Web or browser-based solutions are always a good place to start looking for platform independent tools, since they can usually be accessed no matter what operating system a person is using. However, just because something is a web app or accessible through one browser, doesn’t mean it can be used with every platform. Believe it or not, there are still software tools out there that only run in Internet Explorer, a browser that is essentially limited to Windows, for example.

Being locked to one specific browser isn’t the only thing to watch out for when it comes to web apps, either. If you want to make them truly accessible everywhere to remote workers and teams, make sure they’re functional on all major mobile platforms, too. That means avoiding any kind of Flash-based tools, and also favoring vendors that offer mobile apps, or specially formatted versions of their tools designed for access on smaller screens. This is especially important when sourcing the kinds of software people will be more likely to use when not at home or the office, like time trackers, expense monitors and enterprise-wide instant messaging systems.

The pain and expense of retrofitting old databases and records to be compatible with new software often causes businesses to de-prioritize or put off upgrades and replacements until they’re absolutely necessary. This is like trying to put out a fire by just keeping it out of your field of vision, until it grows so large that no matter where you look, you’re surrounded. Some businesses will even keep legacy hardware around just to support some long outdated accounting software that manages to just barely get the job done. Such systems aren’t portable, consume inordinate amounts of productive time, tax employee patience and even allow workers in relatively trivial roles who know the “secret” to using them to wield an amount of power that’s vastly out of sync with their pay grade.

Taking a proactive stance to replacing enterprise-wide software will free up time, resources, and money. It’ll allow businesses to transition more easily to a distributed workforce model, in more areas, more quickly. It’ll help companies offload legacy hardware and keep pace with technology, and leverage the existing tools employees more and more are bringing to the office environment in the form of their own consumer electronics.

Finally, when researching new tools, always remember to cover all your bases and not just take your vendor’s word for their product’s platform interoperability. Get a live demo, check inputs and outputs to ensure its compatibility with other leading industry software solutions should the product encounter an early and unexpected end of life. Avoid proprietary formats and check to make sure that, where possible, the tool you’re considering uses generally accepted standards established by external governing bodies like the W3C. It can be tricky to find such tools, since vendors stand to gain by ensuring customer lock-in through proprietary formats, but finding solutions that won’t chain to one particular platform should be a priority. Considering the rapidly shifting landscape of enterprise and consumer computing, and the fading line between the two, it’s well worth the effort to do so.

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Imagine you’re in charge of a company that pilots a remote working test program. You find, like many do, that letting your employees work from home leads to greater productivity and lowered support and facility costs, so you widen the pilot program and make a portion of your staff full-time work-from-home employees. Eventually, you realize that you’re getting such great results from your remote workforce that you haven’t had need to see staff in person for weeks or months at a time. In fact, you realize, your workforce could be based anywhere in the world and still be as, if not more, effective.

In much the same way that advances in robotics replaced factory floor workers with automatons capable of doing the work of many with fewer errors and no need for breaks, advances in information technological have made it possible for workers in countries with lax labor regulations to do the work of multiple domestic employees for much cheaper. Offshoring is on the rise, and it’s affecting skilled positions now (PDF) nearly as much as it is unskilled labor.

Luckily, while remote working is part of the reason offshoring has become such a trend, it can also help workers based in the U.S. remain competitive. But it must be used in combination with the two key advantages available to the worker of the developed nation: the luxury of time and the freedom to fail.

In a recent article about the growing gap between the rich and the poor in the U.S. and around the world, Chrystia Freeland relays the sentiments of one CFO regarding the cost discrepancy between domestic and offshore labor: if your worker is asking 10 times the reward for doing a job, you expect 10 times the delivery. It may seem flippant, but it’s also a harsh reality of the new global economy, and one that denial or justification (like that expressed by many of the commenters of Freeland’s story) won’t make go away.

The only valid answer to such an expectation, at least as far as the balance sheet goes, is to meet it. And remote working can make that possible. Productivity boosts from at-home workers are a demonstrated reality. Part of the reason behind that is that remote workers tend to spend more time working, and less time not. Work can happen at times that would otherwise be lost. And if you happen to have a good idea after hours while watching television, there’s nothing stopping you from taking a few steps to the home office and working that idea out. Work/life balance may suffer, but even having such a balance to enjoy at all is a luxury.

