Top 10 Tools I Use To Work Anywhere.

Ever since I left my corporate gig (so many years ago), I've had to modify my practice to work on the go and be 100% effective. I can't 'forget' anything, I can't carry around stacks of paper, and I certainly can't lose any important information.

What do I do? I have a number of systems and tools to help me be my best at any time for my clients and also be able to boot up my office virtually — anywhere at anytime:

1. Dropbox

Dropbox is a my online file manager which lets me store up to 100GB, plus it’s also a good way to sync my files across my various work and home computers and mobile devices. I can share files for collaboration, store and share photo and video galleries, and my data will all be safely backed up on Dropbox's secure servers. It connect seamlessly with my file manager, so it acts just like a hard drive — but it's virtual. And when a client needs a big file, I can grant them access to my Dropbox temporarily, let them grab the file, and then lock it down again. It's easy, cheap, and it's never failed me. Check out Dropbox.

2. Crashplan & iCloud

This is my online backup and as my tech team has instructed me, I should have it in two places. So I initially have all of my files regularly backed up to iCloud, Apple's proprietary cloud-based platform. It's transparent and I never notice it working in the background, surreptitiously copying my files and storing them offsite on one of their super-server farms somewhere in Utah. In addition, I use Crashplan, a continuous offsite backup platform with anywhere mobile app access. Even though both have been tested and proven, I have lived through file-loss and hard drive failures, so I have the scars. That's why I use two systems. Check out Crashplan & iCloud.

3. WD 1TB HD & 1TB Portable HD

Now let's move from virtual to actual hard drive backup. This is where I've earned all of my scars. Many years ago, I had an Iomega HD hooked to my laptop and thought the world was all pink and rosy. Then one day, it started to make a funny noise and suddenly, I couldn't access that drive anymore in file manager. All of my files and music were stored on that HD. It took three weeks and $600 to have a service recover most of the info and transfer it to DVD's. Never again. Today, I have two desktop 1TB hard drives from Western Digital (they come highly rated). Their redundancy allows me to ensure if one HD dies, the other has a mirror image at all times. In addition, I carry around a 1TB portable HD to hold many older files that cannot fit on my cherished MacBook Air. Check out my WD 1TB HD and 1TB Portable HD.

4. Macbook Air

My baby. This is the glue that holds my business together. Ever since I started my business, I've been on Apple products. Why? THEY DON'T BREAK. And if there is a problem, Apple is right there on the phone and at the store ready and willing to give me first-class service to fix it immediately. Why the Air? It is ungodly light — it's almost like my iPad. And since it has a 128GB SSD, it boots up within SECONDS. And it's scary fast too. Yes, there is a trade-off with graphics cards and HD space, but all of these weaknesses fall away when you pick it up and start working with it.

The 11-inch Air’s trackpad is still smooth, responsive, and easily the best in its class while the 13-inch display is brighter, clearer, and so vivid over ANY other laptop (other than the retina models). Battery life is phenomenal — I get at least 8 hours on a single charge, so I don't have to run around with my power cord all the time. Check out my Macbook Air.

5. iWork - Pages, Numbers, Keynote

These are the tools which make my business hum. For over 20 years, I worked on a PC and voraciously toiled with MS Office Word, Excel, and Powerpoint. They're great programs, but they're expensive and bloated. Honestly, looking back to my actual usage of each program, it was:

• Word - 30% - I did letters, newsletters, and one-sheet flyers. That's it. No mail-merge.
• Excel - 25% - I ran my financials and linked spreadsheets. But I was no CPA - no pivot tables, etc.
• Powerpoint - 100% - I ran this into the ground and used up all of its features.

Why did I move to iWork? First, it's much cheaper. iWork is $49.00 where MS Office used to run me $300-$400. And no bloatware - each module allows me to all that I could do with Office, but so much more.

• Pages - So much easier to use, the graphics look great, and there aren't a million items to choose from. Fonts are phenomenal and the template layout is easy to execute.
• Numbers - Think of it as Excel Lite. It's perfect for my practice - I never get into trouble and it's easy to develop a quick pie chart or graph for a presentation.
• Keynote - The real power-player of iWork. Hands down superior to Powerpoint - when I give presentations with Keynote, attendees flock to me and ask, "Who does your presentations? I've never seen them before."

Check out iWork.

