Posts tagged google calendar

Keep Personal Errands and Work Projects on Track With the Right Tool

Everyday people have tasks they need to complete.  Be it at work, at home or somewhere in between there are chores, tasks, issues, assignments, to-do’s, … on and on.  There are basically as many ways to track and organize all of these from the always classic Franklin-Covey planner to a well organized spreadsheet to enterprise level project management platforms (and yes, in the end, I believe all of these serve the same purpose).  Most of them have individual pros and cons and it’s up to the user to choose the right one.

Today we’ll talk about solutions for different applications ranging from managing daily errands to project management for medium to large-ish projects.  There is a lot out there, but we’ll focus on the ones I’ve had the best experiences with while trying to keep my life and projects organized over the last decade.

A quick talk about my organizational philosophy…  For a tracking system to work, first and foremost, it has to fit with what you are trying to accomplish.  A 1,000 line project plan and gantt chart aren’t necessary to get your grocery shopping done and your dry cleaning picked up, but a checklist isn’t going to get you through a a significant development project either.  Next most important is that the tools fit the process.  A person without a smartphone is probably not a prime candidate for an online task list and you can’t use MS Project with anything agile project management.  In the end, I like a solution that is just barely powerful enough to support what you need.  This usually helps keep things streamlined and prevents the tool from becoming a crutch (this is obviously a fine line, but is something to always watch out for).

So, without further ado…

The Spreadsheet

The simple spreadsheet is a category unto itself…  The beauty of the spreadsheet is that it can be as simple or complicated as you need/want.  When you think about it, all the other tools you might use are really just pretty front-ends on some really complicated spreadsheets (I may have just oversimplified the concept of a database, but I’m going with it).

For most people just writing down the things they need to get done for the day, a party, or even a research project is an extreme improvement in productivity.  Create a spreadsheet with columns for a task name, task description, priority and due date and you’ve got a powerful little method for keeping track of your tasks.   For example, input the list of chores for the day and rank them as 1s, 2s, or 3s (don’t agonize over it, you can change it later) and set the due date for all the tasks to today.  Now you can use the sort function of your spreadsheet app (I recommend Google Documents) to sort everything into a prioritized list of tasks.  Review your tasks, rework your numbers, sort again and keep crossing things off the list until it’s all done.

Maybe you need something a bit more complicated to keep track of tasks at work?  Add  ‘last action’, comments, and ‘assigned to’ columns and now you’re ready to track yourself and other across a broader range of tasks.  If you want to get fancy learn a little bit about conditional formatting to highlight what is late, who is assigned to what or what is the highest priority.  In no time you have a quick, reasonably powerful, and well organized document you can use for yourself or share with others to keep you and/or your team on track.

I’ve gone as far as using spreadsheets to run small projects with great success.  The point is, the spreadsheet is the most flexible of the options because, small or large, it is what you make it.

Personal Use, Get your errands done or your party planned

RemembertheMilk.com is basically a project management platform for your life.  It offers organizable lists with due dates and priorities in a simple web interface with a great deal of integration and power behind the scenes.  You can setup different lists to group tasks, prioritize the tasks within that group then schedule all manner of updates to be sent to you through e-mail, sms, etc.  There are iPhone and Android apps (where are my WebOS apps!) as well as a number of ways to integrate RTM into your life.  It’s an excellent platform for people serious about using an application to stay organized.  Jump into the the RTM Tour and signup for an account (it takes about 15 seconds) or hope over to Lifehacker’s extensive rundown of the features.

A far less powerful, but still very useful tool is Google Tasks.  Integrated into gMail it offers a simple way to create and manage lists.  For now it’s about as simple as can be and due dates don’t show up on your gCal, but it’s Google and you can expect gTasks to grow like any other Google product.  If you want a quick and simple task list accessible on almost any platform, Google Tasks is a great option.



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Small to Medium Project, Getting things done with other people

Redmine is my personal favorite for a project where I get to choose the tracking platform.  It’s open source, easy to setup and offers the flexibility necessary to work on many different types of projects.  It’s simple to keep multiple projects going on the same installation of Redmine while limiting access across projects to only those people that need it.  In particular I like the ways that Redmine manages tasks across users and projects in summary views while also allowing for very granular resource and activity tracking.  Checkout Redmines site and demo to get a feel for the application.

Redmine is not a hosted solution and requires installation on a web host.  Anyone that has ever FTP’d a file to a webhost can get this setup in about 10 minutes and any SysAdmin worth his salt should be able to do it in 5 (if yours can’t then I suggest you find a new one).  This done mean there is a little bit of effort upfront to setup the site, but it also means no monthly fees (beyond your hosting) and unlimited accounts.

For a hosted solution ProjectOffice.net offers an excellent feature set at a reasonable per user price.  I always prefer to host my own apps, but not everyone can do that.  Project Office is clean and simple without a lot of overhead or clutter.  In addition to the basic project management features there are some gantt charting abilities and Blackberry integration too.

Conclusion

Both in your personal life and in business the key to the right tool is to choose one that fits what you’re trying to accomplish.  There are literally hundreds of solutions out there and I’ve tried A LOT of them.  I’ve touched on my favorites here, but what works for me might not work for you (heck, what works for me on one project might not work for me on the next) so it’s up to you to try things out and tweak them until they do what you need (which is why I love spreadsheets so much).  The key is that you try different solutions and continuously improve on your methods as you gain experience.

No matter what the venue or goal following the basic best practices of writing things down, assigning tasks and setting due dates will always lead the charge.  Start there and add-on accordingly until you’ve found the limit of what you need to track to be effective.  Follow that method and, at the least, you’ll always end up with an efficient system for your needs.