It’s that luxury that allows us the second advantage I mentioned above, the freedom to fail. If you’re working 12 hours a day because otherwise you might literally starve, there’s little option but to stick to a prescribed formula for success. Experimentation isn’t fostered in that kind of situation, and the consequences of risk-taking could be catastrophic.

A remote worker in a developed nation is in a prime position to constantly innovate. Failure has fewer and far less dire consequences, and because of the luxury of time we enjoy, we can make up for botched attempts at doing something new much more easily.

In many ways, remote working leads naturally to an internationalized workforce, but it isn’t a death sentence for domestic employees. While companies generally look at higher cost as a bad thing, they also prioritize wise investment and aren’t afraid to spend in search of a return. By turning the advantages that higher wages afford us back into added value for employers, we can make sure we continue to stand out in a global workforce.

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A QR code is basically a real-world link to a virtual destination. It takes the manual entry aspect of URLs out of printed website addresses, by allowing people interacting with a printed document or graphic display to simply scan a barcode with a mobile device, leading them to the desired web page. Other info can also be conveyed via QR codes, including contact information and map locations.

Creating and using QR codes is so easy, it struck me that they could also be incredibly useful for enterprise deployment, especially if you or your office still uses paper for a portion of your record-keeping or communication purposes. Here are some sample applications of the kinds of implementations that I’m now using to help make the process of going from paper information to digital destination as painless as possible.

An Appendix of Links

When preparing a printed document for review by a coworker or collaborator, I’m now including an appendix of links as QR codes, with coordinating in-text citations. It’s much better for the reader, since they aren’t interrupted by lengthy URLs that, even if they were actually going to manually enter them as they read, would be a huge pain to input. Instead, with an appendix of QR codes, if a reader finds that they really need to check one of the included contextual links to access the background info for a particular passage, all they have to do is snap it with their mobile to be taken to the article or document in question. This is especially convenient if the person you’re preparing the document for does a lot of work while travelling, but there are even desktop readers, like the multi-platform Adobe AIR app QReader that can use your computer’s webcam to capture and interpret QR codes.

Record Keeping

Many organizations still keep paper files, even when much of their business and bookkeeping has gone digital. If you want tighter integration between what you have in print and what you keep digitally, QR codes are a great way to make the link. You can even encode QR symbols with ftp:// or file:// links if your records are stored locally or on an intranet server, and then read these using a webcam and a program like QReader, mentioned above. Contact information can be saved entirely as QR codes, in case you find yourself needing to get in touch with a former employee or coworker who is long gone from the active duty roster.

Inter-office Memos and Posted Bulletins

Some offices still circulate printed memos and post printed bulletins. QR codes are perfect for this type of communication. Phone numbers for RSVP requests and map locations for events or meetings can be included as QR codes for easy retrieval using cellphone cameras and apps.

In fact, even if you’re sending out an event notice by email instead of print, including a QR code with map coordinates might be a good idea, since recipients can just snap a photo of their screen before leaving the office and instantly have directions to the right location in Google Maps, leaving out the possibility of human error that comes along with manual entry of such information.

1,000 Other Possibilities

The way I see it, if you’re still using paper for whatever reason, there’s no reason that paper shouldn’t also include QR codes. Even if there’s just one, and it links directly to a digital version of the very same document it appears on, that would be a huge boon to most workers, who in most cases have to follow through with at least one digital action as a result of any paper-based request or imperative. If you’re a part of a larger organization, you can even try implementing a customized organization-wide QR-based app that lets you do whatever you need to with the technology, since the type of info it can store is virtually limitless (it can hold over 7,000 numeric characters).

The paperless office may still be a dream for many, but with QR codes, you can make sure that even with one foot in the papered past, and one in the digital future, as little information as possible is lost in the gap between the two.

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For Mac-using remote workers, the Mac App Store presents a major step forward in making sure that we always have our tools with us, no matter where we are.