6. Wordpress

This is the platform I use to run my website, blog to my readers, and get clients. It's robust, the leader in the industry, and it always has additional features to allow me to upgrade immediately. Not only that, it is so easy to use — logon, click 'New Post' and I'm off and running! I use the Thesis template and had Nurenu Brand Marketing design and build it. Check out Wordpress.

7. iPhone & IPad

Too much has been written on both the iPhone and iPad (and today you're probably going to see a lot more). But I use them EVERY day:

iPhone - this is my portable computer. I check it at least once every 10-15 minutes and I use over 70 apps to make my business and personal life easier. I've owned the original iPhone, the 3Gs, and now the 5. All three have been consummate workhorses and have allowed me to be the best coach I can be. Check out the Apple iPhone.

iPad - I use my iPad both as a personal tool (reading, surfing, movies, music) and a professional tool (presentations, training, blogging, email, etc.). Even though I have a Macbook Air, my iPad allows me to instantaneously access information and make decisions within seconds. It too has 60-70 key apps that help me navigate the web for info. Check out the Apple iPad.

8. Go To Webinar

This is my online tool to host my various Masterclasses (Get Tough!, and soon: Bulletproof Your Career & Accelerate Your Coaching Practice) and reach hundreds of members weekly. I can host teleconferences, webinars with presentations, or full video. It's reasonable ($99/month), reliable, and the interface is intuitive. Most competitors to GTW have terrible usability and are all but impossible to use — just ask anyone who uses these tools. Check out Go To Webinar.

9. Get Response

When I started my coaching practice, I used to send out PDF newsletters via email. What I started to find is a severe drop-off of readership because corporate mail servers began to interpret my emails as spam (even though their employees requested them). I had to turn to an automated service. Initially, for many years, I was with a cool service called Emma. They got the job done and their interface and look gave my messages a real elegance. Unfortunately, they became pricey if I wanted to send out multiple messages during a month. I then moved to Constant Contact. I found their interface and design wanting and ultimately realized they were nickel and dime-ing me for every little service. I then found Get Response. The perfect mix of Emma and Constant Contact — taking the best of both worlds and delivering them for less than $20 a month (and it has SO much more!). Check out Get Response.

10. Thule Crossover Sling Pack

I've been professionally working since 1984 and I've carried scores of briefcases, bags, backpacks, etc. back and forth to work. Lately, I've noticed many people pulling back on all the crap we carry and really culling down to what we really need to get the job done. That's why I bought the Thule Sling Pack. It's light, fits comfortably on my back, frees both hands if I need them, and holds ALL the stuff I need to be a traveling professional warrior. It has many pockets and is thoughtfully designed to organize all of the errant cables, pens, papers and electronics I carry. It's sitting on my table as I type (see photo). Check out the Thule Crossover Sling Pack.

Well . . . that's it. I hope you've enjoyed my extended post this morning and it gave you a little insight into the powerful tools I use to keep my practice running smoothly. If you have any questions about any of the tools I listed, feel free to contact me or leave a comment below (I LOVE comments!).

Tools That Help Me Perform At 100%.

I am frequently asked about many of the tools I use in my practice. Just a word of warning, this post is definitely not a 'static' list — these tools do change in capability, size and manufacturer. HEADS UP: If you see a tool I'm missing or one you think is better — let me know in the comments at the bottom of this page. Here we go:

Hardware

Macbook Air:  This is MY BABY. I learned on a Macintosh back in the 80's and then spent 20 long years with PC's in corporate. When I started my practice, I immediately moved to Apple. Best decision I ever made. They rarely break or have problems and help is only a phone call or visit away. It's small (13") and thin — but perfect to carry when I travel. (link)

HannsG 27" Monitor: All of us are getting older every year — don't ever skimp on your vision. It's big and has great color — and it just works! Yes I could have bought the Apple Monitor, but it's an additional $800 — and I'm not a graphics person — I'm not picky. (link)

iPhone: I have this wherever I go — even in the shower. When I don't need my Air, my iPhone delivers EVERYTHING I need to stay connected to my office, assistant, and my clients. I just moved from the 3GS to the 5 and I can't be happier! It's the best of the best and at $199 — it's a steal. (link)

iPad: Is this overkill with my Air and iPhone? Not at all. I use it to give demonstrations to small groups or presentations one-on-one with my clients. It boots up instantly and is connected to all of my files. In addition, my family uses it all the time for reading, checking news, and playing games. Guess what Santa is going to bring down the chimney this year? (link)

