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14 Web Apps for Your Portable Office

14 Web Apps for Your Portable Office

Briefcase

    Last week we talked about setting up your flash drive so that you had a “portable office” of sorts wherever you go. This week we’ll take it a step further and look at the web apps you can use: all you’ll need to ensure is that the computer you’re “borrowing” has a good browser installed.

    In recent times, people have become less and less fearful of putting their data in the hands of a third party, which was previously the main obstacle preventing web apps from taking off (as well, of course, connection speeds). Though those who claim it’s never a good idea to upload your data to a third-party, web-based app are going overboard, you do need to be careful. It’s not only important to always keep a local backup of your data; it’s important to read the terms of use on any of the following sites before uploading your intellectual property.

    That said, web apps can make you truly mobile. It will no longer matter if you forget to bring your flash drive with you. We’ve got a list of the very best that you should know about if you want to have a truly “portable” office.

    Online Office Suites

    Office suites are the nerve center of the office (funny that) whether it’s a portable one or the one tethered to a desk and a floor. There are two particularly popular office suites that are web-based, both of which have zillions of zealous fans.

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    Google Apps offers email, documents, spreadsheets, notebooks, and more, attached to your own domain name. There are also personal versions if you don’t own a domain, such as Gmail and Google Docs.

    Zoho is much like Google Apps, though many proponents say it has a far richer feature set than Google. Features aside, the range of apps is far more diverse – it has offerings for invoicing, databases, project management and even a wiki.

    Organization

    It goes without saying that we at Lifehack are obsessed with organizing, so these are some of our favorite web apps–you should get obsessed too, since working on the move can mean being disorganized for many workers. Take a look at these:

    Backpack offers project management capabilities, as well as task management and note-taking.

    Evernote offers a cross-platform desktop and web-based app for taking notes, which you can tag, share and sync between all of your devices. It can even make the text of an image searchable – great for taking a snapshot of the whiteboard at the end of each meeting.

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    Remember The Milk is a fantastic task management web app. It’s got all the power you’ll need to make your task management system work in a web-based setting, with a fantastic blog and team behind it making it better all the time. Check out this post if you want to improve your Remember The Milk setup.

    Business

    Managing your invoicing and your money is a painful necessity for not just freelancers and web workers, but practically everyone (well, perhaps not invoicing, but money in general). There are some great web apps that make these tasks easier.

    Blinksale is a fantastic invoicing web app, starting with a free option and scaling up depending on how much you need to use it. Highly recommended.

    PayPal is a must for any web-worker. I, for one, get paid by PayPal down to the last cent of my pay as a freelance writer – you just can’t get by without a PayPal account these days unless you shun the internet all together. If you don’t want to fork out for Blinksale, PayPal’s invoicing is pretty good, although it doesn’t let you apply a discount to the invoice, which is often annoying as it means (gasp) manual calculations!

    Harvest is a web app for time-tracking, making it easier to calculate your fees and write up an invoice (with invoicing built in, if you find it easier to track time and invoice from the same app).

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    Communication

    Basecamp is a web app that endeavors to improve your project communication and collaboration, allowing you to make to-do lists, share files, track time (as part of a team, rather than for freelance invoicing purposes), and schedule milestones.

    Campfire is another one from the makers of Basecamp that we here at Lifehack use for collaborative meetings. Imagine the chat rooms that typified the net in the nineties, repurposed to accommodate business and creative meetings

    Meebo is handy if you need to chat with clients, colleagues or business partners while out and about on AIM, Yahoo!, Google Talk or MSN instant messaging networks and you don’t want to download anything. It’s a web-based client to handle them all.

    Diversions

    C’mon, everyone needs a diversion once in a while! It’s part of what keeps us productive. There’s no point trying to be productive at all if we don’t have a little time to unwind in between bursts of hard work. It is actually a proven scientific fact that all work and no play makes for zero productivity in your day, though I am going to whistle innocently for repeating this claim even though I can’t seem to re-find the article where I read this.

    Twitter makes for a good diversion since it’s not intrusive, so you can have some social fun while not allowing the application to take over in such a distracting way as instant messaging. It still can get distracting, but there’s an order of magnitude between Twitter and something that beeps and flashes like MSN or Skype.

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    I was recently surprised to find that Shockwave is still around–I used it for diversions probably around a decade ago and thought it had since disappeared. It hasn’t, and currently has some excellent word games that can both “warm up” my mind when I’m having trouble getting in the writing mood, and cool it down after too many hours spent typing (thanks to Gina-Marie for this one).

    YouTube is a site you already knew about, but when it comes to taking a break, nothing beats a surf around this site. Especially if you want a totally passive break, as both Twitter and Shockwave require a certain level of interaction.

    So there you have it: the most useful web apps for running your office away from the office. I could have given you some mega, massive resource list that listed every web app in the world, but there are plenty of those out there just a Google away. This article gives you the essentials that sometimes get lost in bigger lists. Enjoy, and do add your own essentials in the comments!

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    Last Updated on March 13, 2019

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    Have you gotten into a rut before? Or are you in a rut right now?

    You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

    Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

    1. Work on the small tasks.

    When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

    Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

    2. Take a break from your work desk.

    Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

    Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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    3. Upgrade yourself

    Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

    The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

    4. Talk to a friend.

    Talk to someone and get your mind off work for a while.

    Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

    5. Forget about trying to be perfect.

    If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

    Just start small. Do what you can, at your own pace. Let yourself make mistakes.

    Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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    6. Paint a vision to work towards.

    If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

    Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

    Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

    7. Read a book (or blog).

    The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

    Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

    Check out the best selling books; those are generally packed with great wisdom.

    8. Have a quick nap.

    If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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    9. Remember why you are doing this.

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

    10. Find some competition.

    Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

    11. Go exercise.

    Since you are not making headway at work, might as well spend the time shaping yourself up.

    Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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    Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

    12. Take a good break.

    Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

    Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

    More Resources About Getting out of a Rut

    Featured photo credit: Joshua Earle via unsplash.com

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