload. If you are a Gmail user who uses this feature to sort out your important emails first, bringing this feature to mobile devices is a welcome sight.

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Gantt charts are incredibly helpful scheduling tools, but the problem is making them. Programs like Microsoft Project tend to be clunky and ugly. Tom’s Planner aims to solve that problem by being colorful and easy to use.

Ease of Use

Tom’s Planner is super-easy to use. I know just about any app will tell you that it is “easy to use,” but Tom’s Planner means it. With Tom’s Planner, there are two main things you need to know in order to use it:

  • Drag and Drop Simplicity
  • “The Magic is in the Right Click”

Once you get those two concepts down, you’re pretty much ready to go.

There’s a toolbar located above the grid that includes all the main functions, such as adding/removing logos, exporting to Microsoft Project, saving, and sharing.

Collaboration

Collaboration with others using Tom’s Planner is a snap. Go to the “My Schedules” section, select a plan, enter the person you want to share it with, and then you get a unique invite URL. That’s it!

In addition to being able to collaborate with others on schedules, you can publish your charts online, add links to other websites or online documents, embed the schedule in your own website/intranet/other project/task management tool and even export it offline and open it in Microsoft Publisher.

I love this feature. While Gantt Charts are great, they aren’t always enough for a team-by being able to export and embed, you can easily use the features of Tom’s Planner to create a schedule, the use it in whatever app or software your using. Not to mention, making it easy to share in reports, presentations, or with clients.

Templates and Alternative Uses

Tom’s Planner even offers templates, to make using it even easier. The templates aren’t just for web design and personnel schedules either-they have templates for weddings, gardening, Christmas Dinner, the holidays, conferences, and vacation rentals. Most of the templates also include a sample that’s filled in so you have some ideas to work with. Tom’s Planner encourages you to suggest new templates or even send in your own.

Pricing

In keeping with it’s overall theme of being user-friendly, the Pricing Plan is simple too. There are 3 plans-including a free personal plan. Also, if you share a project with someone, that other person doesn’t need to purchase a plan-they can just use the free personal account. Tom’s Planner also offers Payment through just about any payment available including major credit cards, PayPal, and checks.

For More on Tom’s Planner:

For Creative Ways to Use Tom’s Planner, Check Out:

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This week’s episode of the WorkAwesome podcast features an interview with productivity consultant Stephen Smith. Stephen has been involved in the productivity realm for many years, and his most recent endeavour is the work.life.creativity site, which is described as:

…an open community and are looking forward to hearing new ideas and perspectives. We are not tied to any one system, methodology or answer. We are simply interested in finding solutions that help us get the most out of life. We wish to spend less time “doing” and more time “living”. In our minds, the goal of life is not about doing, it is about being done.

Stephen has also been involved with SOBCon, an annual event “where some of the best minds in the Internet space gather to present models, discuss insights, and determine best practices.” It has been growing every year — in both size and number of occurrences.

WorkAwesome editor Mike Vardy discusses with Stephen the various projects he has on the go and how he manages to keep all of these projects alive — and thriving — with a full time job on his plate as well.

If you enjoy the podcast, please let us know. We’re working hard to bring some great guests on (with upcoming episodes featuring Stever Robbins, Patrick Rhone and Dan Schawbel to name a few), so if you have any suggestions on guests or what you’d like to hear, let us know in the comments. We’ve already started to receive some great suggestions — thanks to those who’ve already connected with us!


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You can also subscribe to the podcast in iTunes here. Leave us a rating and review as well in iTunes…it’ll help people find us!

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6 Reasons to Advertise on WorkAwesome

  1. WorkAwesome attracts an audience of professionals and decision-makers working for respected companies. They’re willing to invest in themselves and their career and purchase tools and services to benefit their company or business. Plus, they are unusually charming and witty.
  2. At $1.95 per 1,000 views, the leaderboard banner at the top of the site (look, up there!) is ready and waiting to begin marketing your product or service.
  3. Because our sidebar has a spot reserved just for your product, and it’s yours for a month.
  4. We will say nice things about you to our 1,100+ Facebook fans, 10,000+ Twitter followers, and thousands of podcast listeners. Shouting from the rooftops costs extra.
  5. You’ll be joining a high-caliber group of past and present advertisers, like Moo.com and MediaTemple.
  6. Because WorkAwesome really is awesome, and needs a little more help to cover its costs.

