Pro Blog Service

You are here: Home / Archives for All Posts / Productivity

Productivity

By

Ten iPad Business Apps You Need That Aren’t Evernote or Dropbox

If you’ve got an iPad, you’ve no doubt visited the App Store, and checked out one of the “iPad Essentials” lists for business, productivity, music, or any of the other must-have apps.

You’ve certainly read all the “Five (or Ten) Must-Have iPad Apps for Business Productivity” that all say you need Evernote, Dropbox, and the Kindle Reader. In fact, if those were the only articles you read about your iPad, you’d think there were only five apps ever made for it.

And because I’m tired of the same retreaded crap that appears in most 101-level articles, I tried to come up with ten iPad Business apps that are not Evernote or Dropbox.

iPad Screen Shot

  1. Type on PDF: This iOS app lets you open a PDF and type on it or sign it. If you’ve ever received a PDF without any form fields, but have Adobe Acrobat, you can drop in your form fields, fill it out, and send it back. Type on PDF lets you do this without using (or even owning) Acrobat on your laptop. The interface is a little cumbersome, but it sure beats messing around with Acrobat just to fill out a simple form. You can also add photos and draw on your PDFs.
  2. Docusign: If you just need to sign PDF documents, like a tax form or contract, use Docusign. I upload contracts and use it to get signatures from new clients. It can import documents from Dropbox, Google Drive, Box, Evernote, and Salesforce, plus many others. Create your saved signature and drag it on to any document that needs it. It works just like Type on PDF in that it also lets you add text boxes, but it’s a little harder to do.
  3. Feedly: Now that Google Reader is going away, the big question is what feed reader should people switch to. I like Feedly because it works on my Android, my iPad, and my MacBook. It has a magazine-like layout, which makes it work more like Flipboard, but it imported my entire Google Reader account. Ziin is another possibility if you don’t like Feedly.
  4. Chrome: If you’re a serious Chrome user on your Mac or PC, you don’t need to give up the interactivity. Chrome for the iPad has saved my bacon a couple of times. For one thing, it syncs up all the passwords and bookmarks from my MacBook, which means I can use my iPad to access a website when I don’t have my laptop handy. For another, I can sync up open tabs from laptop to iPad too. That way, if I want to read something later, I just leave it open as a tab on my laptop, sync it, read it, and shut it down.
  5. Penultimate: Alright, I lied a little. There is something from Evernote on here, but it’s not actually Evernote. Penultimate is the pen-based note taking program. You can handwrite notes (which are searchable both in Penultimate and on your Evernote, regardless of where you use it), sketch ideas, and even color. But if you’re going to whine about it, then I’ll suggest Bamboo Paper from Wacom instead. It does the same exact thing, including sync up with Evernote. Both programs are available inside the Evernote Trunk.
  6. Moleskine: Another note taker, especially if you don’t want to use Evernote, or if you’re a Moleskine junkie. This is a typing and handwriting note taker, which lets you merge and upload notes as you take them. It’s especially cool if you don’t like the iPad Note’s yellow legal pad and cousin-to-Comic-Sans font.
  7. MindMeister: A great tool for visual thinkers whose ideas and brainstorming spans outside the traditional item-by-item of the list. Sketch out your ideas and create diagrams to illustrate them, then upload them to the MindMeister.com website for further access and sharing. MindMeister has a free version and a paid version.
  8. Drafts: A straight up text-only typing program, Drafts uses Markdown language for formatting. Markdown language is the big new formatting and writing language that’s used for cross-platform tablet writing. If you know it — and it’s simple to learn — you can write blog posts and articles on your iPad, and format them by surrounding headlines, bold, and italics with +’s and *’s. You can then upload the articles to your blog or website. I’ve used it to cover WNBA basketball games in the past, and may give it a shot at the Indianapolis 500 this year.
  9. Countdown Star: I have to confess a family tie here: my brother-in-law created Countdown Star. It lets you set times and dates of special events, like holidays, conferences, birthdays, and anniversaries, or other important dates like the one I entered, “Pitchers and catchers report.” Countdown is available in a free or paid version, and works on iPad and iPhone.
  10. News Republic: If you read a lot of news, you have a couple choices: tap through different news apps like NPR, USA Today, and your local news apps, or scroll through News Republic. This app pulls in news stories from all over in a variety of different topics, including news, politics, sports, science, tech, and entertainment, plus others. It’s a nice alternative to Flipboard because it gathers from news sources I’ve never even heard of.

