The definition of a good workspace is changing: from a simple cubicle with a desk, we’re now considering hardware and software to be part of our workspaces - to be given equal care, maintenance, and attention.
And to assess what works best for you, you first need to evaluate your existing tools and processes. Do they work hand in hand, or do you have some superfluous tools and methods? Also, do your tools work together in the way you need them to? If your tools don’t tie in together, you might be wasting hours each week just keeping them updated.
Here’s an example: for scheduling I mostly use Google Calendar, but my favorite to-do list application is AbstractSpoon’s ToDoList. The problem with the latter is that it doesn’t have a ‘calendar’ view, which I really need to see what my daily commitments are. However, it has many great features such as automatically computing the percentage of completion for each task, a timer, the ability to create subtasks, as well as task hierarchies. After a few months of working with both apps and keeping them updated with exactly the same information, I realized that Google Calendar was ideal for a basic “What will I do today?” list, while ToDoList was great as a checklist for steps for bigger projects.
This is why evaluation is such an important step - it’s the stage where you figure out what tools are ideal for which purpose.
The same goes for your communication tools. Each medium of computer-based communication has its advantages and disadvantages. Instant messaging is useful if you want an urgent reply, but it can be a nuisance and distraction if the conversation falls into idle chitchat. Email is great for longer messages that don’t need an instant reply, but you’re supposed to keep them as short as possible since many people get email overload each day - especially if it is the main medium of communication used by your business. Blogging and micro-blogging tools are a good way to share information publicly, while social networks are a useful channel for keeping in touch with new and existing business contacts.
Do you use your digital tools for the right reasons? Do your tools have any missing features that would make your work process easier?
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Be sure to catch Bill Ives' ongoing review series in which he looks at online, sharable database apps. The focus of Bill's reviews: web-based business software that enables companies and individuals to better organize, track, and share information, as well as better manage projects, processes and workflows.
Among the Web-based tools he's reviewed: Zoho, QuickBase, and TrackVia.

Or, if you’d like to get all the tips now, click here to request a copy of the white paper – “7 Ways to Optimize Project Team Productivity: Using Customizable Web-based Software to Your Business Advantage.”.
The AppGap has hosted a series of discussions with leading thinkers and doers intended to illuminate how new apps and approaches are changing the way we work and help companies and individuals implement better collaboration, project management, and productivity practices and solutions. Access, via the links below, the recordings, each about an hour long, of the discussions.
- 5 Big Ideas for Getting All That Work Done
- Should Your Business be Friends with Facebook
- The Future of Work
Need help in getting organized? Want to keep things from falling through the cracks? Check out this free and simple to use online "To-Do List" called Intuit Task Manager, offered by our sponsor Intuit QuickBase. Sign-up is easy so you can get started with it right away.

Intuit's QuickBase, the sponsor of this blog, has just been named an Editor's Choice by PC Mag. Check out the review which calls QuickBase a "a surprisingly simple and elegant application."
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Can today's project management software be done better? What can online CRM help companies companies accomplish? Which development platform can help individuals and organizations build better online databases, Web based applications, and HR solutions? And what are the processes and best practices that help organizations large and small achieve success. Find out more.