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A Project Management Tool for Teams That You Didn’t Know Existed

A Project Management Tool for Teams That You Didn’t Know Existed

Some of the first problems busy freelancers & entrepreneurs run into is a time management crunch. As they take on more work, job tracking the tasks for each client becomes more demanding. Having a centralized hub to communicate and share files with team members quickly becomes a necessity when you get busy: it’s deciding the best project management software to use that stops most people in dead their tracks.

Managing Multiple Jobs and Virtual Team Members

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Project Management Software Viewpath with Gantt Chart

    So how do you manage multiple jobs with many other team members that need access to client information and files? A great tool to start with is Viewpath. Viewpath is an online project management software with a free edition that does not expire. This powerful program does not get enough time in the spotlight and deserves a long overdue introduction. This writer uses it every day.

    Though the free version has some limitations it’s a great place to start and see if you can actually get your process down to repeatable steps. Getting your brain down on paper can be very revealing. You can expect to change your process many times as you grow. The experience will also show you what good project management software is capable of without making you rush through the process so you can learn and try at your own pace.

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    With all team members on board it’s easy to track which tasks are on time and late with simple red dots marking the late tasks. Extending due dates or moving project start dates can be done by dragging the project visually or entering the desired date into the correct task.

    Project Management Software Viewpath with project open

      This all ties in nicely with the resource management aspect in the Gantt chart where you can take a quick peek at who is overbooked and who can accept more work. You can create unlimited projects and invite unlimited guests. “Guests” will be your virtual team members and can view tasks that have been assigned to them within a project to access files, mark them complete or a percentage complete, as well as add notes and links.

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      Project Management for Beginners

      Project Management Software Viewpath with timeline

        The beauty of starting with project management software early in the game is that you can get an idea of how much time it takes just to outline jobs and track progress so that you aren’t surprised by it later. You might even find that you dislike this aspect of the work and, knowing that, will help you hire the right kind of people later on down the road.

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        If you are new to project management software there are a few things you should know. These programs are big. They may look simple but they are capable of running hundreds of jobs and tracking hundreds of employees. There is a template creation process, reporting function, separate views, multiple categories and personal logins.

        Being big means they can grow with you but they also require more attention at the start. Many freelancers dive in and find out quickly that to truly utilize all the functions it takes hours of learning and even more time planning. This time investment may feel like a turn off at first but asking hard questions only streamlines the process for later. Of course there is always the option of using it for the tasks you need immediately and learning as you go but don’t expect a quick “end” to the learning curve.

        15 Hacks for Viewpath That Will Save You Time:

        1. When selecting multiple rows at a time, hold shift and don’t click inside the check boxes—click to the left to make a large selection.
        2. You can change multiple dates or resource names at once by selecting all the lines you want and jut typing the first letter of the name or the date.
        3. Confused about making templates? Just create a job, create all the tasks and the next time you want to create a similar job, just choose to “create from existing” job instead of the template option.
        4. The time-tracking clock does not work in free edition so stop clicking it.
        5. Missing a job? You probably closed the tab. Go home, then to the project tab and double click it.
        6. Archiving jobs is better than deleting.
        7. Resources not showing up on a job? Go to a different job with resources in it, select them all, click edit copy and then edit paste into new job.
        8. The little arrows move around everything you select, not just one task. Make sure only one task is selected and then place it in the hierarchy.
        9. Don’t skip the tutorial. It’s super simple and takes about 3 minutes.
        10. Tasks showing but can’t find them on the timeline? Check your year in the date column. Sometimes jobs get entered in for the wrong year and poof! They disappear.
        11. “Duration” means how many days or hours you will let someone attempt to complete the task. “work” is how long you expect them to take and can be found in the dropdown menu of each header.
        12. The home screen requires you hit the continue button in the middle of the screen before revealing the program when you first log in. Yes you are in the right place.
        13. The free version does not expire but if you don’t login for over 4 months you may not have an account when you come back.
        14. If you indent a task (move it to the right with an arrow key) the task above it will become a bold header. You can’t mark headers complete. They will become complete when all the tasks under them have been completed.
        15. Create a task at the end of each project that says “ready for billing”, if the billing date goes past due it serves as a nice reminder.

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        Last Updated on March 25, 2020

        How Do You Change a Habit (According to Psychology)

        How Do You Change a Habit (According to Psychology)

        Habits are hard to kill, and rightly so. They are a part and parcel of your personality traits and mold your character.

        However, habits are not always something over-the-top and quirky enough to get noticed. Think of subtle habits like tapping fingers when you are nervous and humming songs while you drive. These are nothing but ingrained habits that you may not realize easily.

        Just take a few minutes and think of something specific that you do all the time. You will notice how it has become a habit for you without any explicit realization. Everything you do on a daily basis starting with your morning routine, lunch preferences to exercise routines are all habits.

        Habits mostly form from life experiences and certain observed behaviors, not all of them are healthy. Habitual smoking can be dangerous to your health. Similarly, a habit could also make you lose out on enjoying something to its best – like how some people just cannot stop swaying their bodies when delivering a speech.

