This $9.95 software upgrade takes our favorite iPod and turns it into a productivity powerhouse. This new Apple application is by far the best hand held implementation of Exchange E-Mail that I have found. It takes your e-mail and makes it scrollable, adds your outlook calendar to the built in calendar application, and imports your Outlook contacts into the contact interface.

I downloaded the application through iTunes and followed the step by step instructions. The software did a complete rebuild of my iPod and within minutes was ready to go. I would strongly recommend that you have a good broadband connection to do the upgrade on as the file size is over 100 megs and needs to have a reliable connection to complete the upgrade process. Patience is a virtue here.

Once the software was installed, I clicked on settings and chose the mail setup screen. Lo and behold there was the bright and shiny Microsoft Exchange selection button ready to go. I clicked on the button and added my current exchange web mail settings. Within a minute it found my exchange server and started the download.

Soon my work e-mail was setup along with my Outlook calendar and my full contact list. All of a sudden this iPod became much more than a toy. Since we have wireless internet access where I work, I now have a way to take my e-mail with me wherever I go throughout the building or at our remote sites.

Here is the BIG advantage… I can now have my e-mail, calendar and contacts without paying for a data plan for my phone. In fact for many users this may do away with the need for a work phone at all.

This simple software package can possible save your organization hundreds or thousands of dollars a month in phone charges. If you currently have wireless installed in your building and you use exchange e-mail, you’ll be good to go. If you have wireless internet at home you can have work e-mail access at the touch of a button. The iPod touch may become the Hi Tech Pager of the 21st century.

This software update also includes a whole list of new applications which we’ll cover in another post. Until then… happy e-mailing!

In our busy lives distractions come at all angles… phone calls, e-mails, drop in guests… If we want to get something done we need a way to stay focused on the important things throughout the day. We need some simple tools that can help us stay on track and are easy enough to use that we don’t have to think about them.

I’ve been experimenting with three tools that I think you might find useful. Each one of these is simple to setup and keep updated. The price is right too… You can try each one for free.

The first is a web site called Joe’s Goals. Joe has created a simple web based tool to put your daily goals on your browser screen where you can access them from almost any computer or browser enabled cell phone. The interface is clean and is setup in weekly calendar format. You just setup the categories on the left side of the calendar and track them in the calendar cells to the right.

When you have accomplished the goal for the day, you just click on the calendar cell and a green check mark appears giving you confirmation that the task is done. It’s simple and effective. You can also setup negative goals that you don’t want to do as in the eat out example in the picture above. If you do the negative action, a red check mark appears.

I like Joe’s Goals since I can pull it up at work or home and even on my smart phone. The basic ad-enabled site is free and it is simple enough to be effective. The web site even has a get inspired section to see how others are using it and a cool logbook section to journal your activities.

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The second tool is the Smart To-Do List by Scott Karstetter. This useful piece of software is based on David Allen’s Getting Things Done philosophy of next actions. You just install the software on your Windows PC and open the simple interface. You enter your projects one by one and then fill out a to-do list for each one.

If you are a GTD aficionado you can also tag each item with an @-Tag. For example, you can use the “@ computer” tag to mark items that you would do using a computer and a “@ phone” tag to do items that would require a telephone.

The interface is no frills but that is really its power. The software is very simple to use and can be left running on your machine throughout the day. When you have accomplished a to-do item, you just click the little X next to it and the step disappears.

You can filter by tag so you can see all the tags for a given item on one screen. For example, you can filter by “@ phone” to see all the phone calls you need to make. This one feature makes this a very useful tool. You can download a test version that is limited to two projects for free or pick up the full version for a reasonable $14.95.

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The last item on the list is our own “Walleteer” cards that help you take your to-do list or next actions with you wherever you go. This set of cards is printed out on Avery business card stock and can be displayed on your desk using a simple pencil and clip viewing station.

This set of cards has 9 different cards for common uses. Just print up a few sets and keep them by your desk. Use a Sharpie marker to fill out your daily goals and put the cards on your desk where you can see them. It’s a simple but effective system to help you overcome procrastination and truly get things done.

Using any one of these systems along with a 48 Minute Focused Work Philosophy will help you overcome even the toughest procrastination. If you find yourself struggling to get things done, why not try one of these tools today… come on now… don’t put it off…

Whatever it is, procrastination can be overcome. It’s actually quite simple…

Just do it!