Find out more about advertising on WorkAwesome

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In your journey to become a more productive and organized individual you have probably purchased a Day Runner personal organizer. These Day Runners can be pretty convenient for keeping track of appointments, contacts, and to-do lists. However, in order to get the most from owning a personal organizer you need to know a few simple things.

1. Make it Your Own

First of all, a personal organizer is not a personal organizer until you personalize it. The first step in making your Day Runner work for you is customizing it to fit your needs. There are several ways to do this. You can choose your favorite colors, fill it with personal photographs, or buy custom pens and other awesome writing utensils for use with it. Remember, there are many styles of Day Runners to choose from. So pick one you won’t mind looking at or carrying around with you.

Another thing to consider when purchasing a Day Runner personal organizer is what you plan on using it for. Do you need a small calendar and contact list or do you need a larger portfolio organizer with a calculator and multiple slots to store your credit cards and such? Once you know your planners purpose you will be able ensure you have a product that fulfills your needs. You will also be able to use it more efficiently.

2. Create Custom Calendar Pages

Everybody’s calendaring needs are different. This is why it is sometimes not the best idea to use standard organizer refills. Sure they come pre-punched and cut to fit your Day Runner. However, the calendars and lists within these packages may not fit your needs.

You may want to monitor your progress in a way that is not available in standard calendars. You may just wish to add custom graphics and designs. Whatever, the reason making your calendar work for you is a huge step in successfully utilizing a Day Runner personal organizer and printing and punching your own calendar pages is the ways and means to this utilization.

Fortunately, this is a simple task due to the numerous websites that exist to help you with this very purpose in mind. Once you find a site with a template you would like to use, simply customize it and print it out. Then punch some holes with an inexpensive hole punch found at any office supply store and insert the customized calendar pages in your Day Runner.

3. Use a Standard Format for Your Calendar

One of the largest productivity blunders performed by Day Runner users is entering information into the calendar in an unstandardized format.  Trust me when I say you want to use a standard format when adding appointments to your calendar. The last thing a productive person should have to do is waste time sorting out the meaning of a calendar entry. Here are a couple of things to remember when creating your appointment format:

  • The first word to should  specify the type of appointment.
  • Then enter a meaningful description of the appointment
  • Then enter the location of the given appointment.

Your calendar should end up looking something like this:

Meeting-Sales Strategies- 6th Floor Conference Room

You should also include a reference to any documents or items you need to have with you for the given appointment. This will ensure you show up prepared and ready.

Another cool way to rock your calendar is to use several different colored pens to maintain a category system of appointments. For example, red appointments may be phone calls while blue appointments are business meetings.

4. Keep Your To-Do List With You in Your Day Runner

You are going to want to include your to-do list in your Day Runner. That way you can note what tasks need to be accomplished and when they are due. This allows you to work on them when you have a few free minutes instead of daydreaming. Also, store your task list with your calendar in order to arrange appointments with yourself to get things done. Then you will know you have enough time in your busy schedules to accomplish the things you need to do.

5. Keep All Your Information Up to Date

The biggest mistake most people make with task lists and calendars is failing to keep them up to date. It is imperative that the information in your Day Runner is accurate or else it won’t be useful to you. You will be carrying around the dust of past accomplishments and tasks. A few ways to help ensure your organizers up to date are:

  • Add tasks to your task list as soon as you learn of them. When someone sends you an email asking you to do something add the new task to your Day Runner immediately. When someone tells you of an appointment in passing, add it to your calendar as soon as possible. By getting in the habit of doing this right away, you will never miss an event or lose track of a task again.
  • Schedule time each day to go over your Day Runner’s listed activities and tasks for the day. This will help you know what you have planned and allow you to make any corrections that may need to be made.
  • Keep your Day Runner in sync with your other productivity enhancing tools. If you use outlook to schedule appointments and maintain a list of tasks you will need to keep that information synced with your Day Runner organizer. A good way to do this is by adding the relevant information to your custom created and printed pages spoken of earlier.