Western Digital My Passport 1TB: I need this because I only have 128GB of space on my Air. I connect to it daily and have it encased in a CaseLogic case (link) — but it's vital to keep all of my current and old files ready to access. (link)

Western Digital 1 TB: This is my backup — using Time Machine and SuperDuper, I had it partitioned so I have two different images of the same hard drive on my Air. I also keep all my music on it too. (link)

Brother HL-2270DW Printer: This is my workhorse — my $99 B&W printer that pounds out anything I need printed (less and less every day) — but it's there, it works, and it delivers. On paper, labels, cards . . . anything. (link)

Plantronics Headsets: I have two headsets — one for my direct coaching line (link) and for Skype/Webinars (link). They are expensive ($250+) — but they WORK. And I never have any audio issues with them.

Bindertek Binders: American binders STINK. How many times does your 3-ring binder stick, get caught on paper, or just break? Bindertek is the European solution that has been around for decades. 2 rings are better than 3. Trust me — you'll love them. (link)

Thule SlingBack: For many years, I carried around a number of briefcases — all the way from a 007 hard Samsonite case to a Lands End canvas bag to a Ogio computer bag. I realized the bigger they are, the more crap I carry in them. So I culled myself down to a Thule and I've never looked back. And it allows me to have two hands free!  (link)

Software

iCloud: This brings everything together — my iPhone, Air, iPad, and all of my files, music, movies, etc. I know — some of you diehards don't believe in it. But it's worked perfectly for me so far. It keeps all of my files synced (my calendar, contacts and email too!) perfectly — and it's easy to use too. (link)

MacMail: I know, I should use Gmail, but MacMail just works. It's clean and it does EXACTLY what I need it to do without all the bells and whistles. It allows me to archive past emails and access them instantly. I love it. (link)

iCal: This is my lifeline for my business — it allows me to color-code all of my appointments, attach tasks/activities, and save for eternity. (link)

iWork: Keynote, Pages, Numbers — my final Apple entry — but clearly a favorite of mine. I was brought up on Word (too big), Excel (too complex at times), and Powerpoint (my one true love). When Apple introduced iWork, I was intrigued that they had taken the very best of every tool and made them better (and in Keynote's situation — much, much better). I don't need to do mail merges or pivot tables — so I use Pages and Numbers. But for ALL of my presentations — I use Keynote. And the audiences respond and constantly ask, "What presentation software do you use?" Or even better, "Who professionally made your presentation?" (link)

Wordpress: This entire site is constructed within Wordpress — it has REVOLUTIONIZED the way I market and communicate on the web. I have total control of what goes where AND posting new blogs items are super simple. If your site isn't in Wordpress, you are missing out on something BIG. (link)

Dropbox: I worry A LOT. Especially about important files and the ability to access them instantly. Dropbox allows me to easily 'drop' important files, archive key blocks of info, and access them anywhere — on my mac, my iPhone, or iPad — or even at an outside PC. And it just works. (link)

Evernote:  Ever read something on the web and forget where it is? Or want to save a PDF for later reading or dissemination? Or a myriad of other things? Evernote is the answer. (link)

Pixelmator:  I have an eye for graphics but I'm not as talented as a graphic designer. But I do have a need to do slightly complex techniques on images or build logos for my products. And I don't want to spend $600-$800 on Adobe Illustrator or Photoshop. This is where Pixelmator comes in — it's a full function image tool which allows you to modify photos or text in many ways. It's intuitive and it just works. (link)

Why The iPad Is Firing You From Your Job.

Eliminate the middleman. If you've ever reviewed a process, one of the first rules of management is to eliminate the superfluous and streamline. I've never seen a successful organization ADD layers of management or processes and succeed. The more people, approvals, and regulations all add time and money to any endeavor.

So the rationale for success in the 21st century is to be more agile, efficient, effective, nimble and inexpensive. Follow this simple progression — Memos to Email to Messaging or Film Camera to Digital Camera to iPhone. Faster, cheaper, more effective.

Take a look around — it's happening all over:

• Best Buy is Amazon's showroom. I can't remember the last time I bought something there.
• Have you walked into a Macy's, JC Penney, or even a Walmart lately? The employees HATE their job and each place is a mess.
• See a cash register at an Apple Store? They check you out with their iPhone. In fact, they have an app for your iPhone to allow you to check yourself out (I tried it this weekend - it works!).
• Bookstores are dying all around us. So are record stores.
• Expensive gyms are being consolidated into inexpensive monthly membership groups.
• Supermarkets have lost their way. There are some stand-outs (Shop-Rite, Whole Foods, Trader Joe's, Aldi), but for the most part, they're getting TOO big.

