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Best SW tools tricks tips_-apmp_intl_conference_wingate_june_2010

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  • 1. Developing Your Proposal “Green Thumb” Using the Best Software Tools, Tricks, and TipsPresented to APMP International June 2010 Beth Wingate
  • 2. Overview• Review and demo 33 free and commercially available applications useful at many proposal stages• Online and computer-based applications• Discuss: – Type: – Vendor: – Website: – Cost: – Purposes: – Templates: – Similar tools: – Proposal phase(s): 2
  • 3. Wordle• Type: Graphics development• Vendor: Jonathan Feinberg• Website: www.wordle.net/create• Cost: Free• Purposes: – Generates “word clouds” from provided text – Gives greater prominence to words that appear more frequently in source text – See how many times particular words appear in RFP or proposal (Amy Barden – APMP-NCA Chapter)• Proposal phase(s): Graphics development, review preparation 3
  • 4. Wordle 4
  • 5. MindManager• Type: Mindmapping• Vendor: MindJet• Website: http://www.mindjet.com/products/mindmanager-8-win/overview• Cost: – $349/person – Free 30-day trial• Purposes: – Visually organize and manage information, people and projects. – Create graphical diagrams (mind maps) starting with a central theme and adding branches with ideas, notes, images, tasks—even hyperlinks and attachments. – Improve work processes, visually document and implement best practices – Visually connect ideas and information to help save time, solve real business problems, improve business processes, and drive innovation – Brainstorm and document meeting minutes/actions• Templates: included with product• Similar tools: FreeMind, iMindMap, Inspiration, Compendium, Freeplane, XMind• Proposal phase(s): Solutioning, RFP review, storyboarding, writing, planning meetings, during meetings 5
  • 6. MindManager 6
  • 7. FreeMind• Type: Mindmapping• Author: Christian Foltin• Website: http://sourceforge.net/projects/freemind/• Cost: Free• Purposes: – Mindmapper and easy-to-operate hierarchical editor with strong emphasis on folding – Often used for knowledge and content management (Kirste Webb, APMP President)• Similar tools: MindManager, iMindMap, