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10 Free Tools for Collaboration

10 Free Tools for Collaboration

    With so many people working from home, it’s no surprise that the last few years have seen significant increases in the range of collaboration tools available online. They didn’t just capitalize on a growing trend; they helped to propel it. Here are ten great, free tools for collaboration, including some of those we use here at Lifehack.

    Ta-da List

    Ta-da List is a collaborative list application. If you need to make up any kind of list with your team, this app is free and does a good job, primarily because there’s no feature-creep and it’s not bloated software. This is what we use at Lifehack to keep a list of article topics going among the editorial team, and also a convenient way to receive article assignments in a loose format.

    TimeBridge

    TimeBridge is a scheduling app that integrates with your Google Calendar, Exchange or Outlook availability and enables easy scheduling of meetings across timezones. This is another app we use at Lifehack to schedule meetings across four different time zones, which we then hold in…

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    Campfire

    Campfire, from the makers of Basecamp and Backpack, is a web-based cross between instant messenger and chat room that has been designed for business groups and collaborative teams. The free account only allows four simultaneous chatters, which is enough for our editorial meetings. Campfire has one of the best transcript storage features I’ve seen.

    If you’re looking to have a free discussion with more than four team members, I’ve found Skype to be decent at the job — except for its poor transcript implementation (if you Skype guys are reading, a transcript feature makeover would be great!).

    Google Docs & Spreadsheets

    The giant in any collaborative tools list. Google Docs has one of the best web-based collaborative document editing implementations around. That said, I reckon 50% of a good collaborative word processor is a loud and obnoxious note that tells you someone else is working on the document already! These days Google Docs also has quite an extensive collection of templates that’ll help you shave off a few minutes of basic document setup time.

    Writeboard

    If you want something a little less heavy than Google Docs, Writeboard is lightweight and simple yet provides excellent control over the revision history of your document and allows you collaborate with others on a simple document in a fluid and intuitive way. It’s impossible to ever lose a great idea using Writeboard, which is one of the few free offerings from 37signals (the makers of Campfire, Basecamp and other products).

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    Evernote

    Evernote, the fantastic note taking software, has sharing capabilities so you can bounce documents back and forth with other users. You can flesh out ideas or even write entire collaborative books this way. While you can do this with Google Docs too, it’s a huge hassle to get notes from one app to the other when it’s not necessary (and Docs, while handy, is not optimal for taking notes).

    Mixin

    While TimeBridge is very handy for scheduling meetings across timezones, it relies on everybody selecting a few times they can make a meeting and then the software picks the best matches. Mixin takes some of the guesswork out of the process and instead of forcing you to try and “feel out” where your collaborator’s gaps and availabilities may be, allows you to see it all visually. It doesn’t replace TimeBridge, but it’s very useful especially when nobody in the group can seem to find a time that works for everyone.

    Task2Gather

    There are heaps of task managers that are web-based. I don’t think you could count them all if you tried. But Task2Gather is an option that is better suited to project management and team collaboration than most other options out there. If you want the app that marries project management for teams, with personal task management, try this one.

    MediaWiki

    The wiki software that powers Wikipedia is well-known amongst geeks as one of the ultimate collaborative systems, allowing you to do everything form collaborate on documents to leave messages for each other that are attached to those particular documents. If you’re the type who gets an email about a project but forgets all about it by the time you go to work on the project next, that particular frustration disappears with the help of the Talk page.

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    I’ve also found MediaWiki excellent in setting up training documentation for teams. Use a wiki to tell your team of bloggers how to format their entries correctly and which CSS classes to use in images, and provide a style guide while you’re at it.

    MediaWiki requires a bit of geekery and knowledge to get set up, but it’s worth the effort if you’re willing to put the time and effort into learning it.

    Delicious

    If you work in any kind of environment where links fly back and forth for people to review, Delicious is more useful than you may think. The bookmarking service that once had a bunch of dots peppered throughout its name has multiple collaborative uses.

    Many bloggers, myself included, allow readers to tag their bookmarks as for:username (such as for:joelfalconer) so we can review them in batches. Bloggers constantly get readers and other bloggers suggesting links, most frequently for self-promo, and it’s very helpful to our job but often is hard to manage.

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    Most fields require that teams be up to date on news, new products, industry opinion and so on and Delicious’ for: tagging system allows the people in your team to keep each other up to date without throwing links in their inbox every five minutes.

    WordPress

    If you’re looking for a collaboration-friendly blog, WordPress recently got some great upgrades that make it an excellent choice. I wouldn’t suggest anything else for a multi-author blog. As I mentioned earlier, half of a good collaborative system is a warning that someone else is editing the article in question, and WordPress supplies that. But even better, it now has a revision history system that allows you to peck through and find that obscure quote you accidentally deleted while you were fixing image sizes. Or if a disgruntled blogger on your team vandalizes everything before leaving, it’s pretty easy to fix everything up.

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    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

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    Last Updated on October 15, 2019

    Is Procrastination Bad? The Truth About Procrastination Revealed

    Is Procrastination Bad? The Truth About Procrastination Revealed

    Procrastination is very literally the opposite of productivity. To produce something is to pull it forward, while to procrastinate is to push it forward — to tomorrow, to next week, or ultimately to never.