When I know I’ll be working from someone else’s computer, I mentally make a checklist of all the software I’ll need to download and install before I can get up and running. In some cases, this is a simple process, but in others, it’s quite difficult. It can be a considerable headache to depend on trial or demo versions of the software I need.

Now, however, the App Store allows us to install apps associated with our accounts to any Mac. This represents a major change for the better in the way we can work. Imagine signing in with your Apple ID and quickly and easily making a temporary workstation feel just like home. It’s a vision that’s now within reach, without the need for a remote server or enterprise support.

As long as you’re using the software for personal use, you should be able to log into the App Store from any Mac and download the apps you need. Once you’re done, you can just uninstall your software, transfer any stored data to a thumb drive or to storage space in the cloud (if it isn’t already automatically synced, as with apps like Evernote) and go. You’ll be able to spend less time on setup and configuration, and more time actually getting work done.

So the App Store makes Mac software more portable, and it also makes it more discoverable. It will be a lot easier to find the right app for the job, and will simplify making sure that clients and co-workers have access to the same tools as you do. Eventually, when Apple introduces Mac app gifting, you’ll be able to provide teammates with the tools they need on demand, and they won’t need to pick up the cost.

The current Mac App Store is only the beginning. It’ll be built-in to OS X Lion, which means eventually it’ll be on every Mac you encounter. And it’s likely that apps won’t be the only thing you can grab from the cloud. User accounts, preferences, application data and documents; evidence suggests that soon it’ll reside on the web for easy access from wherever you happen to be.

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Working entirely in the cloud is not by any means the norm, and it probably won’t be for quite a few years, but Chrome OS has some very attractive features for enterprise customers, as Google was quick to point out when it unveiled the Cr-48 beta units it would be sending out for pre-release testing. Most importantly, the technology will be cheap, which will really come in handy when businesses have to outfit an increasingly large staff of telecommuters.

More and more of our daily computing activities are making their way to the cloud, but what kind of effect will that have on productivity? To anticipate the impact of a cloud-based remote workforce, look at the last time there was a revolution in the way workers connected: the advent and rise of the Internet.

Productivity among U.S. non-farm businesses grew at a rate of 2.5 percent per year during the period between 1995 and 2000. From 1973 to 1995, productivity had grown only 1.3 percent per year. Yes, it’s true that the web brought YouTube, Facebook and email as well as many other potential distractions, but there’s no denying that it significantly improved worker productivity on the whole.

The groundwork that allowed for that spike in productivity was laid around a decade before, as businesses started to really invest in IT and in the early 80s, an investment which began to pay off in the mid-90s as workers really learned how to take advantage of the new tools available to them.

Similarly, business has been investing in the cloud for some time now. Google anticipated the curve, housing its productivity suite Google Docs completely on the web, beyond local storage. Gmail, too, has become more than just email, and now operates almost as a cloud-based CRM, calendar and task management product. Many similar offerings are available from other vendors, but users haven’t yet left behind local files and started working exclusively in the cloud.

Just as Internet search, email and instant communications reduced the need for letters, faxes, reference material and time-consuming phone calls, soon cloud-based production and collaboration will reduce the need for digital transmission of documents, uploading and downloading files, redundant rework by multiple teammates and more. You won’t have to worry about whether a client has the files, or the right version, or anything like that, because you’ll just authorize them for the cloud-based content of your choosing, and they’ll have instant access. It won’t be something that happens with a few clients here and there, but as natural as using Windows Explorer or Finder in OS X. But it can only happen once enterprise and worker uptake of and comfort with the tools catches up to  the IT investment.

It might not take ten years, as Gary Kim of TMCnet suggests, but we won’t see the real productivity gains ushered in by cloud computing until it achieves the same kind of widespread adoption achieved by the original Internet technologies. Once we do, however, and remote workers see it as the foundation upon which all of their work is based, cloud computing’s effect on overall business productivity could rival that of even the wide adoption of the Internet.

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Even though having a phone is an important part of my job as a remote worker, the value of an always-on, constant tether to the office isn’t really as great as one might expect, especially when that device connects me not only to work, but also to almost limitless possibilities for procrastination, diversion and play.