What's happening? They are eliminating the middleman. Why buy shoes at a shoe store when I can use Zappos? Same price, huge selection, and they have my size. If they don't fit, I can send them back free. Aldi's supermarkets can run with 3-4 employees (I'm not kidding) - super efficient layout and structure.

What would happen if Stephen King decided to leave his publisher? He could write his book, hire his editor to edit the book, and distribute it via Amazon. He could also have it printed via a print-on-demand structure. And he can eliminate the middleman. And keep ALL the profits.

Look at what Radiohead did when they offered their new album digitally and allowed their fans to pay anything they wanted for the music. They averaged about $5 per album download and kept ALL the profits.

What would happen if a famous professor taught a course via webinar and charged $1000 a credit ($4K total) per student? And they offered it to anyone? How much would they make if 500 students attended? That's right . . . $2 million dollars. The logistics are easy - billing, registration and testing online - books can be purchased digitally. The professor can take questions and have a virtual whiteboard. All they have to do is teach ONE CLASS. Eliminate the middleman.

Kickstarter is a game changer. Check out Amanda Palmer. She bypassed the recording industry, requested $100K via Kickstarter and raised $624K to launch her new album (great video).

The iPad is a game changer. It is slowly killing huge areas of business, entertainment, and education. Textbooks, printing, television, DVD's, gaming, etc. Walk into an Apple Store and look around — I only saw 3 computers. The rest of the huge store was littered with iPads, iPhones, and MacBooks. Another one bites the dust.

My charge for you today: Is your position, vocation, or organization being slowly eliminated? Are you the middleman? It might not be happening now — but it might in the future.

You don't want to be the company who made slide rules when calculators were invented.

Serendipity With The Apple Store.

Something wonderful happened to me yesterday. Well, let me start from the beginning — I wanted to get the new iPad. Badly.

In fact, I gave up all Christmas & Birthday presents to save up for one. So I was primed to get the iPad2 once I heard that the new release was slated for March.

When the iPad came out on Friday, my family and I traveled to the closest mall to see if we can see one (and secretly get one!).

You've probably heard — the lines wrapped throughout the mall — hundreds of people waiting for hours. We never got to even enter the store. I went home thinking we would show up the next day (when the lines went down) to pick one up. Guess what — all stores were totally sold out.

What I forgot to add is that I made a quick phone call to my good friends, the business managers at the Apple Store, prior to all of this technology hoopla. I asked them, "If the iPad came in, could they hold one for me?". I then proceeded to forget about this call after hearing the pent-up demand and 'no inventory' news.

One quick detour to talk more about the Apple Business Managers. They're the BEST. As a successful entrepreneur, I need a flawless technology platform. The Apple Store does it for me. They go out of their way to make any purchase (I have four MacBook Pros, two iMacs, three iPhones, and about twelve iPods, iTouches, Nanos, and Shuffles hanging around the office and home). Whenever ANYTHING goes wrong, they have impeccable client service that is available and flawless. I LOVE going to the Apple Store.

Now back to yesterday. I was at Pepe's Pizza, hosting my son Andrew's 10th birthday party with a gaggle of kids. I get a call from my one of the Apple business managers — not only has he saved an iPad for me from a secret shipment that he received this morning, he also will give me a discount on my purchase.

WOW. I ran down to the store and picked it up. It's beautiful.

Why am I telling you this story? It's based on all the business I sent the way of this business manager. And many of my friends, colleagues, clients, and acquaintances that I've also sent to that particular Apple Store.

It's called developing deep connections with key people in your business circle. Seeing how you can help THEM — how you can build their business. Always asking, "How Can I Help You?" (see my last post)

Most people don't do it — and they are the ones waiting in line for an iPad.

Has this ever happened to you? How did it make you feel? Do you now deepen your business relationships?

The Marketplace Is Changing - Are You Ready?

Over the past 3-4 years I've been watching massive changes take place in the marketplace. Some people see them, some people don't. Unfortunately, many people still act as if these institutions will go on forever. They actually disagree with me (even though they admit that the institutions are in severe decline) and come up with fanciful scenarios that somehow resurrect their position. So without further ado, here are my predictions that will change YOUR LIFE. (this is a long one - be patient!)