6. Keep a List of Goals in Your Day Runner

By making a written list of the goals and having them with you at all time you are able to encourage yourself through the tougher spots within your schedule. It also allows you to evaluate whether your tasks and appointments are relevant to the direction of your life. Your personal goals are what make your personal organizer personal. If your Day Runner does not help you move forward to accomplishing your goals then how much use is it?

It is a good idea to assign a due date or an accomplish by date to each of your goals.  Then determine what small steps you will need to take in order to reach them. Begin incorporating these goals and tasks into your calendar.  This will inform you of any conflicting appointments and demands. That way adjustments can be made whenever necessary.

Conclusion

By taking the time to optimize your Day Runner, you will lessen your stress and increase your productivity. You will be able to calmly attend to everything in your life in an organized fashion. This will leave you feeling free and personally incorporated into your own life.

(Image courtesy of .reid. under a Creative Commons Attribution 2.0 generic license.)

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Oh boy!  It turned out I have something in common with one of my favorite authors, David Sedaris: he too was an obsessive-compulsive child – I would rather have in common with him a list of successful books but (for now) I’ll live with this.  As humorous as I find Sedaris’s accounts of his obsessive-compulsive behavior, the disorder can be difficult for the sufferer and those around him, such as co-workers.

Obsessive-Compulsive Disorder (OCD) comes in different forms.  There are times when the sufferer would like to change his habits but unlike a person who simply has poor manners, the person with OCD might in fact need therapy to change the undesirable habits.  Still, at work there are times when obsessive-compulsive habits might actually come in handy: imagine a co-worker who is, without fail, always on time for all work commitments, someone who always double checks everything so that errors become rare in your department and your boss loves it!

To get some insight into the professional relationship with an obsessive-compulsive co-worker I contacted the British Association for Counselling and Psychotherapy and Phillip Hodson, a Fellow there, kindly answered all my questions by email.

What are the categories of OCD behavior?
True OCD is an anxiety disorder which may be mild or severe characterised by such things as repetitive checking behaviour (did I lock the door?) or compulsive handwashing.  In severe cases, people may take an hour or more to get out of bed because they have to count all the squares on the wallpaper first.  Jack Nicholson played a character in the movie [“As Good as It Gets”] who needs to eat lunch at the same table in a local restaurant everyday and will shift anyone out of the way who try to stop him.  He also never walks on the cracks in the pavement.  Then there are people who aren’t especially anxious but who have an obsessive-compulsive personality disorder which causes them to try manically to keep control of things and do everything perfectly – it has much in common with types of autism.  And then there are people who have no clinical condition as such but who simply want to keep their lives spick and span but they are far too tidy and possibly houseproud for the rest of us.

How can OCD behavior interfere with co-worker relationships?
The problem with OCD is that it may infuriate those on the receiving end and can compromise efficiency and punctuality.  Problem-solving usually requires open-ended, creative thinking.  Someone with OCD will only want to stick to with “the way we’ve done this before”.  Those with OCD are sometimes paralysed when there’s a need to cut corners or speed up production.  However, obsessional tendencies may be useful where the job involves safety checks.

If the behavior of an OCD co-worker is affecting one’s own work, how should that person proceed to let the OCD co-worker know about this situation?  Is talking to a manager the best approach?  Talking directly with the person?
I don’t believe you should become an unpaid therapist to your co-workers but common sense suggests trying to reason with them in an encouraging way before you go to the bosses.  Perhaps you could reassure by suggesting an experiment – “Let’s just try and do it without counting all the components first and see whether your fear is justified – I’ll help you with it”.

Tips for dealing a co-worker who suffers from OCD?
Avoid criticism – it’s tough to look at the world through such constantly fearful eyes and nobody “chooses” to be like this.  Give colleagues objective feedback – “I know you were worried it wouldn’t work out but look at the results.  We arrived there on schedule and everyone is happy with us!  Perhaps it’s okay to be more flexible after all?”  You need to be patient and prepared to repeat the message.