It seems that play is by far the most popular thing people use smartphone apps for. A recent Nielsen survey found that 60 percent of apps downloaded are games. Productivity apps? Way down the list, at around 26 percent. And while a quarter of all apps downloaded seems like a fairly big chunk, I have to question what types of apps fall under the blanket category of “Productivity” (Emoji Plus and Better Christmas List are close to the top in the iOS App Store bestseller list for that type of app, for example) and how often those apps actually get used once downloaded (I’ve downloaded at least six to-do list apps in the past three months, and opened them maybe a dozen times combined).

So if charting project timelines isn’t what most people are doing with their devices, then what is? Taking pictures. The most common activity by far for cellphone owners in general is snapping photos, with 76 percent of respondents in a recent Pew poll sharing that task in common. Just 29 percent ever use an app at all, let alone a productivity one.

Even as an email device, a smartphone is quite limited. If I receive an email that requires instant response, I’ll send one out, but usually it’ll be a quick message to let the sender know I’ve seen what they have to show me, and I’ll wait till I get to a computer to either respond at length or act on the content of the message. Sometimes having received the email will make me seek out a computer faster, but a vast majority of the time it won’t.

I pay more attention to Twitter because I have a smartphone. Is that a productive pursuit? In a strict sense, no, but in a broad sense, it does help further my work. But again, most of the time real engagement waits for the desktop, when I can track down links and access real resources with ease. If I’m checking out Twitter on my iPhone, I’m mostly just killing time or uploading a picture I just took.

James Kwak argues that all a BlackBerry really does is act as a totem of mythical efficiency. After four years of lived experience, I’m inclined to agree. But that doesn’t mean I’ll be getting rid of my iPhone anytime soon. Didn’t you hear? A new version of Angry Birds just came out.

Is smartphone productivity a myth?

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1. Working weekends.

Being a remote worker, I don’t follow the traditional workday pattern. That means I can shift things around to clear up time for other activities, but it also means that I have trouble drawing the line between work time and professional time.

It also means that I’ve been known to work on weekends, even when there wasn’t a particular need to. Working weekends just seems logical, since it should, technically, be all bonus time. If you’re working when most people don’t, shouldn’t that also translate into increased productivity?

Not necessarily. Maybe at first, working weekends (and I’m just talking about working straight through seven days) does indeed provide a spike in productivity, but over time, if you don’t take time off for yourself, in the form of actual entire days off, it’ll affect the work you do. A refreshed worker is a better one, and working without pause will eventually led to unnecessary rework, mistakes in judgment and general sloppiness. It’ll cost you more than you gain, in other words.

2. Staying on the cutting edge.

Many of us like to stay abreast of tech and web trends. For instance, I recently got into Instagram in a big way. And while it’s a great app, I don’t really have any way of using it to improve my productivity, no matter how hard I may try to justify it to myself.

Another great recent example is RockMelt, a new browser designed with social networking in mind. RockMelt provides Facebook and Twitter integration, so that you never have far to go to share content or chat with friends. I’m tempted to try it out as a web working tool, but I know that in fact, it won’t actually help me get anything useful done.

Staying on top of new tech developments is good practice for web workers, but you have to be careful and structured about it. Set aside time during the week specifically for the task, and try not to get your head turned by every new service and/or app that launches. Plus, you can always count on us to keep scanning the horizon for the next big thing so you don’t have to.

3. GTD.

People take Getting Things Done (GTD) very seriously. So seriously that there’s an entire economy based around GTD apps and services. I probably own around 10 to-do applications for my iPhone and Mac combined.

Making lists and getting organizing projects is definitely not something I’m saying is a bad idea, but like anything else, they are appropriate in some circumstances, but not in all. Sometimes, especially if your job has a fairly regular rhythm that doesn’t deviate very much, GTD can be just another form of procrastination. Always ask yourself, “Does I really need a list/plan to accomplish this?” You’ll be surprised at how often the answer is no.