6 Very Cool Uses for Google Spreadsheets

google-spreadsheets-formIn case you don’t know, Google Spreadsheets  is basically an online version of Microsoft’s Excel.  It’s got most of the basic functionality and a few of the advanced features with the added benefit of being hosted online and accessible to/editable by multiple users at the same time. If you need super hardcore analysis features, Excel is still your best option (though I’ve been known to start a document online then export to Excel at the end for the one feature I needed).

I’ve used Google Spreadsheets for everything from making to do lists and managing projects to collecting information from friends.  Today I’m going to talk about a handful of features that can be used in fairly powerful ways (some of these features are things you could also do with Excel and some are not) to make you and your business more efficient.

List View

List view is a very simple, clean and fast way to interact with a spreadsheet.  It keeps the formatting of the spreadsheet and functions more as a static page with filters and basic add, edit and delete functionality.  This makes for a nice way to present a table to end users while the administrator of the spreadsheet can use the standard view for easier/quicker updating and changes.

You can read a bit more about this feature here.

Use Live Google Search Results in your Spreadsheet

The GoogleLookup function has got to be one of the most under discussed but potentially powerful features in all of the Google arsenal. Using a simple 2 argument function call in a cell will return data from a Google search.  For example, let’s say you need to get the distance from the Sun of all the planets into a spreadsheet.  You could quickly search this information and type it into a spreadsheet OR you could use the GoogleLookup Function. All you would need to do is type the planet names into columnA and in columnB type ‘=googlelookup(“A1″,”distance from sun”)’.  Bada-bing Bada-boom you’ve got your data.  For anyone that uses spreadsheets a lot or had to do lots of data lookup there are an almost infinite number of uses for this feature.  It is worth noting that you can use the function GoogleFinance in basically the same way to get live stock prices into your spreadsheet quickly.

I’ve only recently stumbled across this feature, but you can sure bet I’ll be looking out for a good ways to put it to use.

For now, you can read more about these functions here and here.

Surveys and Forms

If you’ve ever needed to collect data from a group of people be it administering a survey or collecting t-shirt orders for your kickball team then these features are for you!  Using a Google Spreadsheet as the back-end you can create a custom form with custom fields including drop-downs, radio buttons, calendar pop-ups, and more.  All you have to do is share the form with anyone you need answers from (or just make it public for the whole world) and sit back.  You can even go as far as requiring login and having the users information automatically captured (along with date and time).  All of the data will show-up nicely in your spreadsheet ready to be analyzed, downloaded, edited, etc

You can read a bit more about this feature here.

What can you do with all this newly collected information?  More on that coming up!



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Visualizations

The Google Visualizations API allows developers to create gadgets and visualizations using Google Spreadsheets as the data source. Basically Google has made it easy for people to create ways to display data.  There are obvious options like gantt charts and pie charts but there are also much cooler options like the geographic heatmap and the piles of money.  The visualizations are basically Google Gadgets and can be embedded in your spreadsheet or directly in a web page or Google Site.

Google already has a substantial library of visualizations, but you can also create your own.

I’m thinking that when combined with the GoogleLookup Function and embedded somewhere useful the visualization API could be used to create some powerful and meaningful dashboard and tracking widgets.

Embed Spreadsheets and Charts Almost Anywhere

Pretty much all of the Google Apps provide you with code to embed that app (or some piece of it’s functionality) almost anywhere you can post HTML.  This is useful when you want to create a form (as described above) because you can use the same form on a website as in an e-mail.   Calendars can be created under your account but embedded in your blog.  Of particular interest is the ability to embed a spreadsheet (including list view) anywhere you might need it allowing you to create a simple to manage and update (and potentially dynamically updated) table or chart that you can place anywhere.

Like I said, all the Google Apps have ways you can embed elements in your website or blog, but for more thoughts on ways you can use this feature check out this list of 20 ideas for embedding a Google Spreadsheet.

Create a Simple Store!

Seriously… Through a combination of Google Checkout, the Google Checkout Store Gadget and the Google Spreadsheets API you can create a simple online store that supports all the basics including inventory updates, product sizes, and, most importantly, secure credit card transactions.

You can read about the specifics of the implementation here, but the fact is that now anyone with a basic website can sell through their site.  This lowers the barrier to entry for a ‘mom and pop’ online retailer to the point of having something up and running in under an hour.  I’m sure there are other simple solutions for setting up a store, but I’ve never seen one that requires as little effort, but still provides as useful a feature set.

I hold this as one of the best examples of Google’s ability to combine seemingly simple features to create something that is greater than the sum of the individual parts.

Well folks, that’s all I got for today.  6 features that range from super basic to setting up an online store, but are all backed by Google Spreadsheets.

If you have any examples of how you’re using these or other features please post them in the comments.  I’m very interested in how other people are putting Google Apps to work.

Google Calendar Makes Following Your Favorite Teams Easy

sports_calendars

Earlier this month Google Calendars introduced a new and improved version of a feature they had mysteriously pulled a while back.  “Interesting Calendars” is a subscribe-to-calendar type feature that makes adding common calendars/schedules to your own calendar simple and clean.  Not only can you add the birthdays of your contacts with just a few clicks, but you can also add the entire schedules of your favorite sports teams (and I’m not talking just the 4 US majors).  Over the course of the season you’ll have every game listed in your calendar and during the game it’ll be updated with scores and results in real-time.

It wouldn’t occur to most people to check their calendar to get a score, but when you think about it, it’s actually super convenient.

via [the official gmail blog]