Genuine Curiosity

Author Dwayne Melancon is always on the lookout for new things to learn. An ecclectic collection of postings on personal productivity, travel, good books, gadgets, leadership & management, and many other things.

 

4 Apps That Will Help You Achieve Your Daily Goals

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Many of us are busier than ever and increasingly more stressed. If you’ve got a long list of goals to accomplish, you might need a little help. The good news is there are apps you can download onto your smartphone that can help you accomplish those goals. Here are 4 that are interesting and a bit unusual, with a variety of focuses:

Pact

Going to the gym is something you know is important for reducing stress, helping your self-esteem and giving you more energy to do everything else you need to do. But, at the same time, working out tends to be one of the first things you put off.

To eliminate that problem, you can try using money as a motivator by downloading Pact. The concept is pretty interesting: LInk this app to your bank account and if you don’t go to the gym, Pact will take money out of your account. Where does the money go? It is redistributed to those who did make it to the gym. If you do accomplish things like completing your gym workout or taking 10,000 steps in a day, you’ll get a cash reward paid by those who didn’t meet their goals.

You can’t fake it either. GPS, photos and other services are used to keep everyone honest. It can also be used for other challenges, such as eating your veggies or tracking the food you eat.

CARROT

I've seen some people call CARROT "sadistic" because if you don't finish your tasks, the app gets very upset. However, it's not all bad -- if you complete your tasks, the task master will praise you.

This unique app works by calling you out for being a slacker. If you tend to forget to pick the kids up after school or don't pick up your dry cleaning, this app strives to ensure you don’t do that again. It can also be used like a tyrannical gym instructor if you’re trying to get fit or help you stick to your diet plan. CARROT will force you to accomplish your goals as if you have a nun hovering around with a ruler just waiting to make it sting. This one is a little intense for me, but you might like it.

BetterMe

If you have a difficult time waking up in the morning without several alarms or someone shaking you awake, BetterMe is an app that can do the trick. The twist? It’s based on public humiliation rather than private shaming. If you don’t get up when you’re supposed to, the app will post a message to your Facebook page that tells your friends you were too weak to get out of bed.

In addition to serving as a rude alarm clock, it can help you get to your classes or work on time. All you have to do is input the address and time of your commitment, and the app will use GPS to see if you’ve arrived at your destination on time. If not, it could be a little embarrassing when all your Facebook friends start asking why.

SmartyPig

If you’re having trouble saving money, SmartyPig is an app that can help you save for a specific goal such as a vacation or a down payment on a house. It also allows friends, family members and other users to contribute to your savings goal. It can make saving fun by "feeding the pig” and encouraging you to add money you would have spent on a latte into your savings instead. Because it shares your goals via Facebook, Twitter and other social network sites, it makes it a lot more likely that you’ll stick to those financial goals.

If you like edgy, you might like one or more of these apps. Enjoy!

5 Time Management Tips for Top Executives

Maren Kate Donovan

Maren Kate Donovan

I had the pleasure of talking with Maren Kate Donovan, the CEO of Zirtual on a busy day in New York the other day, regarding some insights she's developed around executive productivity.  She has distilled these down to 5 tips through things she's learned on her journey at Zirtual, where she has created a company that provides virtual assistant services to executives.  

She's learned through trial & error, watching more experienced people, and interviewing others who were already doing the things to which she aspired - an approach I love.  Here are her tips, along with some comments from me.

Maren's Top 5

1. "Hire people smarter than you."  Put another way, Maren says , "Don't be the smartest person in the room."  This is where you need to check your ego, and recognize that your success will be greater and more sustainable if you surround yourself with great people.

From my experience, this rings true.  After all, haven't we all heard the old advice that if you want to get better at a sport, you need to play against someone better than you?  

2. "Create a system of accountability." Set expectations by giving people a due date & time, and give them specifics about what you expect from them in terms of results.  Maren says this will help drive greater organization and focus.

I think what Maren says is true, but I'd go one step further - accountability is a two-way street, in that you can expect it all you want, but the other person has to accept accountability for this to truly work.  And that is where the clarity Maren describes comes into play: before you accept accountability for something, make sure you have a clear idea of what success looks like, and insist that you have the time, ability, and resources to deliver.

