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I had an interesting discussion about privacy at Agritechnica with a strong proponent of privacy on the internet. To me, however, having let that Genie out of the bottle long ago I’m a strong proponent of transparency on the internet. I see it as being a competitive advantage because “consumers can relate to people much more effectively than they can a logo or brand.”

“It’s the same reason why we tell our children not to lie. It’s human. It’s in our DNA; and unless you’re a habitual liar, you practice transparency everyday in your personal relationships. Why should it change on the social web?

I just got off the phone with Wailin Wong, who is a Technology Reporter at the Chicago Tribune. She is starting a new column at the on social media/networking and we had a brief discussion today about the importance of honesty and transparency in the social web (I’ll link to the column when it is live). My brief response – since our call only lasted about 15 minutes – was as follows, and I am going of off memory here:

The concept of social media is not new. By nature we are social in the way we interact in our daily relationships with our friends, colleagues and loved ones. And generally, in those relationships we do not lie or deceive because nine times out of ten people get caught. Personally, I think lying is wrong; and it also has a tendency of pissing people off. This valuable life lesson should also be practiced in social media. For those companies that choose to ignore the simple concept of “transparency” can find that their company or brand will indeed go viral but not with the message they were intending. Social media is an opportunity for companies to represent themselves as real people and build real relationships others. Consumers (and I hate that word) can relate to people much more effectively than they can a logo or brand.” Source: Why is transparency so important in Social Media?

One of the reasons I’m a solopreneur is so that I can work with the kind of people I want to work with. In my case, my transparency is a filter that eliminates bad matches from the beginning. If someone doesn’t like my politics, my faith, etc. they probably won’t like working with me…

Now that I’ve exposed by bias, I’d like to talk about how I do it. One of the problems with social media is that each service has a profile they want you to fill out. The problem is that if you do something like change your tagline, etc., you have to remember to go back and change it at every service you use. For that reason, I’m in favor of using a few that I find useful and trying to refer people to those profile sites whenever possible. A few sites that I use and recommend follow…

Google Profiles

I am the only ‘Todd Lohenry’ in the universe [thanks, mom!] so I don’t have any problems being found on the internet [although sometimes I wish I did]. If you, however, have a name like ‘Mike Brown’ and want to be found in Google Search, nothing it more important than populating your Google Profile…

httpv://www.youtube.com/watch?v=ZmQLOZS6E9Q

Retaggr

Long before Google Profiles became available, I was using Retaggr which is kind of a web 2.0 business card. Retaggr allows you to fill in your user name info for hundreds of social media sites so that people can see where you hang out on the internet and connect with you there. Furthermore, Retaggr provides code for your signature file that can be used in conjunction with Microsoft Outlook, Google Apps, Gmail, etc. [I wrote about this in the post ‘Socialize your email‘]. Using the WiseStamp Firefox add-on, I’m not only able to re-express the Retaggr information, but even tell people what chat services I use and what my last blog post was [but I digress]…

Handling Email; 5+ emails you should filter

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Email is such a simple tool but it makes or breaks so many people’s productivity and it breaks my heart to see how many people struggle with handling it…

“How many emails do you have in your inbox right now? Are you an inbox zero freak like me? Or do you have emails piled up and unread that you’re hoping you’ll get time to get to?

I’m not judging – I used to have as messy an inbox as anyone. And even now, if I go on vacation or don’t check my email for too long, I can get in a heap of trouble: the email piles up, and it can be a real chore getting back to my empty inbox.