Tips for staying productive while working with a co-worker who suffers from OCD?
I suppose as far as possible you should try to mind your own business.  When you have to liaise with this colleague, make some allowances but try not to catch their anxiety.  The difficult with emotions like anxiety is that they are infectious.  One mantra may help you – “All that really matters are health and children – the rest is management”.

A person who suffers from OCD might pay more attention to detail than someone who doesn’t suffer from the disorder.  Do you agree?  What would be some advantages of working with someone who suffers from OCD?
Covered above – they make good safety checkers – but poor airline pilots.  One airline captain who suffered from OCD famously crashed by running out of fuel because he was so determined to isolate the cause of a different fault on the flightdeck!

In your experience, what are the major complaints from people who suffer from OCD regarding their co-workers?
In general they often feel misunderstood and unfairly harassed.  But then people with moderate to severe OCD are likely to find the workplace a source of enormous worry anyway – and those with the worst symptoms, however clever or well qualified, prefer to drop out or seek the most menial routine jobs.   In the most tragic instances, people with top degrees are working as lavatory attendants.

Could you please expand on that?
What I meant was that strong OCD is characterised above all by high levels of anxiety and fear of disaster – therefore a stressful work environment where tasks need to be completed to professional standards swiftly and reliably is burdensome.  There is some truth in your second point – people with OCD do prefer predictable routines, usually.  They often indeed settle for repetitive menial work – but in every workplace there’s threat – and even the most routine jobs can get disrupted by changes in product demand or technological innovation.

Phillip Hodson is a Fellow of the British Association for Counselling and Psychotherapy.  His website is www.philliphodson.co.uk and he provides counseling services online as well as in person.

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goal...

Goals, goals, goals. They are the cornerstone of most methods of productivity, and for good reason. They can be great motivators, and they give you a sense of achievement when you reach them. There is a problem that many people unknowingly experience, though, when goals start to get in the way of themselves and start to harm your chances of success.

An Introductory Anecdote

This past fall I began to study kenpo, a martial art not dissimilar to karate. My goals in learning a martial art were to reap physical, emotional, and spiritual benefits of the practice itself, as well as to gain solid, useable self-defense skills. When I achieved my yellow belt (the fist level above the beginner’s white belt), I felt more pride than I had anticipated at the achievement. The feeling of achieving this level relatively quickly made me start wondering about how fast I could progress if I added to my training time, and I began to give myself goals of achieving certain belts in certain timeframes.

Intermediate Goals

Achieving belt levels on the way to useable skills is an example of an intermediate goal, which can be thought of as milestone goals on the way to an ultimate destination. An architecture student, for example, may have an ultimate goal of being a world-class architect, but she will also have intermediate goals of getting a first job, completing her degree, passing this semester’s classes, and getting a good grade on this week’s exam. A contractor with a goal of having his business net $X per year will likely also have intermediate goals of making $Y in sales each month, and finishing each job quickly and profitably in order to increase his capacity.

When Intermediate Goals Become Counterproductive

These all seem like sensible intermediate goals, right? And they are. Unfortunately, sometimes these intermediate goals can actually work against the bigger goal. Let me explain.

If, for example, I set myself a goal of achieving a blue belt in kenpo by X date, the best way to achieve that goal is to focus all my training time on the moves for the belt I am currently studying, then when I achieve it, focus all my training on the next belt. This is the fastest way to progress. However, my ultimate goal of attaining useable self defense skills is better served by also continuing to practice all the moves I have already learned, so that they are so well ingrained that they happen without me thinking about it. The one contradicts the other.

The same applies for the other two examples. The best way for the architecture student to get a good grade on this week’s exam is to cram for it, but because cramming results in short-term memorization, not long-term learning, it harms her chances of becoming a world-class architect. Similarly, the best way for the contractor to get though each job quickly and profitably is to work fast and spend as little time as possible talking to the client. The problem is that this lowers the quality of his work and the level of customer satisfaction, reducing his chances of repeat business or referrals, and ultimately damaging his ability to build his business to the extent of his ultimate goals.

