Better Project Management via a Better Definition

This last year has seen a number of changes to the way our business is managed. We have tried just about every project management tool under the sun, from the popular Basecamp and open-source web-based alternatives, thought to the bloated Microsoft Project - all without much success.

And it turns out that my struggle to get this part of my business right has been based on a bad definition. (Or probably, more accurately, no definition.)

So in order to find the right tool - the question must be asked: "What is project management?"

And the answer is best summed up in explaining what it's not.

Earlier this year I purchased Sitepoint's The Principles of Project Management - and on page 8 the obvious truth stood out:

Firstly, project management is not personal productivity. This is an easy mistake to make, however. Most folks’ early experience with project management is on smaller projects on which they’re doing most of the work themselves. It’s easy to start treating the project schedule as your diary, the task list as your to-do list. But as soon as you add anyone else to the project, be it a client who wants to understand the time line or a colleague helping out with some of the work, this approach starts to cause problems.

If you make your project management tools double as personal productivity tools, you’ll almost certainly be including far too much detail. Keep a clean line between what you need for yourself personally, and what the project needs. This way, when you have slightly larger projects with more people involved, your tools will scale.

If you think about it, many of the project management tools pitched at web design businesses are very much focussed on tasks. Way too much detail - and the whole project management things just gets way too hard.

So I have found a solution that is surprisingly low-tech:

A whiteboard.

Yep - that's it. It happens to be a magnetic whiteboard though. So here's what I do.

1. The whiteboard is divided up into columns - with each column representing a milestone. "Received Content"... "Design Approved"...  I have about 7 stages I think from memory (I'm writing this from home) but there's no magic number. Divide your workflow into milestones you can tick off.


2. Each project is represented by a little piece of paper with some essential details. And it's held to the whiteboard with an amazing piece of technology called a magnet. When you have received the content, move it into the next column!

This overcame a couple of problems:

1. Software wants you to enter due dates for everything, whereas in reality a lot of when something gets finished depends on the client. So due dates regularly got missed, and planning went out the window. The whiteboard has no dates.


2. It's quite easy to stand back and see any bottlenecks on your process. Got a lot of projects sitting in stage x? Why? Then do something about moving some of those along.

That's about it. Check the whiteboard once or twice a week with your team and get progress on where everything is at, and what projects can be moved to the next column.

This does not address the question of the detail though. What actually needs to be done during each stage of development? And how do you know when it's done?

Ah, well that's a topic for another post...

Adding ringtones to your iPhone

You'd think that with thousands of songs on your iPhone, making a ringtone out of one of them would be simple. Yes? No.

Found a post that almost explained it all here - but it didn't quite work for me. I didn't have an option to convert to AAC! Then I found another post here that helped me figure out why.

So here's the trick:

1. Go to your Import Settings in iTunes (they are in different places depending on Mac or PC). If it's not already, set it to import files as AAC.


2. Locate the track you want to use in iTunes. Many songs start out a little quiet - which is no good for a ringtone - so play the track and write down the times where the ringtone should start and finish.


3. Right-click the track and click Get Info. On the Options tab mark the start time and then end time for your ringtone. Click OK.


4. Right-click the track again and choose Create AAC Version. (This won't be there if your import settings are set to MP3.) This will create a new track based on the times you have entered, in the same folder as the other track.


5. Right-click the track again and choose Show in Finder (Or Show in Explorer).


6. Locate the new file and change the filename so it ends in .m4r instead of .m4a


7. Double-click that file and iTunes should then import it as a ringtone, not a normal track.


8. Go to the settings in your iPhone and the new ringtone should t=be there under the Custom heading (after you have synced it of course!)

Phew! But it saves buying ringtones for songs you already own!

iTunes 8

I was prompted to update iTunes today, but little did I realise what was in store!



A new feature called Genius looks at your tracks and can suggest playlists based up any track in your library that you select. And the Genius Sidebar links off to iTunes Store where you can purchase other tracks by the same artists that you don't have, as well as other related suggestions.

It's optional, but I think it's a nice addition. Of course, I expect it's sending info about the tracks you play off to Apple, so if you're concerned about that then it's probably not for you.

Telstra Offers iPhone

If there aren't already enough iPhone posts running around the blogosphere already, I thought I'd add my own.

Hooray! Australia gets the new 3G iPhone!

Bummer... only Optus and Vodaphone announced they'd carry it. Which is no good for those of us not living in a capital city – as Telstra is the only carrier that really offers decent coverage. Sure, the others are represented, but their coverage just isn’t the same as Telstra’s.

So any chance I had of possibly getting an iPhone hinged upon an announcement from Telstra.

And today I discover some good news!

Of course, we don’t know pricing yet, but the normal thing to happen in Australia is for carriers to subsidise the initial cost of the phone in exchange for a contract (typically 24 months).

So as long as the plan isn’t ridiculously expensive, roll on Jull 11! Fingers crossed!

Energizer Software Gotcha

I had a bit of a rant recently about the software that comes with some new USB Charger packs.

Well, not I feel like a bit of a goose... It actually installs as a Dashboard Widget! Found it totally by accident... but there it is!

Ah well...

Engergizer Software Low on Batteries

Purchased a nifty little USB charger yesterday that charges a couple of batteries - you guessed it - straight from the computer's USB port.

Cool!

It even has software you can download so you can keep an eye on the charge level on screen.

Cooler!



Except do you think it will install for me?

I download the Mac - Intel version, expanded the folder, and ran the install program. At the end it wanted to restart the Macbook (that sounds a lot like something that Windows wants to do) so I did. But alas, there's nothing there!

Nothing in Applications. Nothing in Spotlight (apart from what I downloaded). Nothing in Quicksilver. Nada. Zip. Zero.

I thought that maybe plugging the unit it will launch something? Nope.

So I installed something, but I dunno where it is, or how to open it. Hmmm.

Anyone managed to successfully install this software? Does it work?

Video Conferencing with Messenger

Video conferencing with Windows Live Messenger was always a great way to keep in touch with family spread far and wide. It was a bit of a pain hooking up the webcam though, so it didn't really happen as often as it should.

So my new Macbook has a built-in webcam. Handy! Time to get back to using video.

Except everyone I know uses Windows Live Messenger.

I had Adium installed - a great little IM (Instant Messaging) program that you can use to type notes to people with Live Messenger (among others). But no video.

So I tried Yahoo Messenger. Yep, it has video. Yep, you can message people using Live Messenger. But you can't video conference with people using Live messenger. Sigh.

Microsoft even make a version of Messenger for the Mac. But would you guess? No video!

It was actually while writing this post that i found aMSN - a Live messenger clone that actually supports video! So instead of signing off this post with despair, I have a glimmer of hope. About to download it and try it out now...