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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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Published on July 9, 2019

The Power of Tapping into Your Hidden Creativity

The Power of Tapping into Your Hidden Creativity

Despite what you might have been taught — everyone can be creative.

It’s too easy to think of creativity as just being reserved for musicians, artists and writers. In reality, creativity can be used in all jobs and in all areas of life.

I’m referring to creative traits such as thinking outside the box, finding new solutions to old problems, and combining two ideas to invent a new one.

For example, think of Henry Ford. He gave people automobiles, when at that time, they probably just wanted faster horses!

And, then there is Elon Musk. He found a workable solution to the problem of congested roads in towns and cities — the Hyperloop! This is an underground tunnel system that is designed to connect major conurbations using clean, ultra-fast capsules that can carry passengers, cars and freight. In the case of cars — Musk envisages elevators taking the cars down to the tunnel system. Ingenious.

As a final example, I want to tell you about Saltwater Brewery in Florida. They’ve created six-pack rings that are edible by marine life. So instead of the six-pack rings ending up in the ocean and killing sea creatures, these rings actually feed them. They’re made from the by-products of beer brewing, and contain either barley or wheat, and are not just safe for fish to eat — but humans can eat them too!

Let’s turn now to see how improving your creativity can improve your life.

Creativity Will Improve Your Outlook

As a Psychology Today article reveals, people who practice everyday creativity (like finding new ways to work, preparing meals and solving crosswords) share personality traits with those we regard as ‘genuinely’ creative, such as: artists, designers and musicians.[1]

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The shared traits include:

• Curiosity

• Drive

• Open-mindedness

• Persistence

• Positivity

Some studies also suggest that people who regularly indulge in creative pursuits are less judgmental and more flexible.

It’s no wonder then, that there is a proven link between creativity and enhanced mental health (this could be due to creative thinkers’ superior problem-solving skills).[2]

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I hope I’ve said enough to convince you that exploring your creative side can improve your outlook on life.

So what’s the best way to get creative? 

Boost your confidence.

When you have ample self-confidence, you won’t be afraid to try new things and to break out of your comfort zone. Both of these things will put you in touch with your inner creative genie — who’s just waiting to work their magic on your behalf!

But, how can you boost your confidence? 

…by constantly facing and overcoming challenges.

Creativity Will Increase Opportunities

Creative individuals often notice more opportunities in life.

How come?

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Because they’ve learned how to find a way to turn any obstacle into an opportunity by tackling it from another angle. They’re also more likely to SEE the opportunity in the first place, just by having an open mind; whereas someone who is not tapping into their creativity may miss these hidden opportunities. 

For example, one of my friends recently lost his job as a senior administrator for an insurance company. He’d worked there for more than 10 years, and although he wasn’t excited by the job, it paid his bills.

When he was told that his job was to go, he was initially shocked and knocked off track. However, my friend is a resilient and creative soul, and within a few days, he’d formulated a plan to not only secure a new job, but also to make a positive change in his career. He did this by taking his administrator skills and his deep knowledge of finance and insurance and turning himself into a business consultant.

It’s still early days for him, but he’s already secured several clients, and I predict his new career will be a happy and successful one.

If you feel stuck in a rut, then try some (or all) of these things to break yourself free:

• Get moving – yes, staying still is staying stuck; moving is getting unstuck!

• Look for the positives – when you do this, you’ll open the door to opportunities.

• Start small – you don’t necessarily need to make a big jump; instead, you can make small changes that create an unstoppable forward trend.

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Creativity Gives You Freedom to Mess Up

“I have not failed. I’ve just found 10,000 ways that won’t work.” ― Thomas A. Edison

I love that quote, as it cleverly demonstrates that creativity is all about experimentation. And, experimentation often means making mistakes!

If you’ve ever watched a graphic designer at work, you’ll notice one thing: they’re constantly changing things until they get the look and feel that they desire.

That’s how most creative people work. They keep trying new and different things until they have that aha moment.

So how about you? 

Are you currently afraid to try new things? Perhaps because you’re worried about losing face? 

If you are, then you’re holding back your creative potential. To unleash it, I recommend throwing caution to the wind and pushing yourself through your self-created mental barriers.

Once you’ve learned to have thoughts and ideas that are free from your current conditioning, then you’ll have learned the secret to living a creative life.

We all have creativity within us. And, by adopting the suggestions above, you can tap into this hidden force for good. When you do that, your life will take on a new trajectory — one that leads to happiness, fulfillment and success.

Featured photo credit: William Iven via unsplash.com

Reference

[1] Psychology Today: Everyday Creativity
[2] CNN: A Creative Life is a Healthy Life

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