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Review: Etelos Projects Offers Good Ideas, Poor Execution

Review: Etelos Projects Offers Good Ideas, Poor Execution
Etelos Projects Main Screen

    Etelos Projects for Google Apps is a new online project management application that is distinguished from other project managers like Basecamp by its integration with Google Apps. Etelos uses the Google Calendar for scheduling, Google Spreadsheet for task management, and a set of iGoogle homepage widgets to add to and review your projects. It also offers limited upload space for files related to the project. The service is free for users managing a single project, with 10 MB of file storage; for more, you have to upgrade to paid accounts at rates roughly equivalent to other online project managers.

    I have been in the market for an online project manager I could integrate that would allow me to access and work on Google Docs and Spreadsheets, and Etelos’ integration with Google Apps (the all-in-one package that integrates with your domain) seemed promising. Unfortunately, Etelos Projects does not live up to my expectations, offering an overall poor user experience that seems less like growing pains and more like the result of a wrong-headed approach to the problems project management systems are meant to solve.

    Setting Up Your Account

    Signing up for Etelos Projects is a little burdensome and somewhat non-intuitive. As far as I can tell, the only place you can sign up from is the “features” page, by clicking on the “Free Trial” button at the bottom. That gets you a standard account setup page, after which you are sent a confirmation email with your username and password, and a link to login. You need to use that link, since a cursory look at the website revealed no clear place to log in to your account.

    The link in your email, however, does not lead to a login page either; instead, you are taken to shopping cart populated by your free account. Clicking “checkout” takes you to another license agreement (you are asked to accept the terms of service when you sign up, too), which after accepting takes you to a new page saying your instance of the software is being installed and to check your email for another login link, username, and password.

    Neither the link, username, more password are memorable, but bear with them; once you use the crazy login, you are given a chance to change both username and password to whatever suits your fancy. You are asked to “update your profile”, mostly with information you’ve already entered when signing up, and then offered the choice to finish or to add more users. Once you finish, you are taken to your Projects homepage, which looks very Google Apps-y, which is promising — if you use Google Apps, you should have no difficulty navigating between the main sections of the site. The URL is crazy, though, so you’ll probably want to click the link at the bottom to add widgets to your iGoogle homepage if you want to find your projects again. There are three separate widgets, one for tasks, one for projects, and one for time logs; I went ahead and installed all three (which is a simple matter of clicking a link and confirming the add on iGoogle).

    Using Etelos Projects

    Etelos Projects Project Screen

      Now click “Start a new project.” Because Etelos is apparently taking cues from Windows 95, it will pop up a confirmation, asking if you really want to start a new project. Click “yes.” The new project screen asks you for some details about the project – name, status, notes, due dates, and who you want to share or collaborate with. Etelos Projects offers three user roles — the project owner, who can do anything with the project, collaborators, who can make modifications to files, and sharers, who can view the project only. I am working on an article titled “Sexuality, Gender, and Taboo” for a book being published next year, so I thought I would use that as a test case to try the system out. I entered my title and added a due date, which apparently has to be done using the drop-down calendar, as typed-in slashes are immediately deleted.

      Etelos Projects Tasks Screen

        Clicking “Quick Add” above the project title allows you to add tasks one after the other. You enter a title for the task, a description, an estimated time, and a due date if relevant. After each task is entered in this mode, a “Create Another Task” button comes up that you have to click to add another task; unfortunately, your tasks do not appear on the page to review what you’ve entered so far or to check for errors. Clicking “tasks” takes you to the task page, where your tasks appear in reverse from the order you entered the (blog-style, with most recent additions at the top). Next to each task is an icon for editing the task, and another to log the time you spend working on it.

        Editing a task opens a new page, where you can update the status, add notes, share the task with collaborators or sharers, change the priority, and mark it as “business”, “development”, or “personal”. You have to manually save your tasks using the “save” link at the top right. Doing so refreshes the page but does not close the task.

        The timeline feature creates a pretty nice Gantt chart of your project. However, it moves completed tasks into a new chart at the bottom, based on how much time you logged using the time log function. You can also get a list of any emails you’ve sent to sharers or collaborators. There is an export function, but you have to enter your Google Apps information under “settings” first. Once set up, you get a decent enough spreadsheet of your tasks, timeline, etc. As I mentioned, you can attach files to your projects, but can only upload them and not import them from Google Apps.

