Your Digital Personal Assistant: 5 Apps to Improve Productivity

“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

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..

The Perils of Cloud Apps

In the past month or so, a couple of cloud applications announced they were pulling the plug:  Google Reader and Astrid (a cloud-based task management application, which was purchased by Yahoo).  Luckily, both of these gave plenty of lead time to their users and provide ways to export their data for migration to other services.

​But what if your cloud app disappeared without any warning?

What are some things that can help you if a cloud application disappears out from under you?  Here are some things I thought of - if you have others, please leave them in the comments.​

1. Openness: Applications that use open standards or output formats make it easier to move from one service to another.  
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   ​For example, Google reader supports OPML (for input and output), making it easy to import and export feed lists from one program or service to another.  In many cases, data can be exported to CSV (Comma-Separated Value) format - not a fancy format, but very broadly supported.
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   ​The main thing?  Figure out how you would move out before you move in.
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2. Backups:  It's OK to rely on a cloud application, but don't be too trusting.  Periodically make copies of your data and store it in a safe place outside the cloud application.  The frequency, number of versions, etc. should be driven by the value of the data you're storing in the cloud app - the more valuable (or the harder to recreate), the more you need to increase the backup frequency, number of backup locations, and version depth.
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3. Look for offline / "permanent" options, or hybrid solutions:  Some cloud applications have local clients that cache / synch data locally.  Often, this feature is present to allow offline access to the data, but it also provides security if the cloud app is unavailable, or goes out of existence.
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4. Backups, backups, backups: I mentioned backups before, but I'm serious - having a backup is your best bet in case the unexpected happens.  You may even want to go as far as printing out some of the data (or printing it to a PDF) as an extra precaution.
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5. Pay for your service:  These days, I am more open to paying for a service that I like under the naïve assumption that if I pay the vendor for their service, they are more likely to keep providing the service.  Even if there is a free option, I often pay for services that I find to be "indispensable" - Evernote is one such example.
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   ​Of course, that isn't always a guarantee - I had a paid Premium subscription to Astrid, and they're still shutting down the service due to the Yahoo acquisition.  Of course, they'll be giving me a refund for the unused portion of the subscription, but I'd rather have the service.

Those are just a few tips that come to mind - any other lessons learned that you care to share?  If so, leave a comment.​ 

Make your own backpack file folders

I have a few travel bags I like to use, and one of them is a backpack (it's the one at right - I like it because it has a laptop sleeve and an iPad slot).  The problem is, when I first started using it, I'd put my folders into my backpack, where they only fit in sideways and all my stuff would fall out ​and get all mixed up in the bottom of the bag.

A long time ago, I saw some backpack-friendly backpack folders, but I haven't been able to find them in the recent past. So, I decided to make my own.​  I experimented with several approaches and thought I'd share what I learned with you.

Find the right folder

I tried several approaches:

1. Folder jackets:  These are essentially sleeves that you put your folders in or use as standalone pockets. They are slightly larger than normal folders, and only open on one side.  They worked OK, but I found I had to remove them from my backpack any time I wanted to put something in, or take something out.  I still use one of them for supplies (post-it notes, notecards, stamps, extra business cards, envelopes, pen refills, etc.) and it works fine for that purpose, as I don't have to get at those items very often.
2. Paper folders: These work OK, but don't last very long.  The seams give way much too soon for my tastes.​
3. Plastic folders:  These are excellent.  The best I've found are the GTD folders from David Allen Company - they are heavy duty plastic and I've been using the same set for about 4 years now.  I tried other, lighter weight plastic folders from office supply stores but they weren't tough enough.​  The David Allen folders are  color-coded, very sturdy, and come in both A4 and US Letter sizes.

Plug the leak

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Once you have your folders, you need to "plug up" one side of them so they contain your papers, cards, etc. when they are put in your backpack sideways.  To do this, you simply close up one side with tape.  My first attempt was on my Inbox folder (at right) and I used duct tape - at the time, all I had was teal-colored tape.  This worked fine, but I have found that the duct tape tends to peel sometimes or stick to other things.​

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For the rest of my folders I used heavy-duty, clear packing tape, which is now my favorite.  This is the thicker variety of tape that feels more vinyl-like than plastic.  It lays down flat, and is very strong.​   Cosmetically, the clear tape is more appealing - as you can see in the picture of my Receipts folder, below - the clear tape is on the right, and you can barely see it.

