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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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        Trending in Productivity

        1 8 Ways to Train Your Brain to Learn Faster and Remember More 2 How Exercising Makes You More Productive 3 10 Practical Ways to Drastically Improve Your Time Management Skills 4 15 Highly Successful People Who Failed On Their Way To Success 5 How to Memorize More and Faster Than Other People

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        Last Updated on September 20, 2018

        8 Ways to Train Your Brain to Learn Faster and Remember More

        8 Ways to Train Your Brain to Learn Faster and Remember More

        You go to the gym to train your muscles. You run outside or go for hikes to train your endurance. Or, maybe you do neither of those, but still wish you exercised more.

        Well, here is how to train one of the most important parts of your body: your brain.

        When you train your brain, you will:

        • Avoid embarrassing situations. You remember his face, but what was his name?
        • Be a faster learner in all sorts of different skills. No problem for you to pick up a new language or new management skill.
        • Avoid diseases that hit as you get older. Alzheimer’s will not be affecting you.

        So how to train your brain and improve your cognitive skills?

        1. Work your memory

        Twyla Tharp, a NYC-based renowned choreographer has come up with the following memory workout:

        When she watches one of her performances, she tries to remember the first twelve to fourteen corrections she wants to discuss with her cast without writing them down.

        If you think this is anything less than a feat, then think again. In her book The Creative Habit she says that most people cannot remember more than three.

        The practice of both remembering events or things and then discussing them with others has actually been supported by brain fitness studies.

        Memory activities that engage all levels of brain operation—receiving, remembering and thinking—help to improve the function of the brain.

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        Now, you may not have dancers to correct, but you may be required to give feedback on a presentation, or your friends may ask you what interesting things you saw at the museum. These are great opportunities to practically train your brain by flexing your memory muscles.

        What is the simplest way to help yourself remember what you see? Repetition.

        For example, say you just met someone new:

        “Hi, my name is George”

        Don’t just respond with, “Nice to meet you”. Instead, say, “Nice to meet you George.”

        Got it? Good.

        2. Do something different repeatedly

        By actually doing something new over and over again, your brain wires new pathways that help you do this new thing better and faster.

        Think back to when you were three years old. You surely were strong enough to hold a knife and a fork just fine. Yet, when you were eating all by yourself, you were creating a mess.

        It was not a matter of strength, you see. It was a matter of cultivating more and better neural pathways that would help you eat by yourself just like an adult does.

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        And guess what? With enough repetition you made that happen!

        But how does this apply to your life right now?

        Say you are a procrastinator. The more you don’t procrastinate, the more you teach your brain not to wait for the last minute to make things happen.

        Now, you might be thinking “Duh, if only not procrastinating could be that easy!”

        Well, it can be. By doing something really small, that you wouldn’t normally do, but is in the direction of getting that task done, you will start creating those new precious neural pathways.

        So if you have been postponing organizing your desk, just take one paper and put in its right place. Or, you can go even smaller. Look at one piece of paper and decide where to put it: Trash? Right cabinet? Another room? Give it to someone?

        You don’t actually need to clean up that paper; you only need to decide what you need to do with it.

        That’s how small you can start. And yet, those neural pathways are still being built. Gradually, you will transform yourself from a procrastinator to an in-the-moment action taker.

        3. Learn something new

        It might sound obvious, but the more you use your brain, the better its going to perform for you.

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        For example, learning a new instrument improves your skill of translating something you see (sheet music) to something you actually do (playing the instrument).

        Learning a new language exposes your brain to a different way of thinking, a different way of expressing yourself.

        You can even literally take it a step further, and learn how to dance. Studies indicate that learning to dance helps seniors avoid Alzheimer’s. Not bad, huh?

        4. Follow a brain training program

        The Internet world can help you improve your brain function while lazily sitting on your couch. A clinically proven program like BrainHQ can help you improve your memory, or think faster, by just following their brain training exercises.

        5. Work your body

        You knew this one was coming didn’t you? Yes indeed, exercise does not just work your body; it also improves the fitness of your brain.

        Even briefly exercising for 20 minutes facilitates information processing and memory functions. But it’s not just that–exercise actually helps your brain create those new neural connections faster. You will learn faster, your alertness level will increase, and you get all that by moving your body.

        Now, if you are not already a regular exerciser, and already feel guilty that you are not helping your brain by exercising more, try a brain training exercise program like Exercise Bliss.

        Remember, just like we discussed in #2, by training your brain to do something new repeatedly, you are actually changing yourself permanently.

        6. Spend time with your loved ones

        If you want optimal cognitive abilities, then you’ve got to have meaningful relationships in your life.  Talking with others and engaging with your loved ones helps you think more clearly, and it can also lift your mood.

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        If you are an extrovert, this holds even more weight for you. At a class at Stanford University, I learned that extroverts actually use talking to other people as a way to understand and process their own thoughts.

        I remember that the teacher told us that after a personality test said she was an extrovert, she was surprised. She had always thought of herself as an introvert. But then, she realized how much talking to others helped her frame her own thoughts, so she accepted her new-found status as an extrovert.

        7. Avoid crossword puzzles

        Many of us, when we think of brain fitness, think of crossword puzzles. And it’s true–crossword puzzles do improve our fluency, yet studies show they are not enough by themselves.

        Are they fun? Yes. Do they sharpen your brain? Not really.

        Of course, if you are doing this for fun, then by all means go ahead. If you are doing it for brain fitness, then you might want to choose another activity

        8. Eat right – and make sure dark chocolate is included

        Foods like fish, fruits, and vegetables help your brain perform optimally. Yet, you might not know that dark chocolate gives your brain a good boost as well.

        When you eat chocolate, your brain produces dopamine. And dopamine helps you learn faster and remember better. Not to mention, chocolate contains flavonols, antioxidants, which also improve your brain functions.

        So next time you have something difficult to do, make sure you grab a bite or two of dark chocolate!

        The bottom line

        Now that you know how to train your brain, it’s actually time to start doing.

        Don’t just consume this content and then go on with your life as if nothing has changed. Put this knowledge into action and become smarter than ever!

        Featured photo credit: Unsplash via unsplash.com

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