So how’d we do? Any apps you’ve never heard of? Any good ones we missed? What outstanding iPad business apps do you use that don’t appear on any “Essential Business Apps Everyone Has Already Heard of” list?

By

Our Content, Like Our Music, Sucks: Challenge Your Thinking

Maybe it’s because I’m getting older, but today’s music isn’t as good as it was when I was growing up. It lacks soul and depth and is not nearly as good as the stuff I grew up listening to.

My parents said the same thing about my music, only I have science to back me up.

According to a new study from Scientific Reports, researchers performed a quantitative analysis of nearly 500,000 songs. What they found is that since the 1960s, music has decreased in timbre (sound, color, texture, and tone) and pitch (chords, melody, and tonal arrangements). What it has increased in is loudness.

Ourorboros, the snake that eats its own tail.
This is the Ouroroboros. It’s also how we’re coming up with new content ideas.

It’s understandable. Artists like the Beatles, the Rolling Stones, Led Zeppelin, and Jimi Hendrix were pioneers in music. What they did took real artistry. But as record companies decided what we would hear on the radio, and signed artists who are marketable rather than talented, music has become so homogenized, groups like Nickelback are considered “pretty good,” while songs like “Call Me Maybe” and “Baby” go gold.

If you’ve ever thought today’s music all sounds the same, you’re right. And it’s not because you’re getting old.

 

It’s Happening To Our Content Too

This sin of sameness is happening to the rest of our popular culture. Movies are predictable and identical — hell, they’re remaking movies that aren’t even 30 years old. Books are formulaic and characters are painted from the same palette (food-obsessed mysteries starring female detectives who are also chefs and have rich divorced friends overrun my library’s shelves). Every TV comedy tries to be Friends or Cheers.

Even the online content we create resembles each other’s.

Part of this is just the sheer coincidence of big numbers. If you and I each write a blog post about blogging lessons we’ve learned from watching Tennessee Tuxedo, that’s a pretty big coincidence. Until you realize that with a few million bloggers, it’s more surprising that two people don’t write about it.

A bigger part of this is laziness and a lack of creativity.

Too many of us draw inspiration from each other, like some Ouroboros. David writes something that Sheila likes, so she writes about it. Helen likes what Sheila wrote, so she responds to it. Meanwhile, Steve is inspired by Sheila and writes his own interpretation. Of course, David is a big fan of Steve’s, so. . .

Ouroboros. The snake that eats its tail.

Very few people are able to come up with a shiny new idea at all, whether it’s movies, books, TV shows, or blog posts. As Mark Twain said in his biography:

There is no such thing as a new idea. It is impossible. We simply take a lot of old ideas and put them into a sort of mental kaleidoscope. We give them a turn and they make new and curious combinations. We keep on turning and making new combinations indefinitely; but they are the same old pieces of colored glass that have been in use through all the ages.

 

Be Original. Everyone Else Is.

It’s not that we shouldn’t try. It’s not that we should give up. But we should be willing to experiment. We should be willing to break out of the rut so-o-o-o many of us are in. Stop trying to win readers and increase traffic. Start writing stuff that’s interesting to you and makes you happy.

Be a pioneer. Take the road less traveled. Boldly go where no one has yada yada yada.

For one week, stop reading other people’s stuff. Stop being inspired. Stop seeking new nuggets of wisdom in other people’s rivers. Turn on the creative faucets, put on your thinking socks, and come up with some of the wackiest shit you can, and see what you can do with it.

  • Everything I Needed to Know About Networking I Learned From a Banana
  • What Baseball and Corn Flakes Have in Common
  • What My Day Would Be Like if I Had No Personal Gravity

Turn your idea into a 300, 400, or 500 word blog post. Don’t write it to appeal to readers. Write it to stretch your thinking. Write it to find new connections and patterns where you’ve never seen them before. Write it so you don’t sound like every other blogger and content creator trying to jump on the latest Twitter hashtag, hoping to eke out a few extra readers.