I’ve got a few tips up my sleeve though to make dealing with email a little less painful – and I’ve found the best defense is a strong offense. In this article, I’m going to give you some concrete tips and examples to reduce the number of emails in your inbox instantly – and help you keep it that way long term with the use of filters.” Source: 5 Types of Emails You Should be Automatically Filtering – Stepcase Lifehack

Here are the 5 types:

  • Newsletters
  • Forwarded articles
  • Comments and pings from my blog
  • Facebook/Twitter/Social Media Notifications
  • Store Promotions
  • cc:’s [This one is my own — and I’ll explain later]

You’ll have to go to the source if you’re interested in the full rationale behind these statements. #6 [the one I added] comes from seeing how email is used as a CYA tool in large corporations. I have a friend — let’s call her Sue — Sue is an important mucky-muck at a large manufacturing organization and she’s stuck in email hell. She’s a slave to Outlook and her BlackBerry. I would venture to say that 70% or more of the email she receives is CYA. How much easier Sue’s life would be if she’d only use Outlook to put all the emails where her name appears on the cc: line in a special folder to read later when she had more time. Or used the filter on her BlackBerry Enterprise Server to only send her the emails where her name appeared on the to: line. Sigh!

As the author says, these filters work particularly well with Gmail or Google Apps [both of which I use] to manage mail effectively.

“Once you’ve created some of these filters, GMail (what I use) has an option to immediately run them on whatever you’ve got in your inbox. Use this to instantly filter low priority items away so you can focus on what’s important.

Going forward, your filters will be applied to any new email that comes in. This will keep your inbox clean so you can read the relevant, important emails first, before you head to your folders to deal with these low priority emails that may still be important to you – but don’t require as quick a response.” Source: 5 Types of Emails You Should be Automatically Filtering – Stepcase Lifehack

One more thought for those of you unlucky enough to be on MY emailing target list. I send ‘just in case’ info from my personal gmail account and important ‘just in time’ email from my e1evation account. If you’re smart, you’ll filter emails from toddlohenry@gmail.com and make sure emails from todd@e1evation.com are granted the HIGHEST priority! Those of you who are prolific emailers may want to grant your frequent recipients a similar escape hatch…

As always, I invite readers to comment, call or contact me and let me know what YOU think [or ask for help if they’re caught in email hell!]…

Tactic #8: Use ‘branded’ email

I took a little time off from my ‘tactics and tools’ series — no one’s paying attention in December anyway, right? ;-)

Now that everyone’s waking up from the holidays it’s time to get back on track with tactic #8 — using ‘branded’ email. ‘Branded’ email? What’s that? ‘Branded’ email is email that comes from a professional domain and supports your brand. Excuse me for ranting about one of my biases for a sec, but it drives me nuts when I see an entrepreneur using their sbcglobal, att, charter, road runner, etc. isp domains for conducting business — especially when there’s a great tool like Google Apps for Business! Every email is a chance to advertise your business by using a domain that points to your Facebook page or website. Besides, there’s nothing that screams ‘mom & pop shop’ more than using your personal home account to try to bring in that big deal…

Here’s a quick overview of Google Apps:

httpv://www.youtube.com/watch?v=M_TzCpYGpzw

Google Apps hits the ‘good, fast and cheap’ trifecta. Simple, yet powerful! A couple of years ago, I worked with a local entrepreneur in Green Bay that had an office with 7 people. He wanted the benefits of Microsoft Exchange and Sharepoint for his team and spent $35,000 [first year acquisition cost of $5,000 per employee] for the hardware, software, licensing, and labor to acquire those benefits. Here’s the dirty little secret; there was no benefit he acquired that could not have been done better than Google Apps at the cost of $50 per user per year…

Consider the benefits of Google Apps:

“Google’s web-based messaging and collaboration apps require no hardware or software and need minimal administration, creating tremendous time and cost savings for businesses.

End users can use the familiar Microsoft Outlook interface for email, contacts and calendar as they transition to Gmail and Google Calendar. Source: Reduce IT costs, get less spam, and improve productivity – Google Apps for Business target=”_blank”

But wait, there’s more! Benefits include…

  • Proven cost savings
  • Email, calendar and IM access from any computer or smartphone connected to the internet, regardless of platform…
  • 99.9% uptime reliability guarantee
  • 50 times more storage than the industry average
  • Information security and compliance
  • Full administrative and data control
  • Helpful 24/7 customer support

Go here to read more…

Wow! A lot of cool features you say, but is it safe?

