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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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40 Top Productivity Apps for iPhone (2018 Updated)

40 Top Productivity Apps for iPhone (2018 Updated)

Over the years here at Lifehack, we’ve discussed plenty of apps that you can use to improve your overall productivity.

There are certain ones that many of our contributors and editors (past and present) have adopted over the long-term — there are always the stalwarts that stick around. But there are also new apps that crop up every day, adding more and more depth to the app category.

Some of the apps are incredibly plain and simple, while others are more robust and offer more features than you can shake a stick at. And everyone has the one they prefer.

It’s been our job (and still is our job) to keep abreast of all of the productivity-type apps out there. As a result — and as a bit of a refresher — we’ve put together a list of 40 best productivity apps for iPhone to provide you with an all-in-one resource for you.

Productivity apps to help you get things done

1. OmniFocus

This app is, while pricey, considered to be one of the (if not the) most robust and full-featured productivity apps on the market.

Download it here.

    2. Forest

    Train yourself to put your phone down and stay focused on the task at hand by playing with this planting game. It’s fun and will help you achieve more.

    Download it here.

      3. Things

      Another robust choice, this app is a favorite amongst “productivityists”.[1]

      Download it here.

        4. 30/30

        Recently covered here at Lifehack

        , 30/30 is a newcomer to the game that incorporates lists and timing of tasks into an elegant and easy-to-use interface.

        Download it here.

          5. Any.Do

          A beautiful-looking app that is both easy on the eyes and your wallet.

          Download it here.

            6. PocketLife Calendar

            This calendar app is specifically designed to be stylish and super easy-to-use. You can organize your life easily with different modern features.

            Download it here.

              7. Asana

              We’ve covered Asana here at Lifehack

              , and it is being actively developed by a strong team committed to making collaborative task management a more efficient and effective experience.

              Download it here.

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                8. ToDoist

                This app keeps track of everything – from simple errands to your most important projects – so you can get it all done and enjoy more peace of mind along the way.

                Download it here.

                  9. FlowTasks

                  From the folks at MetaLab, Flow is a gorgeous collaborative task management app that is easy-to-use and incredibly functional.

                  Download it here.

                    10. Calendars 5

                    This calendar app focuses on events that help you to keep track of upcoming events and tasks easily. It has everything you need to organize, track and complete your to-dos.

                    Download it here.

                      11. Clear – Tasks, Reminders & To-Do Lists

                      A fun and innovative list-making app that relies on swiping and pinching to make things happen. Clear created a lot of buzz when it launched, and might be the perfect to-do list gateway app for many.

                      Download it here.

                        12. Due

                        A robust reminders app that lets you store and maintain reminders of all types. It’s replaced Reminders for me when it comes to the basics, and it’s worth a look if you want to keep the mundane stuff out of your head and cluttering your mind.

                        Download it here.

                          13. Checkmark 2

                          I use this app

                          for location-based reminders (such as groceries I need to get or single items I need to pick up from various locations). Checkmark is simple to use and a valuable addition to my productivity arsenal.

                          Download it here.

                            14. TeuxDeux

                            Created by Tina Roth Eisenberg and Fictive Kin — Teux Deux is simple and incredibly stellar in terms of design. If you like lists (including the popular “Someday Bucket”) and want to associate dates with tasks, then Teux Deux will be right up your alley.

                            Download it here.

                              15. Wunderlist 

                              Another incredibly popular choice is Wunderlist. Part of 6Wunderkinder’s software family, it sports a gorgeous design and is incredibly functional. We’ve talked about the app a couple of times here at Lifehack, so check those posts out here.

                              Download it here.

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                                16. Nirvana

                                For the GTD enthusiasts, there’s Nirvana. Straight from the source: “Nirvana frees your mind to focus on actually getting things done. If you’ve had enough of generic to-do lists, it’s time for Nirvana.”

                                Download it here.

                                  17. Priorities

                                  An elegant-looking task management app that has received decent reviews,[2] this could be the one for you if you’re not a fan of OmniFocus or Things — especially if you need (or want) to share tasks with others.

                                  Download it here.

                                    Productivity apps that help you build habits

                                    18. Productive

                                    With this app, you can plan your habits with an easy-to-use interface, schedule habits for any time of the day, set smart reminders for each time of the day and stay on track with useful feedback. This app is perfect for anyone who wants to build a habit that sticks.

                                    Download it here.

                                      19. Habitica: Gamified Taskmanager

                                      You can complete tasks and build habits in a more fun way with this app. Input your Habits, your Daily goals, and your To-Do list, and then create a custom avatar. Check off tasks to level up your avatar and unlock features such as armor, pets, skills, and even quests.

                                      Download it here.

