Archive for the 'Productivity' Category

Back in May of 2006 we published a little desktop utility called The Five minute Flowchart. This business card based printable sheet went on to become one of our most popular utilities and thousands of people have downloaded it.

I have been amazed at the uses people have found for it. From a handy planning utility for meetings to an employee workflow tool, these cards have found their way onto many desktops.

In the spirit of innovation I would like to introduce the 2008 Deluxe Version of the Five Minute Flowchart with five new pages of symbols, arrows, and callouts. With this new tool you can complete a very complex flowchart right on your desktop. It is easy to copy and paste the symbols you use often onto one sheet, or print out the whole set for an upcoming meeting.

This new set prints out in Microsoft Word and is compatible with Word 97 and up. You can easily add text while you are in Word or use a Sharpie to add text right on the desktop. You can also add color and texture for added emphasis.

Instructions:

• Download the Deluxe Five Minute Flowchart template
• Open in Microsoft Word
• Add text to the shapes or print blank
• Cut & paste shapes as needed
• Print out on Avery Business Card stock (10 card)
• Break cards apart
• Lay them out on your desk or table
• Create a great flowchart
• Modify as necessary

Options:

• Add color and texture to your shapes for added emphasis
• Add other shapes and lines from the auto shape menu in Word
• Print cards double sided for added versatility
• Take a picture of your final flowchart to transfer to Smartdraw or Visio

These cards are easy to carry around in your Walleteer for quick access at your next meeting. Have fun and go with the flow!

I have used Powerpoint for years and the interface has stayed mostly the same. With each new version, Microsoft has added new features but the menus and interface have had a consistent layout.

With the advent of Powerpoint 2007, the interface has changed dramatically. The usual menu bars have been replaced with what Microsoft calls The Ribbon.

Powerpoint 2007: Quick Access Toolbar

Over the next few days, I would like to take you on a tour of some of the new features in the 07 version and explore the new ribbon interface.

In our first look at the program I would like to introduce you to the Quick Access Toolbar. If you are new to the 2007 version you may not have noticed this bar at all. This fully customizable toolbar will allow you to group your favorite Powerpoint commands in one convenient place.

For new users this can be a real help to find your favorite commands while learning the new ribbon interface. Take a look at the video above to see just how easy it is to setup.

The default drop down box for the quick access Toolbar offers a few popular options, but by choosing the more commands button in the pull down, a window opens up that allows you to add icons for over 50 different commands.

This is a quick way to get things setup just the way you like it. Watch the video above and take a few minutes today and add your favorite commands.

If you are in sales or marketing, wouldn’t it be great to be able to carry a powerful Powerpoint style presentation along in your pocket or purse that you could show to a client at a moments notice?

If you have an Apple iTouch or iPhone you can do just that in just a few minutes using an Apple computer and Apple’s presentation software called Keynote. You just create the slide-show in Keynote, add your animations, transitions, and sounds and then export it to iTunes. It’s a simple click from there to import it into your iTouch or iPhone.

In the export screen in Keynote you can set your playback and build speed. The resulting slide-show is sharp, bright, and clear and the wonderful 3d animations that are available in Keynote come right over to the iTouch. Just click on the Video button on the iTouch and you’ll find your new presentation ready for use.

If you currently have an Apple computer and an iPhone or iTouch this is a great reason to buy the iWork08  suite from Apple. The Keynote application will create amazing presentations that will blow your audience away.

Keynote comes with beautiful templates and a host of 2d and 3d transitions and animations. It interfaces with iPhoto and iMovie for easy import of pictures and video along with an easy import of your best soundtrack from GarageBand.

The nice thing about Keynote is that it offers an easy import feature to bring your existing Powerpoint slide-shows into the program. With some quick modifications you’ll have an amazing presentation, ready to go out to the field in just minutes.

Instead of walking into your clients office with an intimidating laptop, now you can take your presentation along in a much more convenient, pocket sized format. If your client wants to see the presentation on a larger screen, just bring along a simple iTouch video cable and you can interface right in to their projector.

If you are new to Keynote, The Apple iWork Training Series Book will get you up and running in no time at all. Microsoft has also announced that its new Office 2008 suite for Mac offers similar iPod export features from the new version of Powerpoint. Have fun creating a killer sales presentation!

When you are thinking about goals or projects you want to accomplish, you may have many things on your mind. It’s great to write these down and organize them on paper so you can see a visual picture.

A helpful tool that I’ve found is a funnel list. It’s a very basic document but it works well to organize your thoughts and create a flow to complete your project or accomplish your goal.

The basic funnel list consists of three columns of boxes that funnel into one large box where you write your goal or project title. You can use the document in many different ways, but here are some suggested uses.

1. Vertical Column Flow Funnel: Use each column of boxes for a different thought flow. In the top box put your first item, followed by the box underneath with the next item in the flow. Follow this down to the goal box. Here is an example…

   

2. Horizontal Row of Ideas: Instead of using the vertical columns for your similar ideas, use the horizontal rows. This gives you five rows to work with and may work well for some projects. You can use a right to left flow if needed.
3. Random Boxes: Use all 15 boxes to capture ideas on your mind. Just put your random thoughts or ideas in the boxes. You may want to work from the top in a right to left fashion or work from the bottom up. This free flow mind map can be usefully for collecting all of your ideas in one place.

I’ve created a Basic Funnel List that you can print out using Microsoft Word. Just download the template and open in Word. You can fill in the boxes using Word or you can just print it blank and use a pen or fine tipped Sharpie to write in your information. I’ve included both Word 2007 and Word 97-2003 templates in the zip file.