Those are my top three productivity pitfalls masquerading as useful work-boosting tools. What are yours?

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Work As Normal. Then Do a Cost-benefit Analysis

It’s possible that once, long ago, you were so serious about your time that you took pains to account for it to spur yourself onward. If you’ve been a web worker for as long as I have, those spurs are dull and rusted from disuse, and the horse’s hide has grown thick and calloused.

Over time, your impression of how much work you’re actually doing will fall out of sync with reality. The solution? A reality check. I’m not talking about filling out time sheets, I just want you to write out, on paper, your average day and look at where you’re actually working and where you aren’t. Now highlight in red marker those huge chunks of time with no definable benefit. Chances are, an hourly breakdown of your day will look at least as horrifying as the shirt Freddy wears in Nightmare on Elm Street.

Don’t do this every day. Just take the one you made, and post it up next to your monitor and/or below the clock in your work space. Much more effective than a “Hang In There!” motivational poster, let me tell you.

It’s Not a Question of Being Stressed, But What Kind of Stress

Stress can be unpleasant, but any truly productive person knows that there’s good stress and bad stress. Good stress keeps things moving forward, and is the natural byproduct of doing a job well. Bad stress has much more to do with not doing work than with getting things done.

Negative work-related stress will probably leaving you feeling like you have too much going on; more than you can handle. That may be the case, but more often than not, it’s just your brain trying to trick you into procrastinating and not being productive. Combat the feeling by listing and analyzing all the tasks that are supposedly in conflict for your attention. Be honest and dispassionate, and you’ll probably find that half those tasks are either insignificant or easily handled while tackling bigger things.

If It’s Not Work, It’s Not In Your Default Browser

I’m not going to tell you to stay off Facebook. Instructions like that don’t work in a traditional workplace, and they certainly doesn’t work for most at-home workers. Go ahead and indulge, but just as you wouldn’t go to an arcade to finish writing a report, you shouldn’t try to do work in a software environment generally reserved for play.

That’s why the easiest way to monitor and control your productivity over the course of the work day is to keep separate software for work and for play. A browser is probably the most important example of this type of system for most. I keep Firefox for work and use Chrome for all other endeavors. That way, I have to actually switch between apps in order to screw around. It makes me much more aware of how much time I’m spending on non-productive tasks, and that much more likely to forgo a YouTube session.

Writers and bloggers can do this, too. I use WriteRoom for personal projects, and Word for Mac for most other offline word processing professional tasks. Likewise, I do my personal blogging using an iPad app, and any professional blogging in the web-based editor.

“Fine” Is Not a Good Answer to “How Was Your Day?”

You’re not a hormonal 12-year old, so don’t talk about your day like you are. Hopefully you have a spouse, partner or friend who you can discuss your day with following business end. For me, it’s my girlfriend, who pointed out recently that my stoic reluctance to talk in detail about my day’s activities isn’t really beneficial to anyone.

Obviously I’m not recommending you bore anyone with an exhaustive account of the minutiae of your day’s activity, but give them a general idea of what you feel you’ve accomplished. You’ll probably be more honest to another person than you’d be to yourself, and since having to say “nothing” isn’t really an attractive proposition, you’ll soon find your post-day conversation will motivate you to get more done.

It’s not an automated time tracking system or a URL blocker, but my system for policing my own productivity has definitely done the job. And it doesn’t have the same morale-dampening effects that either of those methods an produce, either.

How do you monitor your own productivity? Do you find it harder or easier to be productive working remotely?

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But how can you focus on note taking when you have other things on your mind such as networking, the other sessions you have to attend, and possibly some additional work you have to do? Here are three things you should keep in mind:

• Remember that being present and attentive is your priority. This means actively listening, looking at visual aids, and paying attention to the lecture itself. While you can record audio, video, or view live tweets, these must be for reference only and not a substitute for the real thing. It makes no sense to sit in an auditorium for an hour only to repeat that hour via a recording because you were too busy taking notes or getting to know the person beside you to digest the finer details.
• Know why you’re taking down notes. Is it for faster recall or to record your own insight? Will you be using your notes to write a blog post or make a presentation at work? The reasons behind your note-taking will help you determine the best approach and tools to use.
• Get as much information as you can about the tech specs of the event beforehand. Will there be free internet access available? How reliable is it and will be be available throughout the entire venue? Will you be able to plug or charge your devices easily? This information can help you choose your tools accordingly.

