The Productivity Meter gives you a “distracted browsing” score, depending on how much time you spend visiting sites like Facebook vs. how much time you spend visiting “productive” sites. You can check your score via a toolbar button, and see how you compare to other Productivity Meter users — to get a more detailed view of your browsing habits, you can click the “Get Detailed Stats” link, which has charts galore. It’s worth noting that the time tracking data is recorded anonymously; you don’t need to create an account or log in to use the service, and you can pause recording at any time.

You can also tweak the settings through the stats page if the sites that are deemed “distracting” or “productive” aren’t applicable for you — for example, RescueTime thinks WebWorkerDaily is distracting, which is obviously inaccurate for me as it takes up a large portion of my working day!

The Productivity Meter is not as detailed as some of the other time tracking apps we’ve featured, and it can only measure time spent in your browser. However, it’s free and only requires a one-click install, and it might just provide some eye-opening insight into your browsing habits. If you read RescueTime founder Tony Wright’s guest post here on WWD last year, you’ll know that he believes time tracking and monitoring tools can be used to improve productivity by giving individuals (and perhaps more controversially, their employers) a deeper understanding of exactly how much time they spend on different activities. Indeed, the Productivity Meter is a way to start down that path of self-knowledge.

How much of your browsing time is productive?

(via Download Squad)

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Backoffice

1. Invoice management

Freshbooks is still an excellent invoicing service, but there are some new and some improved invoicing apps in this space, such as:

• WinkBill
• SimplyBill
• WorkingPoint

You can also track expenses with:

• Expensify (see our review here)

And add functionality to your online invoicing:

• OfficeDrop (includes Freshbooks integration. See my review here)

Also check out Celine’s piece on managing your finances online. If you are looking for solutions for creating and managing contracts, check out Celine’s roundup of contract resources. You may also want to check out Outright, a bookkeeping and tax prep tool that Scott reviewed.

2. Time tracking

Need to get a handle on how much time you’ve spent on a particular project or task? There are apps for that — some standalone, some that integrate with your invoicing systems, and some like Where is My Time that help you to analyze how the time flew by and how productive you were during that time. Here are some others:

• Klok
• BubbleTimer
• toggl
• Paymo (tracking with invoicing)
• Intervals (plus task and project management)
• RescueTime (with time management and project tracking. See our review here.)

And in the time-, cash- and distance-tracking category, take a peek at 1DayLater (see our review here).

3. Social CRM

Here are some startups that provide useful Social CRM products:

• BatchBlue
• SugarCRM

For quick contact information exchange, I love the Poken social business card and am so disappointed that they aren’t taking off like I think they should. I wear my cute skull Poken at every conference I go to but have yet to get “poked” unless Poken is a conference sponsor.

I’m also keen on Bump for the iPhone and Android, and also covered some other contact sharing apps in this roundup: DropCard, Rmbrme, BeamMe, ShareCard, SnapDat.

At SXSW, I was given a very impressive demo of relationship management tool Gist (see our review here) that promised a lot, though I have yet to incorporate it into my daily work.

4. RSS Reader

I don’t know about you, but I’m over RSS readers. But to be fair to those who have yet to discover the social firehose, you could go with the ever-popular Google Reader and the novelty of Snackr, which puts a little ticker at the bottom of your computer screen for passive, almost subliminal consumption of your feeds.

And here are a few other popular feed readers:

• Filtrbox (see my initial review here)
• Netvibes (this is really more of a “build your own landing page” service that incorporates feed reading features)
• Feedly (a similar landing page service)

For saving articles to read later, I currently use a combination of Delicious, Instapaper, and “favoriting” tweets containing links on Twitter.

Communications

5. Email management Social communications management

I have changed the heading of this section because I find that my communications are no longer mainly taking place through email, and are increasingly moving into my social networks.

While I am trying to move away from Gmail and start using email management tool PostBox again (its attachment management tools make it a compelling option for me), I am also looking out other social communications management systems and apps.

I was panicked to find Threadsy — the intriguing integrated communications client that you could use to see your email, social networks, and Twitter in a single place — under “re-construction” but have signed up to see what is happening with the app.

You might also like to check out a few email productivity add-ons we’ve reviewed, such as Xobni, Rapportive and MailBrowser.

6. Calls, Conferencing and Instant Messaging

Right now, my company has been moving away from Skype. Although we all love the app, it seems to drops our calls almost constantly now. We are moving back to the old-fashioned telephone for calls, while for conferencing we have been using FreeConference.com.