3. "Make sure your employees are familiar with your products." Maren believes it is vital that your employees understand your products, and how to use them.  Additionally, she recommends you share your expectations of product quality, responsiveness to customers, and other aspects that will come into play as they do their jobs.

She explains:  She often hires people who are experienced in "the business world," but when she brings them into her organization to function as virtual assistants (VA's), she needs to make sure they understand her expectations as a Zirtual VA.  She put them through hands-on training as a VA with a mentor, so they can learn and get feedback in real-time.  This higher touch model up-front pays dividends down the line, where they can work independently while still upholding Zirtual's standards.

I agree, of course, and believe this is critical to a couple of principles I hold near & dear: Know how your company makes money, and figure out what you need to do to stand out from your competition.  I also believe strongly in mentor/apprenticeship types of training - there is no substitute for doing the work when you want to learn quickly.

4. "Use the 'I'd have a drink with this person' test."  Maren believes part of success is in creating a connection with your employees and partners, and that you can tell if that is working by having a drink with them - whether that is coffee, tea, wine, etc.  That activity builds rapport, camaraderie, and helps a culture gel in a way that establishes behavioral norms within your company.  In other words, it is part of what makes it more than just a job.  I find that this kind of approach also helps you develop a natural, corporate, immune system that helps people who don't fit in your company decide to move on to their next gig - and that can be a good thing, believe me.

5. "Figure out what people are good at and leverage their strengths."  To continue along the lines of tip 4's theme of making work feel like "more than just a job," to keep people engaged, Maren suggests you spend time figuring out what your team members are good at and what they are passionate about.  Keep in mind that this may take you beyond the job they were officially hired to do.  She told me stories about people in her organizations that were financially-savvy and, even though their core job was something else altogether, she involved them in financial planning and analysis to keep them challenged and engaged.

I'm a big fan of this approach, too, because I believe it gets employees' creative juices going like nothing else.  It also gives you the opportunity to cross-train people in your team and build bench strength in your organization.  Furthermore, it helps with career progression, in that it makes it easier to provide more options for people who may want to move out of their current job into something new.

As a CEO herself, I asked Maren what her key advice is to new or aspiring CEO's.  Here are her thoughts:

Read everything you can.  Meet with other people who are doing what you're doing, or doing things you want to be doing.  Spend time networking to learn - ask other leaders to lunch, coffee, or just a phone call to chat.  Learn to use the power of delegation - for example, if you hire a virtual assistant for less than $20 an hour and your time is worth more than that, then you're wasting money by not finding ways to delegate tasks that don't play to your unique strengths.

Maren gives great advice, for sure, and I don't think its value is limited to C-level executives.  

What about you?  Do you have any best practices, practical advice, or tips for better time management?  Please share!


Have you checked out the "Toolbox for Success: What You Need To Know To Succeed As A Professional" yet?  In this Kindle-only book, you’ll find a collection of lessons learned, resources, and stories that I offer to help you on your journey to greater success. 

Positive productivity: How increasing your energy maximizes your efficiency

The traditional concept of time management focuses on the practice of ardently planning and mastering conscious control over the time allocated to specific tasks.  It sure sounds hard, described that way, doesn't it?  In real lifeespecially business settingstime management requires tools, skills and processes all laced together by the ultimate goal of increasing efficiency and productivity. Frankly, time management takes a lot of time. 

But what if increasing productivity was much simpler than that? What if instead of involving project management software, schedules, graphs and apps, the process required a decent pair of walking shoes and a fluffy pillow?

Master your energy

Based on the assertions of Jim Loehr and Tony Schwartz in their bestseller, "The Power of Full Engagement: Managing Energy, Not Time, Is the Key to High Performance and Personal Renewal," our most precious resource is energy, not time. Certainly making the best use of your time is critical to your success but, if your energy levels are depleted, your productivity takes a dive regardless of what the clock reads.

Of course, managing your energy in a world abuzz with communication gizmos is no easy task. Energy replenishment takes effort. Think about it:  how many times during your workweek lunch breaks—an hour that should be devoted to refueling and recharging—have you allowed the chatter of texts and emails to further drain your energy?