I know what you’re saying… Don’t you wish it was that simple. The fact is we procrastinate because we have too much to do and not enough time to do it. In our modern society we have a huge amount of things coming at us from all directions. The cell phone is ringing, e-mail is notifying, your calendar is screaming, and your boss is standing in your doorway.

Something’s got to give!

The definition of procrastination is…

Putting off or delaying or deferring an action to a later time. 

Given the amount of stuff we all have to do, it’s just natural that we have to put off some things to a later time or just not do them at all.

So the real question is… what do we do now and what do we put off until later?

1. Do we do the urgent?
2. Do we do the important?
3. Do we do what makes us feel good now?

The answers to these questions can really affect our future.

Dan Ariely, in his new book, Predictably Irrational did some experiments with a group of students to find out how structure effects procrastination. The results of his test are interesting and may give us some insight on overcoming this insidious problem.

Dan gave three of his classes different criteria for submitting their papers during a 12 week semester

1. The first class had no deadlines at all. They merely needed to submit their papers by the last class. They could turn the papers in early but there was no grade benefit in doing so.
2. The second class could pick their own deadlines for each paper at the beginning of the course. They could set them at intervals throughout the semester or just set them all for the last day of the class. Once the deadlines were set they could not be changed. Students would be penalized 1% of the grade for each day it was late.
3. The third class was given dictatorial orders. They would have to submit their three papers on week 4, 8, and 12 respectively. Their was no choice or flexibility.

At the end of the semester, the grades were tallied for each group. The group with the dictatorial structure did the best, followed by the class that set its own deadlines, with the free form group coming in last.

Structure was very important to the overall grades of the class. The class that was allowed to pick it’s own deadlines decided to follow a scheduling form that the teacher provided.

The take away is this… people do better in this order

1. Externally imposed deadlines
2. Personally imposed deadlines
3. No deadlines at all along the way

This has been my experience over the years with many different classes, goals, or other accomplishments. Over the next few days we’ll look at some structured ways to overcome procrastination in different areas of life. From diet to money management we’ll take a look at some successful programs that let you say…

Let’s get started… NOW!

In the book, Dan explores our perception of an item or service in relationship to its price. And what he found has important implications in our quest for personal development.

Dan and his team created a fictional drug called Veladone-Rx and created marketing materials stating its wonderful pain killing effects. In the test, patients were brought into a room decorated as a high-end doctors office and handed a brochure for Veladone-Rx by a professional looking woman dressed in a business suit.

The full color pamphlet with an impressive logo touts that “Clinical studies show that over 92 percent of patients receiving Veladone in double-blind controlled studies reported significant pain relief within only ten minutes, and that pain relief lasted for up to 10 hours.” The price of one pill is $2.50.

Patients were then taken to a lab room and hooked up to a machine that gave them varying intensity electrical shocks. The participants were asked to record their pain on a computer in front of them after each shock. The  range on the selection line was from “no pain at all” to the “worst pain imaginable.”

After a few minutes this first test is done. Participants are then offered a Veladone capsule and told that the pill will reach its maximum effect after 15 minutes. The test is then run again and almost all of the patients reported significantly less pain.

The results were amazing considering the Veladone pill was actually a standard capsule of Vitamin-C. The placebo effect was very great!

But what would happen if the price of the pill on the brochure was discounted from $2.50 to just 10 cents? The test was repeated on another group of volunteers, but this time the $2.50 price on the brochure was scratched out and replaced with a discount price of only 10 cents.

This time the results were considerably different. In the first test at $2.50, almost all of the participants reported pain relief. When the price was reduced to 10 cents, only half of them did. The effect was more pronounced on patients that regularly experienced pain in their lives.

The bottom line: You get what you pay for. Price can change your experience.

So how would price effect a personal development course?

Consider the following fictional courses.

The first course is a deluxe goal setting course with CD, helpful booklet, and step by step instructions. The benefits are listed in the ad along with a full color cover, motivational picture, and strong brand logo. The price is set at $79.00.

The second is a generic low cost toolkit. It too contains a CD, helpful booklet and step by step instructions. An outline of the contents are listed on the ad, but the whole package has a low cost look and feel to it. There are no implied benefits listed, but the price is a very reasonable $7.95

Looking at the ads, which package would you choose?

1. Do you think you could successfully set meaningful goals with the low cost package?
2. Do you think that the more expensive package would make you more successful?
3. What if you were told that the material was the same, but the deluxe package had pictures, illustrations and video clips compared to the text based generic package. Would you still make the same decision?