Be yourself. Better yet, be someone you haven’t been yet. Come up with the weirdest idea, turn it into a blog post, and then leave a URL in the comments section.

Let’s see what you got.

Photo credit: Leo Reynolds (Flickr, Creative Commons

By

Stories of Rejection to Soothe the Artist’s Soul

Yesterday, I wrote about how it’s a good idea that some people quit their art after receiving a couple of rejections.

If you really love your art, you won’t let a few haters keep you from it. That’s because it’s a passion, not a daydream. It’s not a whim. It’s not something you do during commercials. It’s what you do instead of everything else, every day.

If you’re easily persuaded to quit, just because someone somewhere didn’t like what you were doing, then quit. Quit now. Quit wasting your time in pursuing something you don’t really love, just because you thought it “sounded neat.” Save the rest us the hassle of climbing over you later.

railroad spike
One of these things could hold a ton of rejection letters.

For the most part, the editors, publishers, and judges are pretty smart. They’re not know-nothing mouth-breathers. They know what their publication or venue needs, and they know you’re not the one to fill the spot they have open.

But occasionally, there are those who, well, pass up a good thing, and will be remembered long after they die as the poor schlub who let [insert blockbuster artist here] slip through their fingers. These are some of the stories we writers tell ourselves to make ourselves feel better after receiving yet another rejection:

  • Stephen King used to hang rejection letters on a railroad spike, because there were so many of them. After he became famous, he found an old, rather nasty rejection letter. He pulled out the original story, which was not very good, and sent it back to the same magazine that had rejected him. They were so excited to get a story from the master of horror, that they made sure it got into the next issue, and emblazoned his name on the cover.
  • F. Scott Fitzgerald’s The Great Gatsby was once rejected with the line, “You’d have a decent book if you’d get rid of that Gatsby character.” The Great Gatsby went on to be published, with that Gatsby character intact, and is now ranked #2 in Modern Library’s 100 Best Novels of the 20th Century
  • My favorite book, Catch-22, by Joseph Heller, is #7 on Modern Library’s list. But it was rejected by several publishers, including one particularly facepalming line, “I haven’t the foggiest idea about what the man is trying to say. . . Apparently the author intends it to be funny — possibly even satire — but it is really not funny on any intellectual level.”
  • Speaking of Stephen King, his book, Carrie, was rejected with the line, “We are not interested in science fiction which deals with negative utopias. They do not sell.” I always love to hear from editors and producers who “know” what the public wants, only to find out they have absolutely no clue.
  • e.e. cummings’ very first work, The Enormous Room, is considered a masterpiece of modern poetry, but it very nearly didn’t see the light of day. cummings had to self-publish the work, because it was rejected by 15 publishers beforehand. But he at least dedicated the book to the 15 publishers who thought that his work wasn’t good enough.
  • J.K. Rowling was rejected by 12 publishers before Bloomsbury agreed to publish Harry Potter and The Philosopher’s Stone. And they only accepted it because the chairman’s 8-year-old daughter had been given the first chapter to read, and then demanded more. Bloomsbury auctioned the US rights to Scholastic for $105,000, and then Rowling went on to make more money than the Queen of England, over $1 billion. Meanwhile publishers like Penguin, HarperCollins, and TransWorld had all turned the book down because it was 120,000 words long.

In doing my research on this post, I found something interesting, and the biggest, most important lesson out of all of this for us artists: James Joyce, like every other artist, had received many rejections over his career. Dubliners was rejected more than 20 times. But more importantly, A Portrait of the Artist as a Young Man (#3 on the Modern Library list) was only published after he re-wrote it several times.

That’s the key.

Joyce reworked and reworked one of his most famous novels many times before it was finally accepted. While artists like to console themselves with stories about Stephen King and J.K. Rowling, and the idea that our original work is an undiscovered masterpiece, the more common outcome is that we have to take Joyce’s path and rework and redo our original work several times before it meets the acceptance of someone who’s willing to pay for our efforts. We like to think that the people who turn us down are idiots, but with a few exceptions, they know what they’re doing.

The Stephen Kings and J.K. Rowling’s of the world are, quite literally, one in a few million. They’re the outliers.