        Thus, there could be a few habits that you would want to change about yourself. But changing habits is not as easy as it seems.

        In this article, you will learn why it isn’t easy to build new habits, and how to change habits.

        What Makes It Hard To Change A Habit?

        To want to change a particular habit means to change something very fundamental about your behavior.[1] Hence, it’s necessary to understand how habits actually form and why they are so difficult to actually get out of.

        The Biology

        Habits form in a place what we call the subconscious mind in our brain.[2]

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        Our brains have two modes of operation. The first one is an automatic pilot kind of system that is fast and works on reflexes often. It is what we call the subconscious part. This is the part that is associated with everything that comes naturally to you.

        The second mode is the conscious mode where every action and decision is well thought out and follows a controlled way of thinking.

        A fine example to distinguish both would be to consider yourself learning to drive or play an instrument. For the first time you try learning, you think before every movement you make. But once you have got the hang of it, you might drive without applying much thought into it.

        Both systems work together in our brains at all times. When a habit is formed, it moves from the conscious part to the subconscious making it difficult to control.

        So, the key idea in deconstructing a habit is to go from the subconscious to the conscious.

        Another thing you have to understand about habits is that they can be conscious or hidden.

        Conscious habits are those that require active input from your side. For instance, if you stop setting your alarm in the morning, you will stop waking up at the same time.

        Hidden habits, on the other hand, are habits that we do without realizing. These make up the majority of our habits and we wouldn’t even know them until someone pointed them out. So the first difficulty in breaking these habits is to actually identify them. As they are internalized, they need a lot of attention to detail for self-identification. That’s not all.

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        Habits can be physical, social, and mental, energy-based and even be particular to productivity. Understanding them is necessary to know why they are difficult to break and what can be done about them.

        The Psychology

        Habits get engraved into our memories depending on the way we think, feel and act over a particular period of time. The procedural part of memory deals with habit formation and studies have observed that various types of conditioning of behavior could affect your habit formations.

        Classical conditioning or pavlovian conditioning is when you start associating a memory with reality.[3] A dog that associates ringing bell to food will start salivating. The same external stimuli such as the sound of church bells can make a person want to pray.

        Operant conditioning is when experience and the feelings associated with it form a habit.[4] By encouraging or discouraging an act, individuals could either make it a habit or stop doing it.

        Observational learning is another way habits could take form. A child may start walking the same way their parent does.

        What Can You Do To Change a Habit?

        Sure, habits are hard to control but it is not impossible. With a few tips and hard-driven dedication, you can surely get over your nasty habits.

        Here are some ways that make use of psychological findings to help you:

        1. Identify Your Habits

        As mentioned earlier, habits can be quite subtle and hidden from your view. You have to bring your subconscious habits to an aware state of mind. You could do it by self-observation or by asking your friends or family to point out the habit for your sake.

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        2. Find out the Impact of Your Habit

        Every habit produces an effect – either physical or mental. Find out what exactly it is doing to you. Does it help you relieve stress or does it give you some pain relief?

        It could be anything simple. Sometimes biting your nails could be calming your nerves. Understanding the effect of a habit is necessary to control it.

        3. Apply Logic

        You don’t need to be force-fed with wisdom and advice to know what an unhealthy habit could do to you.

        Late-night binge-watching just before an important presentation is not going to help you. Take a moment and apply your own wisdom and logic to control your seemingly nastily habits.

        4. Choose an Alternative

        As I said, every habit induces some feeling. So, it could be quite difficult to get over it unless you find something else that can replace it. It can be a simple non-harming new habit that you can cultivate to get over a bad habit.

        Say you have the habit of banging your head hard when you are angry. That’s going to be bad for you. Instead, the next time you are angry, just take a deep breath and count to 10. Or maybe start imagining yourself on a luxury yacht. Just think of something that will work for you.

        5. Remove Triggers

        Get rid of items and situations that can trigger your bad habit.

        Stay away from smoke breaks if you are trying to quit it. Remove all those candy bars from the fridge if you want to control your sweet cravings.

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        6. Visualize Change

        Our brains can be trained to forget a habit if we start visualizing the change. Serious visualization is retained and helps as a motivator in breaking the habit loop.

        For instance, to replace your habit of waking up late, visualize yourself waking up early and enjoying the early morning jog every day. By continuing this, you would naturally feel better to wake up early and do your new hobby.

        7. Avoid Negative Talks and Thinking

        Just as how our brain is trained to accept a change in habit, continuous negative talk and thinking could hamper your efforts put into breaking a habit.

        Believe you can get out of it and assert yourself the same.

        Final Thoughts

        Changing habits isn’t easy, so do not expect an overnight change!

        Habits took a long time to form. It could take a while to completely break out of it. You will have to accept that sometimes you may falter in your efforts. Don’t let negativity seep in when it seems hard. Keep going at it slowly and steadily.

        More About Changing Habits

        Featured photo credit: Mel via unsplash.com

        Reference

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