Build your energy on 4 strong pillars

According to the ideas in "The Power of Full Engagement" as well as those on Tony Schwartz's blog, "The Energy Project," physical energy is the foundation to our overall efficiency. While emotional, mental and spiritual energy are also critical components of high performance, when our physical bucket is empty, all heck breaks loose. By incorporating these four key pillars of physical fulfillment into your typical day, you can elevate your energy levels and in turn, take a major step toward positive productivity.

1. Nutrition: Eat small, high-protein, low-carbohydrate meals throughout the day.  You've likely heard this before but eating mini meals throughout the day is a simple way to sustain your energy. For busy professionals who spend long days at the office, The Academy of Nutrition and Dietetics recommends keeping single-serve packages of crackers, fruit, peanut butter, low-sodium soup or canned tuna in your desk. Tuck snacks in your travel bag for a quick refueling between meetings (I always have a couple of Kind bars stashed in my backpack). If remembering to eat  at the right times is a challenge for you, download an app such as the Temple Hydration, Food, Fitness and More iPhone app (TheTempleApp.com), which comes with customizable reminders that kick in when it has been too long since you last ate.

2. Fitness: Make regular exercise a habit.  According to the MayoClinic, regular exercise not only controls weight and helps you avoid a slew of health conditions and diseases, it improves your mood and boosts energy levels. If hitting the gym is not your style, buy a pedometer and record the number of steps you take every day. The Energy Project blog recommends shooting for 10,000 steps per day.  (By the way: I love my pedometer — I have a new one that is fantastic and will be reviewing it next week)

3. Sleep: Get an average of 8 hours of sleep every night.  To aid in developing a sleep-conducive cycle, the National Sleep Foundation suggests sticking to a regular bed and wake time schedule, including weekends. They also recommend creating an environment that is cool, quiet, comfortable and dark. If light is spoiling your sleep space, invest in room darkening or blackout cellular shades to block out the light. Finally, keep the gadgets out of the bedroom as much as possible. Computers, tablets and cell phones distract you from the task at hand: a good night's sleep.

4. Renewal: Plan regular vacations, social outings and personal time. Whether it's a massage, Frisbee golf with the guys or a week-long camping trip, detaching from the daily grind altogether for substantial pockets of time is key to replenishing your physical and mental energy. In the "The Power of Full Engagement," the authors redefine the old paradigm of "downtime is wasted time" to "downtime is productive time." Use your downtime wisely by doing something fun.

Bottom line, don't throw away your precious time management tools and apps just yet. But do make your physical well-being a top priority and start to take note of how your energy levels impact your focus and productivity. It's worth the time.

Got any tips that work for you?  I'd love to hear them.

Your Digital Personal Assistant: 5 Apps to Improve Productivity

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“Work smarter, not harder” may be a worn cliché, but until the earth slows its orbit and we all get that 30-hour day, any tool that can improve productivity is worth looking into. There are plenty of apps that claim to increase efficiency but wading through the sea of useless products to find a few truly helpful ones is one more chore to add to your never-ending to-do list.

Lifehack.org recently posted an article on Bob Parsons' 16 rules for survival. As the founder and CEO of GoDaddy, the largest registrar of domain names in the world, businessman Parsons knows a thing or two about productivity. His rules centralize on the importance of advancement and management. What better way to help with that than some of the best personal assistant apps available?

Dragon Mobile Assistant

How much more could you accomplish in a day if you had an assistant? Especially one that worked for free and was available 24/7? Dragon Mobile Assistant, compatible with Android and iPhone, is the next best thing. It lets you schedule appointments, speak to text, make calls and update your social media accounts all with voice command. The app will also read aloud your incoming messages and calls. Dragon Mobile Assistant has been updated with several new features including Driver Mode Auto Detect which automatically switches to hands-free and eye-free mode when it detects you’re in a moving vehicle.

Expensify

Expense reports are one of the most dreaded, time consuming and necessary tasks an entrepreneur needs to stay on top of. Expensify makes it easy to capture and organize receipts, mileage and all your billable expenses without the hassle of paperwork. With Expensify you won’t waste one more minute tracking down misplaced receipts. The app is free and available for Windows Phone, BlackBerry, iPad and iPhone.

My Sticky Note

No pen? No paper? No problem if you’ve got My Sticky Note for BlackBerry. My Sticky Note is free and keeps track of all your million-dollar ideas, random reminders and last minute schedule changes. No more time wasted because you forgot an important detail. This app lets you place a note directly on your home screen so there’s no way you can miss it. You can also customize the font, color and size to make it most functional for you.