Does the price make a difference? 

Let me know what you think in the comments section.

And be sure to download our free goal setting toolkit!

Does free mean less value? Something to think about…

On a table in a large building they offered two types of chocolate. The prized Lindt truffle was offered along side the common Hershey’s kiss. The truffle was priced at 15 cents and the Hershey kiss was priced at a penny. Both of these prices were less than half the usual cost. There was a large sign at the table that said “One Chocolate Per Customer.”

As you would probably expect, the Lindt Truffle was a runaway hit at 15 cents. Over 73% of the respondents chose the higher priced truffle over the generic Hersheys kiss. But what happened in the next test was very interesting.

Dan and his testers then lowered the price of each Chocolate by a penny and ran the test again? This time the Truffle was priced at 14 cents and the Hershey’s kiss was given away free.

The results were startling. Now the Hershey’s kiss was the favorite by a wide margin. Over 69% of the respondents now chose the kiss over the truffle and the difference in the test was one red cent.

The difference was the word free. Free made all the difference, especially when compared to an item with a cost associated with it.

As Dan alludes to in the book, this comparison of a free item to an item that we have to pay for can lead us to make irrational or poor decisions. How many times have you chosen the buy one, get one free item only to get home and find it was not the quality you expected.

Let’s say you went to Walmart to buy tee shirts. You usually buy the national brand that doesn’t shrink and holds up well wash after wash. On the same rack is an inferior brand, but the large size package is priced buy one-get one free. Your mind instantly picks up on the deal even though you have to buy two and end up spending more for the large package of shirts.

You get home and after one washing, the inferior shirts shrink 20%. Now you have two packages of shirts that you cant wear but once. The power of free caused you to make a poor decision.

The word free can drive traffic but often relegates the item to something of little or no value. On this blog for example, I provide many free MS Word based templates for a variety of uses. I don’t use the word free but instead use words that explain the benefits.

Instead of Free Flowchart Template, I refer to my flowchart cards as a Five Minute Flowchart, letting the reader know that the flowchart can be created on their desk in under five minutes.

Given the premise that the word free is a powerful motivator, would people be more interested in a free offer or the benefits of a product or service?

Here is a question: What offer would you choose below?

A Free Flowchart Template emphasizing the value of “Free“

A Five Minute Flowchart emphasizing the benefit of “Speed“

Both of these links and graphics point to the same flowchart page. Which graphic would make you click first? The one with the free option, or the one with the time saving benefit?

I would like to hear your comments on this.

I’m going to track this in my stats and see which one is more popular. If you have a minute click on the graphic you would choose. I’ll post the results in an upcoming post in a few days. It will be interesting to see how predictable this choice is.

• Why do headaches persist after taking a one cent aspirin but disappear when we take a 50 cent aspirin?
• Why do we splurge on an extravagant meal, but cut coupons to save 25 cents on a can of soup?
• How did we ever start spending over $4.00 on a cup of coffee when, just a few years ago, we used to spend less than a dollar?

Over the next few days we’ll explore some of the concepts in the book and how they affect our personal productivity on a daily basis. You’ll be surprised just how predictably irrational we are. Stay tuned…

Sometimes dreams come true.

My wife and I were in Santa Barbara this week for a short vacation. We stayed in one of our favorite places, the Cheshire Cat Bed and Breakfast. This is a wonderful Victorian residence, designed around an Alice in Wonderland motif. It’s one block off of State street, and a great place to discover the city.

One of the packages they offered this year was a two hour Segway tour of Santa Barbara. We had booked our stay with a restaurant package including dinner at Downy’s and lunch at Louie’s Bistro (delicious mesquite broiled meatloaf), but the Segway tour sounded intriguing. On the second day of our stay we called up Segway of Santa Barbara and signed up for their 2 and a half hour Old Santa Barbara Tour.

We arrived to find a small business across the street from the Santa Barbara pier. they signed us up, provided helmets and took two Segways outside to start our tour and Segway lesson.

Bill was our tour guide and he took a few minutes to familiarize us with the Segway i2 personal transport. He showed us how to power it up with the wireless controller and how to step on the self balancing device. At first my wife and I were both a bit wobbly, but we soon caught on to the controls.