The Solution

This is not to say that intermediate goals are a bad thing. Quite the opposite, in fact; they are extremely important. They can help you stay motivated and give you a way to know that you are on track to your ultimate goal. They just need to be done carefully.

The solution is to carefully frame intermediate goals in respect to the ultimate goal. So, a better goal for my kenpo practice would be to progress though the belts rapidly while maintaining a working skill in all previously learned moves, a better intermediate goal for the architecture student is to get a good grade on the exam while committing the knowledge to long-term memory, and the contractor should have a goal of completing each job as quickly and profitably as is possible without sacrificing quality or level of customer service.

What about you? Tell us about how you use intermediate goals.

(Image courtesy of birddogger under a Creative Commons Attribution-ShareAlike 2.0 generic license.)

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This week’s Awesome Links offers insights on The Pomodoro Technique, successfully changing habits and how to work in multiple time zones without missing a beat.

Managing Money, Time, Energy, and Information: Five Powerful Tactics from My Own Recent Experience
In this article, Trent from the acclaimed The Simple Dollar blog talks about the steps he took after his wife returned to a full-time job. He discusses how he had to manage his kids, work and information. The very first tip – which talks about keeping a bedside notebook – struck a chord with me. While I might replace the notebook with a tool like Evernote on my iPod touch, the concept remains the same.

The Pomodoro Technique: Is It Right For You?
I had come across The Pomodoro Technique of time management a few months ago, and tried it successfully to improve my productivity levels. This “work for 25 minutes, then take break for five minutes” method could work wonders if you find it really hard to even get started with work. But, should you use it each day? Is it the right one for you? This post by Lifehack blog discusses all of this — and more.

3 Mistakes to Avoid When Working Across Multiple Time Zones
Being a web worker myself, I can understand that handling multiple time zones is never easy. This post on the Web Worker Daily blog offers some useful advice on how to best manage different time zones while staying sane. Worth a read.

The Spiral of Successful Habits
Quitting a bad habit and adopting a good one can be a very difficult thing to do. Leo from Zen Habits suggests that you begin with just one habit. He says it’s manageable and doable…and once you successfully overcome it, you will know how to change habits effectively.

Do You Think Selling Is Easy? Think Again!
Finally, we have Daniel from Daily Blog Tips offering a realistic view of selling on the Internet (or just selling for that matter). Daniel talks about his personal experience of selling an ebook and how – in spite of a great site and huge audience – he couldn’t sell as many copies as he had expected. Some nuggets of wisdom there for sure.

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Most of us fit into one of two productivity camps—team players and independent workers or “self-starters”. Some of us thrive on the camaraderie and brainstorming that occurs when a high-functioning workplace team gets together to work on a project, while others prefer the solitude and focus that working solo provides. Most people prefer one or the other, but managers like to see employees who can deliver the same results in either arrangement.

Both have their advantages and disadvantages. Your personality type has a huge influence on your preference—if you’re an extroverted people person, naturally you would prefer to work with others instead of solo. On the other hand, thoughtful, more introspective types commonly choose to work alone when possible.

Working in a team is best suited to projects requiring:

  • Problem solving
  • Innovation and creativity for new product/process development
  • A heavy time commitment

Working solo is best if the project is:

  • Detailed
  • Technically intricate
  • Numbers-based
  • Short-term

Working with a Team: Pros

“Two (or more) heads are better than one.” If you’ve been assigned a complex, time-consuming project, or are responsible for coming up with a brand-new solution to a problem or concept for your company or client, you’re bound to benefit from a team brainstorming session. Whether formal, when you and your teammates basically lock yourselves in a conference room or offsite location for a couple of hours, or informal, such as bouncing ideas back and forth over a casual business lunch or staff meeting, you would be amazed at the ideas and suggestions your associates will come up with. Some might work, most won’t, but gathering everyone’s feedback can bring new energy to the project. Even better, you don’t have to feel solely responsible for the project’s success—everyone has a stake.