“Google applications provide a variety of security features, says Eric Ogren, a security analyst with the Enterprise Strategy Group. For one thing, “you have to have authority to get in. Users can determine policies of who looks at a particular document, the amount of collaboration offered, and users have the flexibility to store data on their corporate laptop or have Google do it for them.”

In addition, he voices the security argument most commonly heard about SaaS solutions: “The customer’s IT department doesn’t have to maintain upgrades, so you don’t have to deal with patches with Google Apps, and that’s a nice feature.” Source: Google Apps has its advantages, but is it secure? – SC Magazine US target=”_blank”

Google Apps for Business is THE killer app for entrepreneurs, small businesses, non-profits, schools, and political campaigns. If I didn’t make myself clear, comment, call or contact so we can talk further about your particular situation…

Separate your email from your to-do’s

“Your boss needs the updated PowerPoint presentation file by Tuesday. Your spouse wants to know how many vacation days you’ve got left this year. Your co-worker needs your office pool picks. Everyone gets task requests via email all day long, and it’s so easy to let these messages slip through the cracks. Whether your inbox is stuffed with two-year-old fwd’d kitten photos from Aunt Edna, or if you empty it every day and diligently file away actionable email to a ‘TO-DO’ folder – it’s still not easy to track the messages you’ve actually got to DO something about using email.” Click here to read more…

Update: I use ‘Remember the Milk [RTM]’ — the powerful todo manager with the goofy name — to manage my todos and one of the reasons why is that my todo list has an email address and if a task comes to me in email, I can forward it to that special address and the email will be added to my todos as a task and the body of the email will be converted to a note so I know what the task is about. RTM also has a great web interface, BlackBerry and iPhone apps, and interfaces with Jott! All huge reasons why YOU should use this external todo manager as well!

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What is the Best Way to Manage my Tasks?

Microsoft Office Outlook
Image via Wikipedia

Here are the results of a recent lifehacks survey…

“If all the methodology of the best GTD applications loses you in the productivity shuffle, there’s nothing like a classic, simple to-do list to keep you on track. You’ve never had more options—both simple and robust—for managing your to-do list as you do today. On Tuesday we asked you to share your favorite to-do list managers, and today we’re back with the five most popular answers. Keep reading for a glimpse at the five best to-do list managers, then vote for the to-do tool you like best.” Source: Hive Five: Five Best To-Do List Managers

Personally, I use Rememberthemilk because of the ability to integrate it into Gmail and my Blackberry, but I’m fluent in Outlook as well as ‘pen and paper’. Questions? Feedback? Leave a comment or use the contact page to reach me…

Update 10/25/09: Lifehacker lists these tools: Microsoft Outlook, Rememberthemilk, Pen and Paper, Text and Todoist. It’s one of the rare times I take issue with one of their posts. Here are a couple of other tools that are getting my attention in this space lately:

  1. ReQall; create todos, notes, share taskes with other users via phone calls, website, or iPhone. More with $25 annual subscription.
  2. Jott; Used to be my favorite in this category. Similar to ReQall, more features, more $$$. Very cool!

If you only have time to look at one, try reQall. Easy to use and inexpensive…

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Making the switch from Microsoft Office to Web apps

Image representing Bill Gates as depicted in C...
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‘For him who has ears to hear!’ as the Good Book says. It’s possible to have a powerful computing experience without using a single Microsoft product [or paying a single penny to Bill Gates]…

“The only reason I’ve opened Microsoft Outlook or any other desktop e-mail program in the last year is to test tips. Since I added my ISP account to my Gmail in-box, and moved my Outlook appointments to Google Calendar, I get all the information I need in my browser.

Now I’m getting ready to boot Word, Excel, and PowerPoint for their Web alternatives, but before I bail on Office entirely, I stuck a toe in the Web-apps water by using the free ThinkFree Online service irregularly over the past few weeks. So far, I haven’t missed Word, Excel, or PowerPoint one bit. In fact, I appreciate the comparative simplicity of their Web counterparts, which have worked without a hitch–so far, at least.”

Click here to read more…

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