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Searching for a Shared Virtual Workspace?

Searching for a Shared Virtual Workspace?

Searching for a Shared Virtual Workspace?

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      In my coaching practice, I am increasingly looking for ways to work with my clients on shared documents and projects online. I am looking to online solutions for two reasons:

      1. It allows my client and me to access documents and work on them collaboratively at any time. My clients are busy people who need the flexibility to work on their own schedules.
      2. My practice includes long-distance coaching using telephone, IM (Instant Messaging) etc. When we need to work on or exchange documents, PDF, email, and fax are ineffective tools.

      We want to be able to set up an online workspace to work on documents and projects in one place. We must be able to:

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      • Post and edit documents online;
      • Automatically sync our calendars (esp. Outlook), with online calendars and visa versa;
      • Merge online calendars into group calendars to see at a glance when every individual is busy/free;
      • Post discussion threads;
      • Receive email or SMS (‘text’) alerts whenever any of the first three functions (documents, calendars, discussion threads) have been changed or added to by group members.

      Pretty simple right? You’d think so. I went to the first two places that I knew offered some or all of these services: Google & Microsoft. Big disappointment.

      Google Groups

      The Good News
      It’s free. That’s hard to beat. And Google has two other strengths as a place to get work done: a) it is fully web-based, and b) there is a wealth of various tools.

      Being web-based means that not only can you store and view documents, discussions, and calendars, but they can also all be edited and shared right in the browser. No client of any kind required on your computer (other than a web browser); no need to ever download anything unless you want to sync items for work off-line.

      A particularly powerful tool is the Forms function available through the Google Spreadsheet. This allows you to create a survey that can be set up in a number of different ways and tie it to a spreadsheet that collects the response data. I have used it several times and love it. It does not have the power and ‘polish’ of some of the dedicated online survey offerings (like those from Constant Contact), but it is secure, flexible, and free. Google Forms has a basic template collection that allows you to set up your survey or questionnaire in a number of attractive ways with minimal design time.

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      The wealth of tools available on the Google site is truly impressive. Google Groups, Docs, Calendar, Google Talk (IM), Blogger, Picasa, on and on… But that brings me to…

      The Bad News
      For such a wealth of tools, the lack of integration floored me. Put simply, there is almost NO way of using one tool in an integrated fashion with another. Want to list your shared Google Docs in a Google Group? Can’t do that. Want to sync your Google Calendars to create a shared group calendar within Google Groups? Can’t do that either. Want to embed a Google Docs spreadsheet in a Google  Docs document? Nope. The list of what you can’t do goes on and on.

      Recommendation:
      Use Google if you want a free tool to share work online, but don’t expect much. The lack of integration at this point in the game is frustrating. It is especially odd as Google has on its hands a very powerful collection of individual tools. It makes no sense that they aren’t better integrated.

      Windows Office Live

      The Good News
      Probably the two biggest positives with the Microsoft tools are that a) they are pretty tightly integrated with Microsoft Office (especially Office 2007) and b) there is much more storage space available (5 GB vs. Google’s 100 MB).

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      If you have an Office Live account, which is free, you can save your Office (Word, Excel, etc.) documents directly to your online workspace. There you can invite others to view and edit them.

      There is notification available for most kinds of activity in an Office Live workspace.

      The Bad News
      While the various tools are more tightly integrated via the copy of Office you have sitting on your computer, the net useability is no greater than the Google offering. The weaknesses fall into three areas:

      • Anyone accessing documents on your shared workspace must own a copy of MS Office for full editing and integration functionality. This ‘Microsoft customer only’ restriction is a serious one. There is probably a level of useability with Open Office, but that is still a far cry from the platform independence of Google Documents.
      • There is no way to edit online. This means that if you are on the road, you can’t easily get at your documents from an internet café or most smart phones (not that editing Google Documents from a smart phone is any picnic, but at least it can be done).
      • The calendar integration is a nightmare. I have spent hours trying to figure out how to set up a calendar on Office Live that syncs with my Outlook calendar. Not only does that not work, it took me forever to find where my calendar does go when I ‘publish’ it online (it goes to a site with the address starting calendars.office.microsoft.com, which is not linked to from the rest of the Office Live site that I can find). And you can’t sync two ways. You can only sync your online calendar to Outlook, not the other way around. That is a serious limitation for a ‘live’ group workspace.
      • Another weakness is the confused relationship between Windows Live, Office Live, and Office Live Small Business. Oh wait – there’s also Microsoft Groove! The distinction between these offerings is unclear, and there doesn’t seem to be any integration between Windows Live (things like Messenger) and Office Live. Further, the distinction between the different ‘Lives’ is unclear. At least in Google, what exactly each tool is for is clear, even if they don’t play well together.

      Conclusion?

      The tool I want does not exist. Given the huge number of players in this field, and the explosion of interest in virtual, collaborative learning and working, I’m surprised. I looked at some for-pay sites as well, like Central Desktop. This certainly does the job better than either Microsoft or Google, but still doesn’t do some of the basic functions (like syncing and merging multiple calendars). Considering that Central Desktop charges a fee I would expect it to have serious bells and whistles. Not so. I am assuming that somewhere out there, living inside some high-end intranet, there is a proprietary tool that does this, but it certainly isn’t available to the rest of us.

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      So what’s the conclusion? We have to use separate tools to cobble together a collaborative virtual work space: Microsoft has pretty good Office integration (with the glaring exception of the Outlook Calendar), Google has lots of good separate sharing tools, Tungle does a fantastic group calendar, Central Desktop does a decent job but charges.

      If I had to pick one system, Google’s is probably the closest. Google is pretty good at syncing calendars in ways that you can share, at hosting blogs, storing and editing documents right in the HTML/Web environment, and providing a very basic shared space in Google Groups. No other site offers all of these “in one place”. But then that’s the biggest frustration with Google, their’s isn’t ‘in one place’ either. You have to hop from Calendar to Docs to Blogger to Groups and back again to get a sense of what your group is up to. How a site could house all of these tools separately and not bring them together in one interface is a complete mystery to me. They even have the interface already – set up a tabbed version of iGoogle and see what I mean!

      Google isn’t resting (or rather sitting) on its laurels. There is a new sharing project in early development called Google Wave that allows users to share ideas, files, documents, video and audio in real time (think IM) and asynchronously (think ‘posting’). Now if they could integrate a real group calendar function, and fully editable Google Docs into that, we may be getting somewhere!

      I am really looking forward to reading other’s solutions in the quest for shared virtual workspaces.

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      Last Updated on January 2, 2019

      7 Steps For Making a New Year’s Resolution and Keeping It

      7 Steps For Making a New Year’s Resolution and Keeping It

      Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

      Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

      Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

      Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

      1. Just pick one thing

      If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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      Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

      Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

      2. Plan ahead

      To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

      Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

      Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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      3. Anticipate problems

      There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

      4. Pick a start date

      You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

      Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

      5. Go for it

      On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

      Your commitment card will say something like:

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      • I enjoy a clean, smoke-free life.
      • I stay calm and in control even under times of stress.
      • I’m committed to learning how to run my own business.
      • I meditate daily.

      6. Accept failure

      If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

      If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

      Perseverance is the key to success. Try again, keep trying and you will succeed.

      7. Plan rewards

      Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

      Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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      Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

      Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

      Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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