Re: New Website Project
Re: Fwd: New Website Project
Re: New Website Project
Re: Re: Fwd: New Website Project
Re: Call Your Mother
Re: New Website Project
Re: Re: Fwd: Re: New Website Project
Re: Fwd: Re: New Website Project
Offer: Don’t Make Me Think by Steve Krug

And this is just the first 30 minutes! In my experience, using email for this sort of communication is the norm. All the information and data related to the project is sent via email:

• Questions related to the project
• Updates on the status of the project
• Attached documents related to the project
• Deadlines for the project
• Reference materials for the project

This ultimately leads to your email inbox turning into a repository of information related to many different projects of which this is just one. This brings many challenges including:

• Email was designed for notification so searching it is generally frustrating
• Email often not backed up to prevent data loss
• Email databases struggle to handle the increase in size this task requires resulting in technical difficulties
• Email subject lines are often vague and out of sync with the actual message contents
• Purging old information after a project is complete is very time consuming
• Accidental deletion, spamboxes, and mailbox quotas cause a myriad of resends and repetitive work

Do I need to go on?

We have all experienced this but find ourselves drafting the accouncement email with all the milestones, some of the tasks, and adding our team to the CC: field again and again.

Imagine never having to ask “Can you resend me that file again? I think I deleted it” again. Imagine being able to see status automatically based on what has actually happened, not what someone says has or will happen.

The answer is Basecamp. I hesitate to call it project management as it might scare you off with nightmares of MS Project and Gantt Charts. It is the most accessible and simple way I have found to manage lots of tasks, people, deadlines, and copy.

For example, let’s say you want to find the web design 2 revisions ago that was emailed to you and your team. You deleted it as it has a 50MB attachment and you knew someone else was worrying about it. Now you need it so:

1. Send an email to your 3 other team members and ask them if they have the web design file from an email 2 revisions ago.
2. Your team members each spend their time searching their inboxes to find the 200 emails with “New Website Project” in the subject with an attachment and then find the one with a Photoshop file from 2 revisions ago.
3. Each team member that finds something sends you an email with a 50MB attachment and asks “Is this it?”
4. You then receive the emails, open up each of the files and try and compare which one is the right one.

Total time for 4 people involved: 2.5 hours

Let’s imagine you were using Basecamp to manage your project and you need to find the web design 2 revisions ago. You would need to:

1. Log into Basecamp
2. Navigate to the project called “New Website Project”
3. Click the Files tab
4. Click the Web Design file and download the one from 2 revisions ago.

Total time for 1 person involved: 10 minutes

This is just one example, my next posts will talk about the specific features Basecamp offers and how to benefit from them by using them strategically.

– jc

I had client meetings with others in Pasadena, Philly, Seattle, West LA, and Florida this week. All without driving anywhere past my nearest EZ Lube, Starbucks, or Coffee Shop.

You are feeling the pain of this economy and so am I. Even $50 a month saved can make a significant difference if used effectively.

I am in the business of helping make others successful so here is what I do to remain competitive as a small business owner and entrepreneur. I coach, train, and support others as they walk down this journey toward competitive advantage with technology.

Vons, EZ Lube, Hospitals, & Apple Stores: Unexpected Resources
Once you commit to mobilize your office, remaining connected on the go becomes a much higher priority. It used to be that this lifestyle required a cellular card for your computer that could run up to $100 or more per month.

Not so today where you can actually reduce costs by getting out of the office.

This is possible because most business needs some form of Internet access. Many businesses don’t utilize the bandwidth they pay for or want to provide an incentive to visiting customers who may have to wait for services such as EZ Lube. These businesses setup a wireless network that their customers – and you – can access easily with any portable computer with a wifi card. All macs and most other portables sold in the last three years have these built in.

So, once you know Internet access is available in the wild, the next step is find it when and where you need it on the go. Most computers will have utilities that automatically search for networks you can join. If you want to plan ahead or get more info, here are some tools I use that will get you started.

• The iPhone Jiwire Page is an iPhone formatted web page at http://iphone.jiwire.com that allows a quick lookup by address or area code. It has links to maps and contact information to help you check hours and locations via map. Just point Safari there and bookmark it or save it as a shortcut in your Applications screen.
• WiFinder.com is a great service that lets you type in an address or zip code and set a radius – say five miles – to search in. It provides an integrated Yahoo map and contact inforation for locations.
• Wi-fiHotspotList.com provides the usual data but allows you to limit results to a provider such as AT&T. It providies an integrated MapQuest map.
• YouCanWorkFromAnywhere.com provides a great list of additional resources so you can be prepared and realize the benefits of working from anywhere.

In addition to the free and paid wifi hotspots listed above, the FCC is considering creating nationwide wireless with a newly released band of spectrum.

Your comments are always welcome below and please let us know if you have found a tip that worked for you.

See you in Starbucks,

p.s.
That $50 could get you 60 mins of coaching to give you the confidence and skills to not just survive but thrive.

I had client meetings with others in Pasadena, Philly, Seattle, West LA, and Florida this week. All without driving anywhere past my nearest Starbucks or Public Library.

You are feeling the pain of this economy and so am I. Even $50 a month saved can make a significant difference if used effectively.

I am in the business of helping make others successful so here is what I do to remain competitive as a small business owner and entrepreneur. I coach, train, and support others as they walk down this journey toward competitive advantage with technology.

An Email Revolution
Email and text based communications are becoming the most critical forms of communication today. This can cause an overwhelming deluge if not managed well. I will offer a few suggestions based on what I have found to be successful.

A Real Estate client of mine was using a popular service for hosting an MLS integrated website for listings and news. This service also came with email at their domain which really filled a need. The drawback was that email had to either be read via a web browser like Firefox or downloaded to their local machine via Post Office Protocol, or POP, which deletes the message on the server once saved for a time on their local PC. Both of these methods can be very slow and are cumbersome if email is going to be used on more than one device such as two computers or a mobile phone and a PC (read: say no to email syncing between machines).

Given the larger service area many Realtors and agents are covering, getting email on a mobile device is almost standard.

I made the jump for myself earlier this year and enabled my client using the same technology.

The key solving this problem begins with how email is able to be accessed. I mentioned POP earlier as it acts like a Post Office. You go in, get your mail, and take it home. Another method is Internet Message Access Protocol, or IMAP for short. Much like a Public Library with books, IMAP lets you can go in and view messages by title and then open up the one you want to read without saving them to your local computer.

This enables you to have any number of devices such as a Treo, Peek, Blackberry, iPhone, Laptop or desktop PC have equal access to your email without worry that any will be out of sync with the others as long as you use IMAP.

What is a revolution here is how accessible this has now become.

In 2006, you either had to go along with whatever email system you had or hire costly IT help to setup a new mail server for you and manage it over time.

Not so any longer although their oversight is recommended.

• Google Apps for my Domain is a service that can enable IMAP for free for your organization. A simple setup process creates the account and you just need to forward a couple ways to verify ownership of your domain to your IT team, setup your users, and update the DNS or behind the scenes routing of messages.
• Email friendly devices such as an iPhone, Blackberry, or Peek can use this new server to access email from any location and any changes you make to messages will be reflected on your computer.
• Embracing SMS texting from your phone will give you greater communication opportunities with successful folks in the younger generation (generally < 35) and is much faster than email.

There are numerous how-to guides on the web for setting up Google Apps for email.

I will talk about shifting free consulting and when free is expensive in future parts so stay tuned.

Your comments are always welcome below and please let us know if you have found a tip that worked for you.

To your success,

p.s.
That $50 could get you 60 mins of coaching to give you the confidence and skills to not just survive but thrive.