Healthy competition. It’s natural to want to outdo your co-workers in some way over the course of your project. Maybe your goal is to be the first one on the team to complete your research, or to wrap up the sales calls you all must make before the new product launch. A little healthy competition can help to keep everyone on their toes.

Accountability for all team members. Effective work teams are best when all of the team members create a system of checks and balances to make sure everyone is doing their share of the work. Depending on the duration of the project (or team), you may have regular check-ins where all teammates have to provide a progress report. Who wants to be the only one without their tasks completed? As part of a team, others are relying on you—someone else may not be able to do what they’re supposed to do if your part isn’t finished.

Working with a Team: Cons

Too many/not enough leaders. Ideally, every teammate uses their strengths to move the group forward and gets past their weaknesses. One of the most difficult parts of working with a team is establishing a leader. It’s not unusual to have more than one strong personality who wants to take charge, which can pose its own challenges. On the other hand, you could be working with a group of indifferent folks and no one wants to take the lead. This usually occurs when there’s no clear guidance or direction, no clear end result, or there are folks on the team who may not need to be part of it, so they don’t understand what they are supposed to accomplish.

Personality clashes. One of the biggest challenges of being part of a team is adapting to members’ work styles. It’s always delicate to watch the hard-charging, Type A-personas work with the more laid-back, 11th hour folks.

Carrying low-performing team members. In a perfect world, all duties and responsibilities of the team are divided evenly based on each member’s strengths. If one teammate is not carrying their weight and slacking on their duties, the rest of the team will need to pick up their slack, causing tension and hard feelings among the entire group.

Keeping track of project status can be cumbersome. If all teammates work in the same proximity, tracking everyone’s progress is much easier—regular team meetings should be enough to keep everyone on task. But if you’re paired up with associates in different locations, scheduling meetings can be a headache, at the very least. In these cases, email and conference calls are the best solutions for touching base with everyone.

Working Solo: Pros

Tracking progress is much easier. If you’re the only one working on a project, you know how much work has been done and how much more remains. You don’t need to check in with other associates (unless they are contributing to the project in some way) or make sure everyone is on task as much as you would as part of a team.

You can work at your own pace. If you want to get your other work done first, you can—you don’t have to coordinate schedules with other associates in order to collaborate on the project.

No personality clashes or personal agendas. You don’t have to worry about strong personalities or those folks who have been known to pull all-nighters to get a big project done. You can focus on the work at hand and not be distracted by others’ input or interpersonal conflicts.

Working Solo: Cons

Lower accountability. On one hand, you don’t have to be accountable to anyone. On the other hand, you don’t have to be accountable to anyone. Who’s making sure the project is getting done as it should be? You may want to find someone you can check in with to report your progress, whether it’s a direct supervisor or other manager. Someone is waiting on the project and it’s up to you to deliver.

Juggling multiple projects (special project and regular responsibilities). Depending on the intensity of the project, it can be a challenge to juggle the work required for it and your other day-to-day responsibilities. Perhaps your supervisor thought you could handle the whole project by yourself, and you felt you were up to the challenge so you accepted. As the project progresses, if it becomes too much for you, don’t hesitate to speak up. It’s better to have a well-designed finished product that several people worked on instead of a shoddy, careless effort that one person tried to fit in between other responsibilities.

Which do you prefer? When is it better to work with others? When is it better to handle a project yourself?

(Image courtesy of clam113 under a Creative Commons Attribution 2.0 generic license.)

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quietwrite

Someone said that writing on the web successfully is 5% talent and 95% not getting distracted. I would probably change that 95% to 97% because being a web writer for almost 3 years now, I know how true that statement is. Why do you think distraction-free writing tools are so popular?

QuietWrite is one such web-based writing tool that I recently discovered which sports a clean, clutter-free interface to get some writing done. Just start writing without worrying about anything. Everything gets saved automatically — including the document revisions. If you sign up with the service, you get features like the ability to publish and share what you’ve written. Also, you can change fonts, colors and other settings to write the way you are used to. Try it out and let us know if it works for you — or if you’ve got another writing tool you just can’t live without.

QuietWrite

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