When you apply the tape, keep the edges of the folder together pretty tightly - if you leave a gap, you'll expose some adhesive and it will stick to your papers and attract dirt & paper dust.  ​

Label for easy filing

The final step is to add labels so you can tell which folder is which while they are safely tucked into your backpack.  I used my label maker to create small folder names (the names match the names on the "normal" folder tabs on the long edge.  I put them so I can read them while they are in my backpack and simply slip items into the proper folder without removing them - this is particularly handy for my Receipts folder and my Inbox folders.  See below for an example of how easy it is to read them from the end when you use this approach.​

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​So, there you have it - easy, do-it-yourself folders for your backpack.  By the way, when I use my "normal" briefcase, I use these exact same folders.  They work just fine with one side taped up.

How Does Sir Richard Branson Forge Innovative Paths to Extreme Success?

​I have been fascinated by the enigmatic Sir Richard Branson for a long time.  He lives with a lot of flash, and seems to have his hands in all kinds of business (in a very interesting variety of areas) and I've discovered that he has a very interesting background and life philosophy.

Branson recently became the most followed LinkedIn Influencer with 1 million followers, passing President Obama.  He is founder of Virgin Group, a thrill-seeking adventurer and he loves his mum.  In fact, he says the best advice he ever received came from her: "Have no regrets."  In an interview with LinkedIn, Branson says his mother "starts more new projects in a week than most people do in a year."

In other words, don't waste time looking back on failed projects.  Spend that time developing new ideas.

In his recent book, "Screw Business as Usual," Branson sums up his formula for success with a few simple ideas that incorporate passion, belief (confidence), perseverance, listening and having fun.  Oh, and delegating—one of the hardest things for a leader to do.  Balance good work with a good life and you, too, could be sitting pretty on your very own Caribbean island.  Branson named his Necker Island. What will you name your island when you get it?

Big Ideas = Big Risks

Branson encourages you to dream so big you have to catch up with yourself. When you have developed a plan for your idea, follow through with it no matter what it takes. You can't succeed if you don't try—a simple statement that has enormous impact.

If your risk takes money that you don't have, cut costs whenever possible to make your idea happen.  Market online through social media, reuse paper, print business cards for less, eat your leftovers, recycle cans & bottles for the deposit, save your change.

Reputation is Everything

Being controversial isn't always a bad thing. Richard Branson signed the Sex Pistols to his Virgin Records label after the punk band was dropped by other labels for the members' mayhem and debauchery. When other businesses are fearful of taking risks, step in and cash in the opportunity. If it blows up in your face, move swiftly onward and learn from your mistakes. But don't look back with regret or Mum Branson will be disappointed.

Move Swiftly

Act big on your dreams. Branson never had a journalism degree, yet he started a magazine. He never took a business class, yet he's one of the most successful and influential businessmen in the world. "Forbes" reports he's the fourth wealthiest person in the U.K.

Give Back

Richard Branson recently joined the Giving Pledge, where the world's wealthiest people—a total of 105 families from nine countries—make an agreement to donate half of their wealth to charities around the world.  Branson and his wife Joan are quoted on the website saying they would like the Virgin Group to help make a difference in the world; to address issues that allow business, government and not-for profit companies to join together creating a healthy, equitable and peaceful world.

Team Spirit

Encouraging a sense of togetherness that resembles a "daytime family" is top priority in Branson's companies.  In the Mojave desert, the Virgin Galactic team is building spaceships on a mission to take people to the moon for $200,000 a ticket.  It's a delicate venture building aircraft for these missions.  But faith, family, dedication, good health, kindness and hard work prevail.

Never Give Up

There is always something big out there for you.  If a business opportunity doesn't turn out as you had hoped or planned, keep on the path toward one that does.  Never give up.