Here are a few phone conferencing and webinar-style conferencing systems that I also use:

• Calliflower
• DimDim
• GoToMeeting

Note that I didn’t include WebEx in the list. I am convinced that the company, which once dominated this space, has had a hard time keeping pace with the more nimble startups.

One other phone-related service that my company is trying is eVoice, because we need a virtual PBX system that can accommodate our UK office as well as multiple U.S. locations. Unfortunately,  I don’t have enough experience with it yet to tell you how it is working for us. Stay tuned.

Work Process

7. Project management

My company first used Basecamp for project management before switching to 5pm. Today, I’m seriously checking out glasscubes as it provides project management together with collaborative space. It is much lighter on the project management side — it’s really just a task management  app — but I’m getting a feel for the company’s interesting take on how virtual groups can work better together. More on that soon, too.

Just for giggles and grins, check out my old post about this topic: “Project Management, Collaboration and How Our Brains Work.”

8. Calendars and Schedules

I’m excited about the web-based services that allow me to give out a link to my calendar — or just a portion of my calendar — so  people can get on my schedule. But as my post about a scheduling bungle at SXSW due to system time zone issues, I know that there is still no single tool that “does it all.”

Still, here is a quick rundown of a few tools I’m still using or trying out:

• TimeBridge and their Meetwith.me feature
• TimeDriver
• Tungle
• ScheduleOnce

9. Cloud-based collaboration/document sharing

While I still use Google Docs, some fundamental integration issues are making me look elsewhere. As I mentioned earlier, my company is currently experimenting with glasscubes.

Here are a few others:

• iWork.com (from Apple)
• Zoho
• Colaab (see our review here)
• Backboard (useful for feedback on docs and files)

And I know you’re going to think this is kooky, but the 2.0 version of Spinscape combines mind mapping principles and collaborative communications in a way that is quite compelling to me.

10. File storage/backup/sync

Take a look at SugarSync. It provides backup, file sync and file sharing “on-the-go” on any Mac, PC or mobile device (check out my review here). Here are some other useful options:

• DropBox
• Box.net
• Mozy

A newbie in the “active backup” and file storage space is Soonr, which also has Mac, PC and mobile capabilities.

What are some of the must-have applications you’ve found invaluable in your own web work?

stock.xchng images by johnnyberg, gun, toutouke

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A few weeks ago I read this very interesting piece on WebWorkerDaily about the impact of corporate blocking policies on web working employees. The gist of the article was that blocking tends to throw away a lot of the good with the bad and, increasingly, the things that managers think of as “bad” (Twitter, Facebook, IM, etc.) are actually an important part of folks’ communication toolbox.

I’d like to pile on with more evidence that wholesale blocking is bad. The University of Melbourne found that workers who are allowed to surf the web for fun at work were actually nine percent more productive than those who weren’t. So what about monitoring? Well, it turns out that monitoring your employees (the way most employers do it) is similarly detrimental to productivity. It also tends to make life more stressful for employees.

At RescueTime, we are constantly thinking about the ethics and efficacy of blocking and monitoring for teams and individuals — it’s our mission to actually build software that does this in a way that increases productivity and isn’t evil. A huge, and sometimes daunting, part of our job as product developers is to educate employers on what works, what’s ethical and what kind of expectations are reasonable for web workers. Here’s some of what we’ve learned.

Blocking and Monitoring is Everywhere

As obvious as the faults of blocking and monitoring are, employers still do both. You can see why a manager might do it — excessive leisure surfing can have a huge cost, and abusive workers are exceptional at camouflaging their activities. A 2005 survey by the American Management Associated found that 75 percent of employers monitor their employees’ web site visits to prevent inappropriate usage, while 65 percent of them use software to block web sites entirely. The good news is that 80 percent of employers actually tell their employees about their monitoring practices.

How to Do Blocking Right (If You Care About Productivity)

Just because wholesale blocking of web sites can be evil and ineffective at improving productivity doesn’t mean that blocking should be kicked to the curb. Below are three guidelines for effective blocking:

1. Your goal should be to block excessive or abusive Internet usage, not block everything. Block using allowances. Decide as a team what an appropriate amount of leisure time is for a work day (or work week). Stop the “binge” leisure surfing and you’ve solved 95 percent of your productivity problem.
2. “Nudge” before you block. If you’ve set a limit of no more than eight hours a week of leisure surfing, alert the user when they are trending towards exceeding that. Blocking is a painful and limiting experience; a nudge may be all you need to avoid the excess.  If at all possible, give them some social context. Receiving a message that says, “Hey, you’re at 7 hours of leisure surfing so far this week, and 8 hours is the maximum. Your average teammate is at 3h and 21m” can be way more motivating.
3. Give as much control to your team as you can. The more top-down the solution is, the less effective it is.