With that out of the way, it’s only a matter of getting your notes down as efficiently as possible.

Using Tools to Improve Note-taking

According to a research paper on note taking, in an academic setting the average note-taking speed for students is 0.3 to 0.4 words per second, while lecturers speak at around 2 to 3 words per second. With this speed discrepancy it’s no wonder that most people find it hard to jot down concise yet complete notes. Still, there are ways to work around this:

• Don’t rely solely on text-based notes. While many of us are used to pen-and-paper note-taking methods, the difference in speech and writing speed means that we can’t rely on them alone. This is why we should look beyond written notes. We could include mindmaps, photos (of important slides, for example), or audio recording. Some apps that allow you to record in a variety of formats include Evernote, Springpad, FolderBoy (which Charles reviewed here), and Notepub.
• Use fast tools. Don’t just look for fast loading time or responsiveness, but note your own speed when using the tool. This means that some options aren’t ideal for many people, such as alphanumeric keypads and apps for handwriting or speech recognition. You can even use SMS abbreviations, shorthand, macros, and word completion apps to increase speed further.
• Process your notes. Directly after the lecture is the best time to enter the second phase of note-taking: information processing. This is where you’ll start to consult external sources for additional information and make connections among the things you’ve learned. You could do this by organizing all the material you’ve gathered and by making annotations. Some handy annotation tools include Apollo and A.nnotate.

Taking a cue from student life, don’t be afraid to borrow the notes of other attendees. You can borrow notes directly from people you have a strong rapport with, or wait for bloggers to post their own notes or articles summarizing the talk. They might include some points you’ve missed or make connections that you didn’t think of. Just be sure to offer to share your own notes and express that you’re looking for something supplementary. You don’t want to leave the impression that you’re asking them to do all your work for you.

It may take a lot of practice to become very effective at note-taking, but the important thing is to get better each time.

Share your note-taking tips below.

Photo by stock.xchng user christgr

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But do any of these measures actually work? Let’s take a close look at three common productivity myths and the truth behind them:

Myth #1: Block distracting websites like Facebook and YouTube so employees can focus on their work.

While it’s easy to blame lack of concentration on idle Internet surfing, a study from the University of Melbourne claims that those who surf the Internet for fun while in the office are actually more productive than their colleagues who don’t. Leisurely browsing the web at work may actually increase concentration. According to the study’s author, Dr. Brent Coker, “Firms spend millions on software to block their employees from watching videos on YouTube, using social networking sites like Facebook or shopping online under the pretense that it costs millions in lost productivity, however that’s not always the case.”

Myth #2: Conflicts provide distraction.

It’s common to think that conflicts among colleagues is distracting and encourages them to focus on office politics rather than the work they have to do. But a study from the University of Amsterdam shows that people actually become more focused and find more creative solutions when they’re conflicting rather than when they’re cooperating.

Myth #3: Group brainstorming encourages groups to come up with more ideas.

In theory, when you get a group of people together, they’ll be able to generate more ideas than they would’ve if they worked individually. This belief is what leads to several brainstorming meetings and, sadly, hours of wasted time.

Why is this time wasted? The truth is that most studies on brainstorming prove that it doesn’t work as well as we think it does. In a paper by Adrian Furnham from University College London, he claims that there are three reasons behind this:

• Since you’re working as a group, people tend to lessen the individual effort they give
• Individuals tend to fear negative feedback for their ideas
• You can only make suggestions one at a time, so you keep your ideas to yourself until it’s your turn to speak.

If brainstorming doesn’t work so well, why do businesses keep doing it? According to the same study, people see brainstorming as a way to pool resources, get general acceptance on decisions, and it allows individuals to bring their specialized expertise and experience to the table.

What common productivity myths do you think need to be busted?

Photo by stock.xchng user Szorstki

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