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New Normal – Collaboration Tools – Asana

As I wrote in a previous post, the remote collaboration will become the “new normal,” so you might as well get comfortable with the tools. 

I bring up again the resistance to change. Know it is there, say “hello” to it, and then persist anyway. There are gems and diamonds on the other side! (And cookies if you like sweets).

Bribing aside, you can find dozens of tutorials on how to use Asana, so let’s instead dive into this question: “why bother?”

The challenges of “self-management”

School, and the first jobs I had, taught me to be obedient and to follow orders. This habit meant that someone else had to do the planning, issue the requests, and track the progress. 

When I broke off, on my own, choosing my projects and collaborators did not mean that I instantly knew how to self manage! Quite the opposite!

I was anxious that nobody was telling me what to do and when to do it. I perceived this responsibility as a burden. (spoiler alert – it is, in fact, great freedom, but it took me a while to wake up to that).

I began by writing my thoughts and things to do on pieces of paper. That worked so well for the first few days until I realized I was losing the pieces of paper, or some of the messages were no longer making sense because they had no context. (I had on a piece of paper this note in big, bold letters: “Very Important: 5“. To this day, I don’t know what was so important about that five.)

Next, I moved my notes to the computer. Each project had a “TO-DO.txt” file where I would write my tasks, and log my progress. This file worked well for many years. And I still use it today for small projects. With larger projects, it was getting more and more difficult to scan the file to see what is “done” what “needs to be done” and what is the deadline for each item. 

And there was another problem. I was continually checking that I did not miss anything from what I promised I would do and that I would deliver on time. This monitoring would crowd my attention by keeping mental track of dates and features and promises. Not much room left for creative thinking. 

I looked for a solution. I knew from the start that it had to be online. Why? Because I did not want to carry my computer with me to check on things. Ideally, I would log into a website and have everything there, accessible from wherever I have an internet connection.

The right tool for the job

I tested a couple of things, and the tool I like the most was Asana.

First of all, it has a free tier that has everything that I need. 

Second, it has an excellent design that makes sense. Think of it as an advanced “TO DO” list manager. That means you can easily add items; you can check them off as done; you can immediately see what still needs your attention.

These reasons were great, but what sold it to me was the feature to add “comments” for each item. I did not even know that I was missing this feature. Comments became essential for complex tasks, where I had to do research and keep track of my findings and have all that information connected with the relevant “to-do item.” A long text file with notes would become so hart to read that it would be useless. But items with their own set of comments, now that is very easy to digest at any time. 

The second thing was the reminders! When you set a deadline for a specific item, you will be emailed a few days in advance that you need to take care of that item. Now, I could relax and free my memory from all the dates and deadlines and allow the software to do that for me, knowing that I will not miss anything. 

The final reason is why I put this into the “collaborative tools” section. You can add more people into a project, share your list of items, add comments, and complete tasks. You no longer have to write emails working out with collaborators what needs to be done. Instead, you can assign a task to someone with two clicks, and they will get notified about it. A follow up to the email problem is that you can keep all the discussion next to the task, so you don’t have to search for an old email.

For a team (and even a solo project), this tool adds clarity! I have discovered that when you are clear on what needs to be done, it is much easier to build the confidence and the motivation to actually do it. 

In Conclusion: choose a small project and give Asana a go. Don’t just read this post and decide, but actually test it out and then decide if this can improve your workflow by freeing your mind to focus on the creative things and not project tracking. Look at this as an investment in yourself and your team.

Can I get some time back, please?

I am bored, and I want to kill some time! Let’s binge watch Netflix or YouTube!

I used to think like that in the past. But in the last few years, I don’t remember a time when I could get bored! 

There are so many things I would like to do, to explore, to learn, to create! So many things… and so little time. How can you get bored?

When I look at where does boredom come from, for me, it had to do with something that I did not care for: like learning in school about a subject that was not interesting to me or having to do chores around the home. Then I would get bored. 

How does this apply to web apps?

Sooner or later, you will have this realization. No matter how much money you make, you cannot buy more time or lost time. You can lose money, and you can make more money. But lost time remains lost.

Once I had this understanding paying for coaching and mentors and specialists made much more sense. I was living with the illusion that I have an infinite amount of time. That I can do it all by myself, that I don’t need help, that I can eventually learn! But that is so very slow! 

If you do enjoy learning, then, by all means, do that in some areas of your life. But when it comes to realizing your goals, it is much more efficient to pay for help. You cannot buy more time, that is true, but you can use the money to save some of the time you got.

Get a coach, find a mentor, hire a specialist. And if you can, outsource the tasks that are boring for you. 

A note about outsourcing 

It was challenging for me to imagine that someone else might want to do the thing that I am bored with. But I have discovered two things:

– some people still prefer to trade their time for money, even if they don’t like the job (and if you need to keep the lights on, I understand, do what you need to do)

– and, more interestingly, some people find boring the things that I do with excitement and gusto (like dealing with complex online systems) 

I am glad we are all different; we each enjoy different things. This diversity means we can collaborate in projects where we do what inspires us, so we don’t feel like we are wasting our time, but we are fully living our lives instead.

Spend your time wisely!