How to Do Monitoring Right (If You Care About Productivity)

Monitoring can provide a business with critical data. Which applications are actually getting used? How does the new development methodology effect how people spend their time? How good is the new manager at making sure that people have enough work to do? How people spend their time is a leading indicator for business health and team engagement/morale, but it’s uncomfortable to introduce it to a team, even when done correctly. Below are some guidelines for effective — and minimally evil — monitoring:

1. Set reasonable expectations. Knowledge workers don’t work solidly for eight hours a day (in fact, if you’re doing productive computer work for five hours a day, you’re in the top 1 percent of our userbase!) Suggesting that they should is a disaster. Also, it should be clear to everyone involved that day-to-day scrutiny will not happen. A leisure-heavy day is not a problem. A leisure-heavy month might indicate that someone is undertasked or undermotivated. It’s also important for everyone to be aware that how you spend your time does not equal productivity.
2. If productivity matters, only monitor high-end teams. I’m not kidding. A study at Rutgers showed that monitoring high-ability individuals resulted in better performance. Monitoring lower-ability individuals actually lowered their performance.
3. Give your team the ability to control the monitoring process. Giving them a “pause” button gives them control over the process and actually results in increased task performance (source: University of Conneticut Study).
4. Monitor as little as you need to. If productivity is your goal, you don’t need to read people’s IM conversations — you just want to understand how they spend their time. Ideally, this should be no different (and no more evil!) than a timesheet, except that it’s more accurate and less effort-intensive.
5. Monitor everyone (managers included!). We all have the same fear. We know we only really work for a few hours per day  We also all have the same delusion– that somehow we’re more efficient than our peers and that’s how we manage to do eight hours of work in two or three hours. In reality, we’re all pretty similar.  The Rutgers study mentioned above also found that monitoring group-wide offered protection against the stress associated with the monitoring.
6. Show people their own data. If you’re chasing productivity, showing people how they spend their time can be very motivating, especially if you compare them to their average peer. If you wanted to have each department to be more disciplined about spending money, you wouldn’t monitor their spending in secret and then pounce on them when they spent money irresponsibly. Take the same attitude with time and get your team involved and interested.

What do you think of these guidelines? As a member of a team, what sort of blocking and monitoring rules do you think would actually help you be more productive without feeling too “overlordy”?

Image by stock,xchng user marcos1981.

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RescueTime

We’ve covered RescueTime briefly in the past but for the uninitiated, unlike a typical time-sheet application RescueTime requires no data entry. A small desktop application runs in the background and sends updates to your online profile. By tracking which application you have “in focus,” it knows what you are working on. Using the web application, you then tag and categorize these entries to see how you are spending your time.

An impressive array of charts and graphs break down and present your data for easy evaluation. See at a glance exactly where you are spending your time and what you are doing on your computer. Useful metrics assign a value to your productivity and also provide cumulative and comparative data. The insanely handy goals and alerts functionality lets you know when you are spending too much or too little time in a particular area.

Because it captures every program and every web site, the tagging of items can be overwhelming, especially in the beginning. While it isn’t necessary to tag everything, the new autotagging feature goes a long way to identify those apps and sites that, while you may have only spent a few minutes with, can account for a significant contribution when figured together.

Seeing your time and productivity presented in this fashion for the first time can be humbling. Just how much time did I spend in BlogDesk writing articles this month? Have I really spent almost 4 hours on my Fantasy Baseball league this week? And while I still use a stand-alone time tracking application to capture data for billing, RescueTime is great for examining my overall productivity and helping me make sure that I am putting the proper amount of time into those areas that require my attention. I use it for big picture analysis but the tools for more detailed examinations are certainly present.

The RescueTime data collector is available for Windows and Mac, with a 3rd party Linux app also available. Take a product tour or take the plunge towards greater productivity and Sign Up. Personal and Team Basic accounts are free while Team Plus accounts for groups over 5 are $12.95/month per seat.

They say that with information comes power. Would this level of detail about your activities provide value to you? How are you using RescueTime or other tools to keep your productivity on track?

Related research and analysis from GigaOM Pro:
Subscriber content. Sign up for a free trial.

• Why iPad 2 Will Lead Consumers Into the Post-PC Era
• The Near-Term Evolution of Social Commerce
• Content Farms: The Players, The Benefits, The Risks