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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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        1 10 Good Habits To Have in Life To Be More Successful 2 What Is Creativity? We All Have It, and Need It 3 How to Set Long Term Goals and Reach Success 4 Easily Distracted? Here’s How to Regain Your Focus 5 Why You Need to Set Future Goals (And How to Reach Them)

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        Last Updated on January 24, 2020

        10 Good Habits To Have in Life To Be More Successful

        10 Good Habits To Have in Life To Be More Successful

        Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

        Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

        Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

        • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
        • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
        • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

        Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

        Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

        Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

        That’s why I would share 10 good habits to have to be more successful in life.

        1. Begin Your Day with Meditation

        I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

        Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

        Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

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        2. Be Grateful for What You Have

        Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

        Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

        “I say one thing I’m grateful for each day when I sit down to eat dinner.”

        3. Smile

        Can you pause and smile before you continue reading this?

        Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

        Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

        Can you smile again?

        4. Start Your Day with a Healthy Breakfast

        Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

        If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

        This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

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        Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

        5. Exercise Daily

        One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

        Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

        ‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

        He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

        6. Manage Your Time as You Manage Your Finance

        Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

        Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

        So how do you manage your time effectively?

        Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

        “I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

        And this is Dorsey’s weekly theme:[5]

        • Monday – Management
        • Tuesdays – Product
        • Wednesday – Marketing and growth
        • Thursdays – Developers and partnerships
        • Fridays – Culture and recruiting
        • Saturdays – Taking off
        • Sundays – Reflection, feedback, strategy, and preparing for Monday

        No wonder he was able to run two companies when others were struggling with one job.

        7. Set Daily Goals with Intentions

        Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

        Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

        Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

        “What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

        Be intentional about your daily goals!

        8. Seek Inspiration

        It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

        A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

        Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

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        Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

        “The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

        9. Save Steadily, Invest with All Prudence

        I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

        However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

        10. Budget and Track Your Spendings

        Benjamin Franklin warned of taking the precaution of little expenses. He said,

        “A small leak sinks a great ship.”

        It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

        Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

        The Bottom Line

        Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

        More About Habits

        Featured photo credit: Andrijana Bozic via unsplash.com

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        Reference

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