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Design an Online Workflow

Design an Online Workflow

There are countless wonderful, free, online tools out there that help you with productivity, and give you a pretty good way to manage your projects, your small business, and more. But how do you design your workflow, such that you actually make use of the tools consistently, and to their best effect? Let’s set something up.

First, let’s make this a system you can use to manage your projects, personal or otherwise. Second, let’s make it a system that gives you full network communications and collaboration capability. Finally, let’s make it free from start to finish (at least at the base levels of all these products). Here are a few setups:

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Web-Based Toolbox

  • Build a Protopage- I went to Protopage and built a START PAGE. The logon is lifehack and the password is demo1. Protopage lets you do all kinds of things. You can have sticky notes. There’s a calendar. There’s widgets to put up photos, to display web pages, and to show RSS feeds.
  • Get a Voo2Do Account- Go to Voo2Do and get an account. This will be your todo list. (or use tadalist, or remember the milk, or toodledo, or a gazillion other great products).
  • Use GMail and Google Calendar- Gmail and Google Calendar are just easy. They’re fairly uncluttered as apps, and both have all kinds of functionality. I’m still not over Gmail not letting me have folders, but otherwise, they’re the best. I forward my domain email accounts to a Gmail account for ease-of-use, and one-stop collection. The Calendar has lots of great features, like group calendar and all kinds of easy drag-drop create feelings.
  • Set up AIM– An IM client puts you in touch with people for quick fast discussions. I actually recommend using a multi-service client, like Meebo (web-based) or Gaim, so that you don’t have to do the “do you use AIM, or Yahoo! or MSN Messenger” conversation.
  • Set up a Campfire– It’s probably easiest to send you to 37Signals itself, and you can pick up Campfire, their group chat app, as well as BaseCamp, their project management software.
  • Get SkypeSkype‘s a Voice over Internet Protocol (VoIP) product, which use can use as either internet-only, or you can combine with SkypeOut service and SkypeIN service to connect it to the greater telephone network. You can by handsets that make it act like a regular phone, or you can just use your microphone and speakers on your computer.
  • Check out ZohoZoho makes all kinds of free online office application tools, including a word processor, spreadsheet, a presentation tool, and more.
  • Get a Wiki- A wiki is a web-based data site that allows you to build easily edited webpages where you can store information (see Wikipedia). There are some great free ones. I use PBWiki the most.
  • Use an RSS Reader– No, they’re not just for blogs any more. RSS readers let you track important information, keep abreast of targeted data, and allow for collection and aggregation into a reading platform best suited for your needs. (I use Bloglines– do you have a more favorite web-based client?)
  • Set up a Blog– Internal blogs or external, using a tool to capture information in a journal format with dates is really darned useful, especially when coupled with search tools. If it’s external-facing, then your blog is also your press release engine and your public advertising channel #1. (WordPress for internal or external, WordPress free and hosted, Blogger).

Sample Morning Using our Tools
Once you select all your tools, you’ll need to build a workflow that maps to what you need to get done. Here is a sample flow for a few fictional hours in a workday.

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  • Arrive 8:45AM, drink coffee #2. Set digital timer. Pop open Gmail for 15 minutes. REFUSE to check Gmail for 15 minutes.
  • 9:00AM Open Protopage. Check Voo2do list. Projects are showing some next actions involving calls, and some involving editing a nearly-finished proposal. Handle the proposal first, writing it up in Zoho Writer or Writeboard, and share it using BaseCamp with your client. They’ve subscribed to your RSS feed, so you might not have to call or email until later.
  • 9:20AM You finished your proposal, and you uncovered some great points you want to copy and use again later. Post those into the wiki. Get up for a stretch and a walk to the coffee pot.
  • 9:30AM Double-check Gmail. There’s a note from Surya about traffic overheating your server in Ohio. Get on IM, find Surya, and ask him if he’ll cover it. Mark yourself busy when you’re done and post a blog entry marking down what you and Surya did, deciding on a final course of action.
  • 10:05AM Go over some “Friends-only” pictures in Flickr of your prospective new data center in Vietnam, shot by a friend you met on Craigslist who was going that way anyway, and who you paid no more than a case of beer for his involvement in finding the data center and snapping pictures. Tag a few to remind yourself, and make a note in the wiki, linking back. Post about it on the blog, too.
  • 10:42AM Check off 3 things so far in your Voo2Do. Double check them against your BackPack master list of your project, mission and goals, and consider using Zoho’s spreadsheet software to calculate out the savings between what you spec’d the job to cost in hours versus what you saved by flowing so smoothly.

Keys to the Scenario

You can change any of the software options I’ve listed, but the premise is this: hook them all together in a meaningful way and consider the SUM TOTAL of those products the platform. Consider it all related to what you’re doing. Remember that the goal is to accomplish things, to move yourself forward on the goals you have for yourself and your business. It’s not to master a foolproof system that you can never change again.