Music Stores

Let's start out with an easy one first. Ever since the first iPod, the writing has been on the wall with these stores. They originally handled the move from records to CD's back in the 80's easily, but now with the advent of much cheaper and faster access to music, their time is running out. As each new generational year becomes avid music listeners and purchasers, they turn more to digital and less to more expensive, less selection, and location-based stores.

The last store I went to (Cutler's in New Haven - a wonderful example of a great music store) had cut their real estate and selection in half. In addition, they had increased their inventory of DVD movies, small gifts, and iPod merchandise.

Prediction: I give this industry five years or less.

Movie Purchases & Rentals

This includes location based stores like Blockbuster and mailed-based companies like Netflix. Let's be honest — Blockbuster is toast. They have been making missteps for years now. And Netflix has been jabbing a shiv in their side to do it. Compare outrageous late fees versus renting the movie for as long as you like? It's not even fair.

Now Netflix is harder. They have a great service, incredible selection, and a broad business model. Ultimately though, the idea of mailing and receiving DVD's will become cumbersome in the light of digital transfer over the web (like they have started to do already). It's just a matter of time when they mail less and less and less.

Finally — DVD sales — it's already started. I was in Walmart the other day and saw that they cut down their DVD sales area and increased their "digital appliances" area. Most of their DVD's are at $5, in alignment with Blockbuster who is selling 5 for $20. These are the death-throes for DVD's. I don't think Blu-Ray will make a huge dent either - people are staying on the sidelines for that one too (I am).

Prediction: 2 years (Blockbuster, rentals) and Netflix mail delivery (4 years). DVD's as a format should take no more than 5-7 years to disappear.

Newspapers & Magazines & Books

This is an easy one - they are dying as we speak. If you can't get a magazine subscription for less than $10, you haven't looked very far. Newspapers are so small — advertisers are running away in droves - classifieds are gone (that was 30-50% of their revenue). The whole idea of printing, distributing, and selling paper when I have an iPhone, iPad, and MacBook - it's crazy. It's yesterday's news (catch this great Daily Show spot) that is being quickly supplanted by digital and video counterparts.

Think of students carrying the iPad - not lugging around all those textbooks. Businesspeople on planes and trains. Vacationers by the pool (whoops - maybe they'll have a waterproof one!).

Kindle. Ubook. iPad. Books . . . buh-bye! Which leads us to Bookstores . . . buh-bye! Which leads us to Publishers . . . buh-bye!  What? Publishers too?

New paradigm - authors hire editors to edit their book. The better the editor, the more expensive the service. No publishers. By the way - the idea that publishers actually 'market' the book - don't make me laugh. They only marketed it in bookstores — and oh yes, they are going away. Authors can build a bully pulpit on social media. Just like Abbey Ryan has done for her paintings on eBay. Check her out.

Prediction: Newspapers - 3 years; Magazines - 5 years; Books & Publishers - 10-12 years

Video Games (sold in stores on disc)

Akin to CD's and DVD's - their time is also short. My family are already downloading games on our iPhones (Madden football) - hopefully the iPad will accelerate the whole process. They've always been overpriced - and companies like GameStop are marketplace rip-off artists who take advantage of kids and willing parents. Hope to see them go ASAP.

Prediction: 5 years

Libraries

This is a tough one to write — but I will anyway (I'm going to hell for this one).

Have you been to a library lately? I rest my case. All kidding aside — libraries are wonderful centers of knowledge — but isn't our home or office computer a center of knowledge too? How many times have you gone to the library to find a book and it's just not there? You can place a hold on it, the person doesn't bring it back for decades, and when it finally does come back and they alert you — and your interest has waned. Libraries have tried to keep up — they've added videos and music and events and cappuccino and still these institutions are desolate (okay - there are some that do pull in the kids - but then they've turned into child care centers). You'll only find the errant senior citizen, transient, or unemployed worker. That's it.

And they cost a pretty penny to build, renovate, staff and run. MILLIONS of dollars. Add that most towns have multiple libraries coupled with every school having a separate library too and you are talking serious adult dollars here.

What would happen if everyone had an iPad? And the town digitized all books for "rental"? You can watch movies and music and do research (most good research today is also digital). Maybe the town invested in free wi-fi broadband for the entire town?

Prediction: 10-15 years tops

I know some of these predictions and assumptions might be way off - and there will be stragglers - but it's fun to put it out there and start a dialogue. So please let me know how you feel!