        Conclusion

        I was excited about the prospect of integrating a project manager with Google Apps (which I’ve never been able to get to integrate into my domain, but whatever) so I could access, modify, and review files from within the project management framework. Alas, Etelos Projects did not, to this untrained eye, live up to the excitement. The Google integration amounts to exporting project details only — as opposed to offering a workspace where Google Apps can be used to work on your project. The iGoogle widgets offer access to your project data without logging in, which is good since I’m still not sure what URL to enter to access my projects, but they are easily the slowest widgets on my iGoogle page (and I have a lot of widgets). Where Basecamp and other project managers use AJAX to make things like adding tasks easy and attractive, Etelos adds far too many steps to each action and wraps it all in an ugly and non-intuitive interface. I would like to say the difficult sign-up was worth it, but it’s not; it is completely in keeping with the overall aesthetic and usability philosophy of the web app as a whole. The time tracking seems to work well, and I appreciate the sharing aspects (though not having anyone to share with, didn’t test them out much), but overall there’s nothing here worth recommending. If Etelos wraps the whole service in a new, simplified interface, it might rate consideration; until then, stick with Basecamp or join me as I keep waiting.

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        The Gentle Art of Saying No

        The Gentle Art of Saying No

        No!

        It’s a simple fact that you can never be productive if you take on too many commitments — you simply spread yourself too thin and will not be able to get anything done, at least not well or on time.

        But requests for your time are coming in all the time — through phone, email, IM or in person. To stay productive, and minimize stress, you have to learn the Gentle Art of Saying No — an art that many people have problems with.

        What’s so hard about saying no? Well, to start with, it can hurt, anger or disappoint the person you’re saying “no” to, and that’s not usually a fun task. Second, if you hope to work with that person in the future, you’ll want to continue to have a good relationship with that person, and saying “no” in the wrong way can jeopardize that.

        But it doesn’t have to be difficult or hard on your relationship. Here are the Top 10 tips for learning the Gentle Art of Saying No:

        1. Value your time. Know your commitments, and how valuable your precious time is. Then, when someone asks you to dedicate some of your time to a new commitment, you’ll know that you simply cannot do it. And tell them that: “I just can’t right now … my plate is overloaded as it is.”
        2. Know your priorities. Even if you do have some extra time (which for many of us is rare), is this new commitment really the way you want to spend that time? For myself, I know that more commitments means less time with my wife and kids, who are more important to me than anything.
        3. Practice saying no. Practice makes perfect. Saying “no” as often as you can is a great way to get better at it and more comfortable with saying the word. And sometimes, repeating the word is the only way to get a message through to extremely persistent people. When they keep insisting, just keep saying no. Eventually, they’ll get the message.
        4. Don’t apologize. A common way to start out is “I’m sorry but …” as people think that it sounds more polite. While politeness is important, apologizing just makes it sound weaker. You need to be firm, and unapologetic about guarding your time.
        5. Stop being nice. Again, it’s important to be polite, but being nice by saying yes all the time only hurts you. When you make it easy for people to grab your time (or money), they will continue to do it. But if you erect a wall, they will look for easier targets. Show them that your time is well guarded by being firm and turning down as many requests (that are not on your top priority list) as possible.
        6. Say no to your boss. Sometimes we feel that we have to say yes to our boss — they’re our boss, right? And if we say “no” then we look like we can’t handle the work — at least, that’s the common reasoning. But in fact, it’s the opposite — explain to your boss that by taking on too many commitments, you are weakening your productivity and jeopardizing your existing commitments. If your boss insists that you take on the project, go over your project or task list and ask him/her to re-prioritize, explaining that there’s only so much you can take on at one time.
        7. Pre-empting. It’s often much easier to pre-empt requests than to say “no” to them after the request has been made. If you know that requests are likely to be made, perhaps in a meeting, just say to everyone as soon as you come into the meeting, “Look guys, just to let you know, my week is booked full with some urgent projects and I won’t be able to take on any new requests.”
        8. Get back to you. Instead of providing an answer then and there, it’s often better to tell the person you’ll give their request some thought and get back to them. This will allow you to give it some consideration, and check your commitments and priorities. Then, if you can’t take on the request, simply tell them: “After giving this some thought, and checking my commitments, I won’t be able to accommodate the request at this time.” At least you gave it some consideration.
        9. Maybe later. If this is an option that you’d like to keep open, instead of just shutting the door on the person, it’s often better to just say, “This sounds like an interesting opportunity, but I just don’t have the time at the moment. Perhaps you could check back with me in [give a time frame].” Next time, when they check back with you, you might have some free time on your hands.
        10. It’s not you, it’s me. This classic dating rejection can work in other situations. Don’t be insincere about it, though. Often the person or project is a good one, but it’s just not right for you, at least not at this time. Simply say so — you can compliment the idea, the project, the person, the organization … but say that it’s not the right fit, or it’s not what you’re looking for at this time. Only say this if it’s true — people can sense insincerity.

        Featured photo credit: Pexels via pexels.com

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