For every Stephen King, there are tens and hundreds of thousands of manuscripts editors will encounter over their lifetime that are an absolute waste of paper. So if you were rejected by a publisher, call them all the names you want in your own home, but never write back and tell them how stupid they were.

Brush yourself off, rewrite your manuscript again, and find another publisher.

Do as Frank Sinatra said, and live the best revenge through massive success, so that one day, your name and your editor’s name will be put on a list like this.

Photo credit: wizetux (Flickr, Creative Commons)

By

If Rejection Makes You Quit, Good.

Back in 1994, when I was first starting my humor writing career, I had been included on a guy’s website that listed funny writers on the Internet. A few months later, when I was checking the site again, he had removed me from his list.

When I emailed him about it, he replied, “Because I don’t think you’re that funny.”

My first reaction was “well, f*** you!” But I didn’t say that. I said it a lot to the computer, and vented to another humor writer about it, but I didn’t tell him what a little twit he was. I swore I would “show that humorless little bastard who’s funny,” vowing to become the funniest newspaper humor columnist this side of Dave Barry.

Then I did something even better. I outlasted the guy. I worked and honed my writing and my humor year after year. The humorless guy killed his page after about 12 months, and was never heard from again.

But it did hurt my feelings. It made me feel like I wasn’t very good at what I loved to do. But the one thing I never did was quit. I never stopped writing humor. (Mostly because I was so full of myself, I believed the guy was an idiot, and that I was better than he thought. So quitting never actually occurred to me.)

But regardless, that’s the pivotal event that every artist faces: the successful ones keep going, the wanna-bes and poseurs quit and go through the motions.
 

Rejection Does Not Mean the End

I hate watching American Idol and X Factor because so many people see their rejection as the end of their career, sobbing that this was their one and only chance at stardom.

How asinine are these people? If they were true artists, trying out for a TV show would be just one rejection of many on the road to success. The true artist would shrug his shoulders and say, “Oh well. I’ve got an audition at Cadillac Ranch I have to get to.” But these morons sob like it’s the end of the world and they give up on a dream that was nothing more than a flight of fancy.

That’s how you can tell the difference between a real artist and a poseur. The real artist does their art every day. The poseur waits for inspiration, which comes every few days, but only if they have time for it.

The poseur has plenty of time to stew over the sting of this new rejection; the real artist barely has time to think about their successes, let alone being passed over by the mouth-breathers who wouldn’t know real talent if it kicked them in the ass. (Not that I’m bitter or anything.)
 

That Which Does Not Kill You Makes You Stronger

If you quit your art because someone didn’t like what you did, you weren’t that serious about it in the first place.

There are plenty of people who quit pursuing what they think is their dream after they receive a couple rejections, believing they’re at the top of their game after a few short months, or even a year or two. They get voted off the show, turned down, or otherwise rejected, and they’re done.

In his book, On Writing, Stephen King tells a story about how impaled every rejection letter he received on a nail. It eventually became so full, and the letters weighed so much, he had to replace it with a railroad spike. This is the guy who has published thousands of novels and a kajillion words. And he was rejected so much that he needed an industrial-sized rejection letter holder.

But he never quit. Never, ever. And now he makes millions of dollars scaring the bejeezus out of millions of people.
 

We Need Rejection to Weed Out the Poseurs

If you really love your art, you won’t let a few haters keep you from it. That’s because it’s a passion, not a daydream. It’s not a whim. It’s not something you do during commercials. It’s what you do instead of everything else, every day.

If you’re easily persuaded to quit, just because someone somewhere didn’t like what you were doing, then quit. Quit now. Quit wasting your time in pursuing something you don’t really love, just because you thought it “sounded neat.” Save the rest us the hassle of climbing over you later.

But if you’re serious about it, you can get discouraged, you can get sad, you can think the other person is a big stinky jerkface. We all have those moments. We all think the people who told us “no” are know-nothing mouth-breathers.

The difference between the serious artist and the poseurs is that we don’t quit when we get rejected. We impale the rejection letter on a spike and start on the next project.

By

Reaching Inbox Zero in Five Simple Steps

Inbox Zero. It’s the holy grail of anyone who uses email as a primary form of communication. My inbox is empty right now. Completely empty. It took months to get there, mostly because I kept letting it get filled up again with complete crap. It will probably get full again, but my goal is to keep it below 10 as much as possible.