                                        20. Streaks

                                        This app follows the model of the popular “don’t break the chain method” in that you use the app to track how you are donig in the pursuit of your goal. Great for goal-setting — and an easy and elegant interface to boot.

                                        Download it here.

                                          21. Remember The Milk

                                          Another popular to-do list app, Remember The Milk has a huge following. It has plenty to offer, including the ability to share tasks with others.

                                          Download it here.

                                            22. Day One Journal

                                            When it comes to journaling, nothing really beats Day One. Its latest update added a slew of features that will make you want to start making journaling a habit.

                                            Download it here.

                                              Productivity apps that makes organization easy

                                              23. Evernote

                                              Touted as the world’s most widely-used productivity app, Evernote an be used simply as a notetaking app or can be customized to be your GTD app of choice — among other things.

                                              Download it here.

                                                24. Pocket

                                                You can save an article, video or link you want to read or watch later to Pocket from anywhere including your computer, Safari, email, and your favorite apps like Facebook, Twitter, Flipboard, and Feedly.

                                                Download it here.

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                                                  25. Sync.Me

                                                  This app identifies unknown phone calls, warns you from annoying spam calls, and adds a caller picture to your contacts from Facebook, Twitter and Google+.

                                                  Download it here.

                                                    26. Droplr

                                                    One of the most popular file-sharing apps out there today. Straight from the source: “Stay productive on the go. Droplr for iPhone keeps you in sync and makes sharing on the iPhone natural.”

                                                    Download it here.

                                                      27. Dropbox

                                                      Before iCloud, there was Dropbox. And there still is Dropbox, which is still widely used by both Mac and PC users all over the globe. It’s like having a flash drive in your iPhone. A must-have.

                                                      Download it here.

                                                        28. iDolly 

                                                        In conjunction with Dolly Drive and DollySync, iDolly allows you to edit and share your documents from your iPhone.

                                                        Since all your changes sync automatically to all your devices, the current version of a document will always be accessible because Dolly Sync keeps everything in sync. Very handy.

                                                        Download it here.

                                                          29. Soulver

                                                          It may seem odd that a calculator app shows up on this list, but this is no ordinary calendar app. Ben Brooks over at The Brooks review describes Soulver as follows: “It is what calculators would have been if they were invented at the same time computers were, instead of what we have with most calculator apps.” [3]

                                                          Download it here.

                                                            Productivity apps that help you work smart

                                                            30. Captio

                                                            A simple capture tool. Straight from the developers: “It’s simple. Open Captio and start typing. When you’re done, hit Send. The note is immediately delivered to your email inbox.”

                                                            Download it here.

                                                              31. Drafts

                                                              A tremendous capture tool that allows for simple capture, followed by sending items to various applications such as OmniFocus, Things and more.

                                                              Download it here.

                                                                32. NoteShelf 2

                                                                This is a perfect note-taking app for you. You can take beautiful handwritten notes, type, annotate PDFs, record audio & create lists. You can organize them into categories or groups.

                                                                Download it here.

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                                                                  33. Doodle

                                                                  This app links directly with the Doodle service, which is one that allows you to plan and organize meetings far more efficiently and effectively. Lifehack contributor Steve Dotto has written about Doodle more in-depth here.

                                                                  Download it here.

                                                                    34. TextExpander (Legacy)

                                                                    I have saved countless hours of time with TextExpander, and despite its inability to be as robust on iOS as it is on the Mac, it is still a worthy app to have in your arsenal.

                                                                    Download it here.

                                                                      35. Launch Center Pro

                                                                      A quick launcher for the iPhone that doesn’t just launch an app…with some of them it can do much more. This app saves you time by launching complex actions in a single tap.

                                                                      Download it here.

                                                                        36. GoodReader

                                                                        This may seem to be an odd one to make this list, but here are plenty of reasons why it is here with this article.

                                                                        Download it here.

                                                                          37. LogMeIn

                                                                          Want to be able to control your Mac from wherever you are? Then get this app.

                                                                          Download it here.

                                                                            Productivity apps that improve security

                                                                            38. 1Password

                                                                            There is simply no better password manager out there. I’ve even put together a 1Password Emergency Kit worth looking at here.

                                                                            Download it here.

                                                                              39. LastPass Password Manager

                                                                              You can store passwords and logins, create online shopping profiles, generate strong passwords, track personal information in photo and audio notes.

                                                                              All you have to do is remember your LastPass master password, and LastPass autofills web browser and app logins for you.

                                                                              Download it here.

                                                                                40. Truecallers

                                                                                Identify and block spammers, search for unknown numbers and call friends easily with this app. With a community-based spam list from over 250 million users, you’ll need this app.

                                                                                Download it here.

                                                                                  There are plenty of other options out there (and we’ve heard from readers in the past as to what they enjoyed using), but these 40 are among the best.

                                                                                  Reference

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