The Segway is very intuitive. You lean forward to go forward, you lean back to stop. You use the handle bars to turn. The built-in gyroscope keeps you magically upright and balanced.

Within minutes we were zipping around the parking lot and doing a quick slalom around some cones. We practiced entering driveways and going up and down hills. The Segway soon became almost second nature. This is one amazing machine.

Once we were able to do the test course with ease, Bill had us follow him as we set off for the city tour. We headed out on State Street and rode down the sidewalks with ease. Since the Segway is classified as a pedestrian instead of a vehicle, we could go almost anywhere on the unit that we could walk.

We were soon zipping past the train station and soon found ourselves under one of the largest trees in Santa Barbara. Bill was an amazing tour guide. He reminded me of a laid-back Indiana Jones. Someone who was incredibly knowledgeable of the history of Santa Barbara and always up for adventure.

And adventure we had… over the next 2 hours we saw more of Santa Barbara than we could have by any other means. We toured many of the downtown streets and drove through a couple of parks. We went down a dirt path to view a Koi pond alive with fish and turtles. We parked the units outside a downtown museum, and Bill gave us a locals-tour of the museum.

Bill had so much trivia and local knowledge it made the history of city come alive. From the early Spanish influence through the Chinese settlers, up to a modern multi-cultural city, Santa Barbara is fascinating.

As the tour wound down, we headed back to the pier at a quick 12 mph pace. The Segways maneuvered through the streets with ease and as we pulled up to the shop after two hours on the machines, we found they still had almost a full charge.

I was blown away by the Segway experience. I haven’t had so much fun in years and now I really would like to own one. With gas over $4.25 a gallon here in California, the electric powered Segway would be a great alternative for short trips around town.

Priced around $5000 and very reliable, this may be the future of urban transportation. It’s certainly the most fun you’ll have commuting!

It has always been a problem with batteries. The lead-acid units we have used for so many years in our cars, just don’t have the capacity to make an electric car feasible for most people. The range is too short and the weight of the batteries too high.

Technology has changed in the last few years and we are now seeing a wide variety of gasoline-electric hybrid cars on the market. These cars use a medium sized battery and a gasoline engine to provide power and charging capacity. Electric power is used at low speed and the gasoline engine comes in seamlessly at higher speeds. It is a marvel of modern technology that they actually work, given the complexity of the hybrid gasoline-electric power plant.

Many hybrids are currently using Sealed Nickel-Metal Hydride battery technology which is an improvement over lead-acid technology. Battery manufactures are now pointing to Lithium-ion technology (Like the new batteries used in laptops and digital cameras) as the next wave of power storage. There are many variations, but the main hurdle to mass production is overheating and fire (remember the laptop batteries that caught on fire).

One of the current battery technologies that is available that has overcome this problem is Lithium-phosphate batteries. These offer extended capacity without the danger of overheating. Once the Lithium-Ion technology is refined we’ll see even greater capacity.

With the advent of these newer batteries, inventors and entrepreneurs are scrambling to bring electric vehicles to market. I went online and found two companies that are coming out with vehicles that may actually live up to the promise.

The first is an electric motorcycle from Brammo Motorsports. The bike is called the Enertia Bike and is powered by multiple lithium-phosphate batteries mounted to a low weight aluminum frame. The bike has no transmission and is simply a computer controlled battery power supply and an electric motor. This simple setup results in low weight and a slim design.

The bike has a range of about 40 miles and a top speed of 50 miles per hour. A two hour charge time will have you back on the road. Given it’s limitations it is being marketed to urban inter-city commuters that don’t have to travel on freeways to work.

With a price tag of over $11,000, the market for this bike will be somewhat limited but there are some people that may want to be the first to actually own a plug and go motorcycle.

As battery technology improves, the range and speed of this motorcycle will increase, but for now it actually works and you can pre-order one today.

The second is one of the coolest cars I have ever seen. It’s a cross between My Favorite Martian’s Spaceship and a Cessna airplane. It’s called the Aptera and is based on a unique three wheel design with an all electric or hybrid power plant.

When production begins in late 2008, the unit will be powered by the latest battery technology. Currently the prototypes are powered by Lithium Phosphate batteries which give an all electric range of about 100 miles. The hybrid gas-electric model has a small gasoline engine to recharge the batteries and will provide fuel economy of over 200 miles per gallon.