If you’re like me, you treat your inbox like a to do list. If it’s in there, it’s an actionable item, and you’ll leave it there until you can cross it off your list. (Because otherwise if you delete or archive the email, you’ll forget to do it.) Then, important emails get buried and you miss out on them.

Here are the things I’ve done over the past few weeks to get to a beautifully empty inbox.

Empty Gmail Inbox, achieving Inbox Zero
This is the most beautiful site these eyes have ever seen.

(Note: I use Gmail and all the Google properties, including Google Calendar and Google Tasks. This has also helped keep me organized because everything is interrelated. Some of this information is based on what I can do with Gmail.)

1) Delete the crap and dreck.

Before you do anything else, go through all your email newsletters, semi-interesting advertisements, and other pieces of information you thought you’d find a few extra minutes to read. If you have’t read it by now, you’re not going to find the time. If it’s an ad, a solicitation, or a special offer you signed up for, get rid of it. This is like junk mail. You wouldn’t keep piles of junk mail and newspapers in your house “just in case,” so do the same for your inbox.

2) Create a label or folder and archive emails.

If you have important emails that you need to save about a certain project, client, or topic, create a folder, and put those emails in that folder. If you use Gmail, create a filter to apply a specific label for that project, client, or topic, and then archive it. When you need to recall it, click on that label, and all those emails will appear. If you store everything in folders, then search through that particular folder.

3) Delete or archive anything older than 2 months.

This is especially important if you’re the kind of person who saves all your emails in your inbox. I’ve known people who have more than five thousand emails in their inbox. Not their entire email folder. Their inbox. There is no reason you have to keep these handy. They’re not doing you any good, because if you’re treating your inbox like a to do list, those action items have lo-o-o-o-ng since expired. Just dump any emails you don’t need, and archive the ones you might.

4) Add actionable items to a to do list.

Copy the important information into the notes. I use Google Tasks, and there is a place for notes with each task. I can also type in specific keywords, the date, and the people involved, so I can search for that particular email later. And by archiving — Gmail has a great searchable archive that makes finding old emails a breeze — I get those things out of my inbox. Similarly, if it’s information I need to keep, I’ll copy and paste it into my Evernote so I can find it later.

If you’ve got stuff you need to take care of in the next day or two, leave those items out for now.

5) Do important actionable items right away.

By this point, you should only have a few emails left — things you have to get to right away, deadlines to meet, answers to send, appointments to schedule. I try to work in 15 minute blocks and plow through as many emails as I can in this fashion. If someone needs a reply, I send it. If I have to read something, I do it fast. Plow through all the necessary items as fast as you can, even if it means scheduling an appointment with yourself to keep that time blocked.

Important: Don’t just file actionable emails into a To Do file. That may be a real Inbox Zero trick, but to my mind, it’s cheating. You don’t just file stuff away to have an empty inbox. You actually do the things you’re getting the emails for. If you can’t do them, leave them in the inbox until you can. But if you feel the burning desire to hit Inbox Zero, then pull the emails into your To Do list, or copy and paste the information into a document on your desktop. But filing for later is not the best option.

To maintain Inbox Zero, I jealously guard my inbox from all intruders, and I treat each one like an incoming task. Here are the ways I get rid of those emails to keep them from piling up again:

  1. Skim and delete newsletters. Unsubscribe from any that don’t catch my interest. If I’ve received it five times and never opened it, I unsubscribe from it.
  2. Respond to easy questions immediately, and archive the emails. If a response is coming back, there’s no reason to keep the email in my inbox. It will pop back in soon enough when the other person replies.
  3. Schedule responses for appropriate times. If you have Outlook, you’ve always been able to do this. I just started using Gmail on Chrome recently, and I got the Boomerang extension, which allows me to schedule replies and responses. If I work ahead on an answer to a client or colleague but they don’t need the answer right away, I schedule my reply for a future delivery, and then archive the email.
  4. Filter particular emails like newsletters I want to keep, and have them delivered straight to a particular folder, bypassing the inbox. Then I can read them when I have the time, but they won’t sit in my inbox.
  5. Ruthlessly delete unnecessary emails. Be a jerk about it. If something doesn’t grab my interest right that second, dump it. I don’t keep it, hoping it will be relevant in a few days. If I really want to keep something, I’ll put it in a special folder called “to do eventually.” I created that folder six months ago, in the hopes that I would find time to go back to those “maybe I oughta” emails, and haven’t pulled anything out of it since. I haven’t missed anything since then either.
  6. Use Boomerang to have emails pop back into my inbox. If I don’t want to add something to my to do list, Boomerang can help. I can archive or hide a message and have it come back to my inbox at a certain time. When it shows up, I’ll deal with it at that moment. This is different from filing stuff into a To Do folder, mostly because I say it is. No other reason.