I have found this to be a great tool when I’m brainstorming an idea. Since it is easy to add flow to the document it really helps to put the steps together to complete a project. It’s a simple way to funnel your ideas into useful action.

You can also use our Five Minute Flowchart to create a similar funnel list on your desktop with cards. Have Fun!

I love my iPod touch. Its touch screen interface is wonderful and the stock list of applications has been very useful. As long as I am within range of a wireless internet signal, this unit really shines.

I was really surprised when I logged into Apple.com yesterday and found that there was a major software upgrade available. Five new productivity applications available for $19.95 and a quick download. The applications are…

1. Mail: A robust e-mail application that works with popular mail applications such as Gmail, Hotmail, and Yahoo mail. The interface is fast and intuitive, with quick fingertip scrolling. You’ll love this app.

   

2. Maps: Take the best of Google maps and put it in a handheld interface with fingertip scroll and pinch resizing. This unit is really nice on the go. You find your destination on the map and with one click you’ll have step by step scrollable directions. This is a very useful app.
3. Weather: Quick… what is the weather going to be like this week? Not to worry if you have an iTouch. One click answers for all the cities that you have input in a clean weekly format. Fast and easy.

   

4. Notes: I really like this one. You can now input notes from the fingertip keyboard as fast as you can click. This is very useful for meetings, appointments, or just a quick note to bring home some milk.
5. Stocks: If you are an investor this bright clear interface will bring you the latest stock news (delayed 20 minutes) in an easy to read format. Just the stocks you want listed, without having to log into a web site.

   

After using these app’s for a day, I am a raving fan. These have really bumped the usefulness of this device up to a new level. What I really like is the easy to read screen and the intuitive interface. Within seconds you can get where you want and get the information that you need.

The new app’s require that you update your iTouch to the latest firmware and that you interface with the latest version of iTunes. The iTouch update is about 160 megs and takes about 30 minutes to download and setup if you have a broadband account. The actual app’s are a simple purchase from the Apple store through iTunes for $19.95

The good news is if you haven’t bought an iTouch yet, they now come with these app’s pre-installed. If you’ve been waiting to buy one, the incentive is now that much greater. Pick up one of these and increase your productivity and have one of the coolest devices going.

Do you struggle to make decisions? Do you need to consult others to finalize an idea? Here is an easy to use decision making kit that works well in small groups or at the lunch table. The kit consists of four printable sheets created in Microsoft Word. One sheet is printed on business card stock and the others on heavyweight paper.

This kit works easily to collect ideas and put them on paper right in front of you. The cards add flexibility and allow you to have other people fill them out. You can do it right at a table or have them take the cards with them and return at a later date.

Here is how it works…

Step One-Idea Collection: Print out the pro-con decision cards on Avery business card stock, break them apart, and pass them around the table to each person in your group. Give each person a pro card along with a con card. Hand everyone a fine point Sharpie and have them get ready to start writing.

Lay out your idea that you need a decision on in simple terms so everyone can understand it. Write it in a simple sentence on one of the idea cards and make sure everyone understands what is being presented.

Once everyone is clear on the concept, have each person come up with the pros and cons of the idea. There are four lines on each card for multiple items. Have everyone write the ideas on the respective cards and pass them to the moderator when everyone is done.

Step Two-Layout: When you are done, collect up the cards and lay them out on the decision layout sheet. This sheet is best printed on heavyweight paper. Put the decision idea card at the top and layout the pro and con cards on their respective sides.

Now it is easy to see at a glance everyone’s ideas in one place. You can quickly determine if an idea is popular or not by the amount of items on each side and the overlap and repetition of ideas.

Step Three-Discussion: This tool is a great conversation starter and really will help to brainstorm an idea. Look at the cards for the following…

• An Overlap of Ideas
• Any show stoppers. Items that must be overcome to move forward
• Costs or Expenses
• Offensive or Unpleasant Items

Use different color highlighters to mark different items… For example

• Use a Yellow highlighter for Good Ideas
• Use a Red highlighter for Expenses
• Use a Blue highlighter for Show Stoppers

Be sure to discuss each item. Once you are done you’ll have a collection of great ideas and maybe some items that need attention.

Step Four-Decision: If everyone is in agreement you can come to a final decision right in your meeting. If further things need to be worked out use the separate further discussion worksheet to write down further action items and compile a to-do action list.

This sheet offers a place to compile costs and also offers a point based grading system for those more complicated decisions. Best of all it has a Bottom Line that you can check YES or NO.

Optional-Comparison Decision Maker:

For comparing two items side by side, use the comparison decision maker sheet. Write the two items to compare on the item cards and put them on the decision A and B spots. Pass around pro and con cards and have people write down one item each on each card for each item to be decided on. When you are done, put the pro and con cards under each decision card.

You can quickly highlight different items and this sheet will give you a quick visual representation of the pro and con ideas being presented. There are two boxes at the bottom for notes or scores and best of all a place to put your decision.

Download and Printing Instructions:

Download the Pro-Con-Cards zip file
Unzip the file and open in Microsoft Word
Print the Pro-Con cards on Avery Business Card Stock
Print the other sheets on heavyweight paper
Break the cards apart
Take a Sharpie, highlighters, decision sheets, and your cards to your next meeting. Have Fun!

Related Projects:

Five Minute Motivators

Five Minute Organizer

Mind Map Your Stress

Sudden Mind Idea Mapper