Given its three wheel design and size, it is actually characterized as a three wheeled motorcycle. This puts it in a range of vehicles that don’t have to meet the stringent safety and environmental challenges of automobile manufacturers. This allows the company to actually produce a viable electric vehicle at a price point that most people can afford.

The company hasn’t scrimped on safety features though. They have included airbags and have crash tested the prototypes. The Aptera has fared very well in the tests.

This vehicle will be produced just for the California market right now and is designed as a super commuter car. With a target price of under $30,000 there will be a huge interest in the Aptera. The factory is in Carlsbad California and soon we will be seeing them on the road throughout Southern California.

I can’t wait to test drive one of these. The hybrid model would be wonderful for the long commutes that many of us have and being able to plug it in and go would fulfill a dream I’ve had for a long time. Aptera means wingless bird in Greek. Even without wings, this unit will fly off of the showroom floors!

Check out the pre-production video here.

In the meantime, this car makes a great wallpaper on my computer!

I thought I would put together a weekly chart to track my fuel expenses and see how much I was really spending. I drive a pretty fuel efficient vehicle, averaging about 30 mpg on the highway and the low 20’s around town. As I was putting the chart together I decided to track all of my common daily activities on one convenient chart. This included tracking…

1. Calories
2. Fat Grams
3. Meal Cost
4. Exercise Time
5. Trip Destination
6. Trip Mileage
7. Trip Cost

What I quickly realized was that the different items could easily offset each other. If I needed to take a long trip I could cut food costs. For smaller trips I could walk or bike instead of taking the car and save fuel costs.

I created the chart in Microsoft Word and started taking it with me on a daily basis. At the end of the day I would total up the items. Here was a startling finding. By tracking my expenses on this chart, I started to walk more, take my meals with me instead of eating out, and actually found myself saving money over my previous habits.

I also began to eat better and exercise more which led to weight loss. It is funny how a simple chart actually helped me cut costs and get healthier in the process.

You can download the chart here and modify it quickly in Word to meet your needs. I’ve included a Word 2007 version and one for Word 97-2003. Try it for a week (or better yet a full month) and see where your money goes. See if you can cut your trips down and increase your exercise.

If you currently eat out a lot you may see substantial savings by taking meals with you. You won’t have to drive to lunch or dinner and you’ll probably eat cheaper and with less fat and calories than eating in a fast food joint or restaurant.

To really see how many calories you’ll save by not going to that restaurant pick up Eat This-Not That from the editor of Men’s Health magazine. You’ll be amazed (or dismayed) at how many calories are in that signature restaurant meal!

Eat This Not That: Thousands of Simple Food Swaps That Can Save You 10, 20, 30 Pounds-or More! by David Zinczenko, Matt Goulding Read more about this book…

I thought to myself… a weekly calendar….hmmmm… what would I need on a weekly calendar that would fit on a business card? I tried some different things and I realized that I would need to keep this simple to be effective. I currently use Outlook as my calendar of choice, so I wrote down the things I use it for.

I make notes of …

1. Appointments
2. Things To Do / Next Actions
3. Phone Calls I Need To Make
4. E-Mails I Need to Send

While Outlook works well for appointments, it’s clumsy for the other three on the list. Those are usually delegated to my daily goal sheet that sits by my computer. But creating a card based calendar would give me additional flexibility. I could easily take it with me in my pocket or wallet and I could easily display the cards on my desk in a plastic holder. My wife was on to something here.

With her feedback, we came up with a simple 5 day business card based calendar. We added color for additional versatility, and made them two sided for maximum information.

The front side of the card shows the day at the top and has three columns for appointments and to-do items. The alternating color rows make it easy to segregate information at a glance

The back side of the card has a place for phone calls and e-mails. You can put the cards in a card holder on your desk for instant reference and as a constant memory jogger.

The cards come in five different daily colors and two weeks of cards are printed on one sheet for added value. Since they are provided in Microsoft Word templates, it is easy to add text in MS Word or just print them out and use a fine tipped Sharpie. Both Word 2007 and 97-2003 versions are included.

Instructions for use:

• Download the Five Minute Calendar Template for MS Word
• Open the templates and modify as necessary
• Print out on Avery business card stock (10 Card)
• Print the back of the cards on the back of the same sheet
• Break cards apart
• Fill in a appointments and to-do items
• Fill in phone calls and e-mail sections
• Arrange as necessary on your desk
• For portability stack cards in order and clip together with mini clip
• Transport easily in pocket or purse

Enjoy your calendar!