LastPass

Nothing slows down productivity like waiting for the email that will allow you to change a forgotten password, again. LastPass is a free app that securely and automatically stores passwords for all of your accounts, and as a busy entrepreneur, that can be a lot. It’s safe, easy to access, and according to the LastPass site, the app gets top ratings from companies like Lifehacker, PC Mag and CNET. LastPass works with Windows, Linux and Mac.

Coffee Break

Sometimes you get so busy you forget to have lunch, but that doesn't automatically equal productivity. U.S. News reports that taking short breaks approximately every two hours can actually make you more productive. After a quick walk, a healthy snack or a drink of water you can return to your work with a fresh mind and actually get more done during the day. For $3, Mac users can be reminded when it’s time for a short break or to take lunch with the Coffee Break app.

It’s up to you to make little decisions that ensure the success of your business. Using technology to improve productivity is one of the smartest decisions you can make. Apps that increase efficiency and improve production are like money in your pocket.

 

New Help for Old Project Management Problems

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Over the years, I've done a lot of jobs.  One thing that's remained constant: Effective project management - especially in a team-oriented project - can mean the difference between success and failure.

Once the project and budget have been approved, the real work of project management begins. Tracking the project tasks and communicating with the team are ongoing efforts that every PM faces. For some time, a PM has had to rely on the same set of tools. With the latest cloud technology, software as a service (SaaS) solutions are available to help the PM stay more organized and connected with the team.

Netsuite

According to PR Newswire, Gartner research states that almost 50 percent of manufacturers will be using some form of SaaS by 2015. Netsuite is a cloud-based resource management system that provides leaner manufacturing and resource planning to stabilize your company. It gives you visibility across the business in real-time. With this level of visibility to the various processes, you have better manufacturing resource planning and management. You can pay close attention to forecasting and inventory management. Netsuite gives you demand planning capabilities to create a more finely tuned forecast. Using sales projections, trends, seasonal fluctuations and historical data, you can come closer to your on demand inventory needs.

Asana

This tool provides a lot of organizational flexibility. The PM has various ways of slicing-and-dicing multiple projects and teams to allow better collaboration and communication. The PM has control over how workspaces, projects and tasks are organized for visibility and easier tracking, according to lifehack.org. Workspaces are work areas that can contain one or more projects and tasks. They can be shared with multiple people. Multiple workspaces may be created to reflect different areas of focus. One workspace could be created for a new-product development effort and another for marketing campaigns for an existing product.

Projects are created within workspaces and can be either public or private. A public project may be accessed by everyone who has access to the workspace, like when you need the entire team to access smaller projects for only a subset access.

Tasks are the work units of a project and they also can be created as public or private. The comment system within tasks allow a greater collaboration between the team members without relying on email. A project history of task communication can be stored this way.

Once a project manager understands how to set up workspaces and projects in Asana, it can become a tool to make collaboration, communication and tracking easier for the PM.

Smartsheet

Smartsheet is structured like a spreadsheet with rows and columns and is flexible and customizable that integrates with Google Docs. This is a good choice for specific project management needs that other solutions don't offer. Spreadsheets can be organized in folders or workspaces. Each sheet can be shared with multiple people. The reporting capability is more than just formatted output. Reports can be made to be drilled-down into or used interactively, such as in what-if scenarios. Smartsheet is supported by a number of articles, videos and tutorials. There are webinars available to learn more about how to customize the product to meet your needs, according to reviews.com.

Google Docs

If you are on a limited budget, or if you need a minimal project and resource management system, Google Docs may have enough capabilities for you and your team. This is a hybrid office automation system with word processor, spreadsheet, graphics capabilities and the ability to collaborate on documents. While not organized specifically for the PM, the pieces manage a small project. Just don't expect automatic Gantt chart creation or resource leveling across tasks, according to lifehack.org.

Project managers have dealt with tools that came out 20 years ago or more. Even updated, they don't take advantage of the features that the cloud offers. These tools give the PM more flexibility and choices on how to set up and manage their projects.

Those are a few options, in a nutshell.  If you're using something different that you absolutely love, or you have real-world feedback on any of these options, please leave a note in the comments..