    Procrastination fills us with shame — we curse ourselves for our laziness, our inability to focus on the task at hand, our tendency to be easily led into easier and more immediate gratifications. And with good reason: for the most part, time spent procrastinating is time spent not doing things that are, in some way or other, important to us.

    There is a positive side to procrastination, but it’s important not to confuse procrastination at its best with everyday garden-variety procrastination.

    Sometimes — sometimes! — procrastination gives us the time we need to sort through a thorny issue or to generate ideas. In those rare instances, we should embrace procrastination — even as we push it away the rest of the time.

    Why we procrastinate after all

    We procrastinate for a number of reasons, some better than others. One reason we procrastinate is that, while we know what we want to do, we need time to let the ideas “ferment” before we are ready to sit down and put them into action.

    Some might call this “creative faffing”; I call it, following copywriter Ray Del Savio’s lead, “concepting”.[1]

    Whatever you choose to call it, it’s the time spent dreaming up what you want to say or do, weighing ideas in your mind, following false leads and tearing off on mental wild goose chases, and generally thinking things through.

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    To the outside observer, concepting looks like… well, like nothing much at all. Maybe you’re leaning back in your chair, feet up, staring at the wall or ceiling, or laying in bed apparently dozing, or looking out over the skyline or feeding pigeons in the park or fiddling with the Japanese vinyl toys that stand watch over your desk.

    If ideas are the lifeblood of your work, you have to make time for concepting, and you have to overcome the sensation— often overpowering in our work-obsessed culture — that faffing, however creative, is not work.

    So, is procrastination bad?

    Yes it is.

    Don’t fool yourself into thinking that you’re “concepting” when in fact you’re just not sure what you’re supposed to be doing.

    Spending an hour staring at the wall while thinking up the perfect tagline for a marketing campaign is creative faffing; staring at the wall for an hour because you don’t know how to come up with a tagline, or don’t know the product you’re marketing well enough to come up with one, is just wasting time.

    Lack of definition is perhaps the biggest friend of your procrastination demons. When we’re not sure what to do — whether because we haven’t planned thoroughly enough, we haven’t specified the scope of what we hope to accomplish in the immediate present, or we lack important information, skills, or resources to get the job done.

    It’s easy to get distracted or to trick ourselves into spinning our wheels doing nothing. It takes our mind off the uncomfortable sensation of failing to make progress on something important.

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    The answer to this is in planning and scheduling. Rather than giving yourself an unspecified length of time to perform an unspecified task (“Let’s see, I guess I’ll work on that spreadsheet for a while”) give yourself a limited amount of time to work on a clearly defined task (“Now I’ll enter the figures from last months sales report into the spreadsheet for an hour”).

    Giving yourself a deadline, even an artificial one, helps build a sense of urgency and also offers the promise of time to “screw around” later, once more important things are done.

    For larger projects, planning plays a huge role in whether or not you’ll spend too much time procrastinating to reach the end reasonably quickly.

    A good plan not only lists the steps you have to take to reach the end, but takes into account the resources, knowledge and inputs from other people you’re going to need to perform those steps.

    Instead of futzing around doing nothing because you don’t have last month’s sales report, getting the report should be a step in the project.

    Otherwise, you’ll spend time cooling your heels, justifying your lack of action as necessary: you aren’t wasting time because you want to, but because you have to.

    How bad procrastination can be

    Our mind can often trick us into procrastinating, often to the point that we don’t realize we’re procrastinating at all.

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    After all, we have lots and lots of things to do; if we’re working on something, aren’t we being productive – even if the one big thing we need to work on doesn’t get done?

    One way this plays out is that we scan our to-do list, skipping over the big challenging projects in favor of the short, easy projects. At the end of the day, we feel very productive: we’ve crossed twelve things off our list!

    That big project we didn’t work on gets put onto the next day’s list, and when the same thing happens, it gets moved forward again. And again.

    Big tasks often present us with the problem above – we aren’t sure what to do exactly, so we look for other ways to occupy ourselves.

    In many cases too, big tasks aren’t really tasks at all; they’re aggregates of many smaller tasks. If something’s sitting on your list for a long time, each day getting skipped over in favor of more immediately doable tasks, it’s probably not very well thought out.

    You’re actively resisting it because you don’t really know what it is. Try to break it down into a set of small tasks, something more like the tasks you are doing in place of the one big task you aren’t doing.

    More consequences of procrastination can be found in this article:

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    8 Dreadful Effects of Procrastination That Can Destroy Your Life

    Procrastination, a technical failure

    Procrastination is, more often than not, a sign of a technical failure, not a moral failure.

    It’s not because we’re bad people that we procrastinate. Most times, procrastination serves as a symptom of something more fundamentally wrong with the tasks we’ve set ourselves.

    It’s important to keep an eye on our procrastinating tendencies, to ask ourselves whenever we notice ourselves pushing things forward what it is about the task we’ve set ourselves that simply isn’t working for us.

    Featured photo credit: chuttersnap via unsplash.com

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