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Check out the demo ProtoPage, if it’s lasted this long. And if it has to come down, build your own. It’s fairly intuitive. Then, try incorporating all those rich, free, easy-to-use online tools, and build a workflow that supports the lifestyle you’ve dreamed up for yourself. Feel free to load the comments up with modules you’d add instead, with defences of why your tool is better than the ones I recommended, and finally, whether using this methodology does something for your productivity.

–Chris Brogan has his own accounts on nearly every one of the web-based software tools out there. He also has accounts for [chrisbrogan.com] , Grasshopper Factory, and Podcamp.org .

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Last Updated on September 28, 2020

How To Study Effectively: 7 Simple Tips

How To Study Effectively: 7 Simple Tips

The brain is a tangled web of information. We don’t remember single facts, but instead we interlink everything by association. Anytime we experience a new event, our brains tie the sights, smells, sounds and our own impressions together into a new relationship.

Our brain remembers things by repetition, association, visual imagery, and all five senses. By knowing a bit about how the brain works, we can become better learners, absorbing new information faster than ever.

Here are some study tips to help get you started:

1. Use Flashcards

Our brains create engrained memories through repetition. The more times we hear, see, or repeat something to ourselves, the more likely we are to remember it.

Flashcards can help you learn new subjects quickly and efficiently. Flashcards allow you to study anywhere at any time. Their portable nature lends them to quick study sessions on the bus, in traffic, at lunch, or in the doctor’s office. You can always whip out your flashcards for a quick 2 to 3 minute study session.

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To create effective flashcards, you need to put one point on each flashcard. Don’t load up the entire card with information. That’s just overload. Instead, you should dedicate one concept to each card.

One of the best ways to make flashcards is to put 1 question on the front and one answer on the back. This way, you can repeatedly quiz yourself into you have mastered any topic of your choice.

Commit to reading through your flash cards at least 3 times a day and you will be amazed at how quickly you pick up new information.

As Tony Robbins says,

“Repetition is the mother of skill”.

2. Create the Right Environment

Often times, where you study can be just as important as how you study. For an optimum learning environment, you’ll want to find a nice spot that is fairly peaceful. Some people can’t stand a deafening silence, but you certainly don’t want to study near constant distractions.

Find a spot that you can call your own, with plenty of room to spread out your stuff. Go there each time you study and you will find yourself adapting to a productive study schedule. When you study in the same place each time, you become more productive in that spot because you associate it with studying.

3. Use Acronyms to Remember Information

In your quest for knowledge, you may have once heard of an odd term called “mnemonics”. However, even if you haven’t heard of this word, you have certainly heard of its many applications. One of the most popular mnemonic examples is “Every Good Boy Does Fine”. This is an acronym used to help musicians and students to remember the notes on a treble clef stave.

An acronym is simply an abbreviation formed using the intial letters of a word. These types of memory aids can help you to learn large quantities of information in a short period of time.

4. Listen to Music

Research has long shown that certain types of music help you to recall information. Information learned while listening to a particular song can often be remembered simply by “playing” the songs mentally in your head.

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5. Rewrite Your Notes

This can be done by hand or on the computer. However, you should keep in mind that writing by hand can often stimulate more neural activity than when writing on the computer.

Everyone should study their notes at home but often times, simply re-reading them is too passive. Re-reading your notes can cause you to become disengaged and distracted.

To get the most out of your study time, make sure that it is active. Rewriting your notes turns a passive study time into an active and engaging learning tool. You can begin using this technique by buying two notebooks for each of your classes. Dedicate one of the notebooks for making notes during each class. Dedicate the other notebook to rewriting your notes outside of class.

6. Engage Your Emotions

Emotions play a very important part in your memory. Think about it. The last time you went to a party, which people did you remember? The lady who made you laugh, the man who hurt your feelings, and the kid who went screaming through the halls are the ones you will remember. They are the ones who had an emotional impact.

Fortunately, you can use the power of emotion in your own study sessions. Enhance your memory by using your five senses. Don’t just memorize facts. Don’t just see and hear the words in your mind. Create a vivid visual picture of what you are trying to learn.

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For example, if you are trying to learn the many parts of a human cell, begin physically rotating the cell in your minds eye. Imagine what each part might feel like. Begin to take the cell apart piece by piece and then reconstruct it. Paint the human cell with vivid colors. Enlarge the cell in your mind’s eye so that it is now six feet tall and putting on your own personal comedy show. This visual and emotional mind play will help deeply encode information into your memory.

7. Make Associations

One of the best ways to learn new things is to relate what you want to learn with something you already know. This is known as association, and it is the mental glue that drives your brain.

Have you ever listened to a song and been flooded by memories that were connected to it? Have you ever seen an old friend that triggered memories from childhood? This is the power of association.

To maximize our mental powers, we must constantly be looking for ways to relate new information with old ideas and concepts that we are already familiar with.

You can do this with the use of mindmapping. A mind map is used to diagram words, pictures, thoughts, and ideas into a an interconnected web of information. This simple practice will help you to connect everything you learn into a global network of knowledge that can be pulled from at any moment.

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Learn more about mindmapping here: How to Mind Map to Visualize Your Thoughts (With Mind Map Examples)

Featured photo credit: Alissa De Leva via unsplash.com

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