So that’s what I’ve done to achieve Inbox Zero, and what I’ve been doing to keep it clutter free. What do you do? Do you have any suggestions or recommendations? What about you real Inbox Zero practitioners? What are some of the best ways you’ve found to work clutter free?

By

Five Tips to Being Productive While You’re on the Road

I’ve been traveling a lot lately, with speaking gigs and client meetings, and I’m finding it harder to be productive, especially when these are all day trips, and the time I would normally spend in a hotel or a coffee shop is instead spent driving to or from my events. I’m also a regular entre-commuter, carrying my office in my backpack and working wherever I can find a coffee shop with free wifi.

While days like this mean a lot of evening, night, and weekend work (and a lot less sleep), there are some ways I have found I can still be productive while I’m out and about.

  • Get someone else to drive. When Paul and I drive anywhere, we take turns driving, so the other can get some work done. Get a friend or colleague to drive you to an appointment, or once you’re a big shot making a few thousand bucks for a speech, hire a driver. Do some work while the other person drives, and don’t be afraid to say “I can’t talk right now, I have to get this done.”
  • Keep projects “in the cloud” on your laptop. When we’re driving, I can tether my mobile phone to my laptop and get some very slow, basic wifi. This means that loading websites, answering emails, and writing blog posts is painful and I just give up. Instead, I write email responses and blog posts on my laptop and upload them when I get to a coffee shop or my destination. Since our writers turn in their submissions via Google Docs, I download them before I ever leave, make the changes, and upload them when we get to our next stop.
    • Paul Lorinczi, president of Professional Blog Service
    Paul's working on our new monthly email newsletter.
  • Plan for work breaks. I’m sitting in a coffee shop in Columbus, Indiana, on the way back from giving a talk in Lexington, KY, to write this post, because we had some client work to take care of. Yes, we could just keep going, but we’re about to head north into Indianapolis’ rush hour traffic, and by delaying now, we’ll miss the bulk of the 5:00 rush. It also lets us get some work done so we don’t have to deal with it when we get home. Why slog through rush hour traffic only to do some more work when we just want to relax? Normally, we try to plan a 30 minute break in our longer trips so we can stop off and handle any surprise client requests — publishing a blog post, sending a Facebook message, responding to a tweet — that come in while we’re in the car.
  • Make phone calls instead of emails. My efficiency-expert friends say to stay off the phone and send emails, because I can write a note in two minutes, but a phone call can take 10. But when I’m driving, I’ve got 2 – 3 hours before I get to my location, so why not kill some time on the phone? I get to make that personal touch with people I do business with, and I avoid the 10-email-exchange that we try to do to get a task out of our inbox and into the other person’s. In some cases, a phone call even lets us finish a project completely.
  • Plug your laptop in whenever possible. I’m watching my laptop slowly drain its battery to below 50%, and I remember that I didn’t plug in earlier when I had the chance. Whenever you stop for a quick break (#3), your time and productivity may be limited by the fact that your battery wasn’t charged previously. This also cuts your productivity in the car — if your battery dies, you and your companion are forced to talk about your feelings any topic that randomly comes to mind. One way to avoid this is to get a DC converter for your car, like the truckers use. Get a decent one at your local hardware store or a truck stop, and plug it into your car’s cigarette lighter, then plug your laptop into it. Some really good ones even have a USB charger so you can charge your mobile phone with your USB cable.

What are your tips? How do you keep productive while you’re in the car? Leave a comment and share your wisdom.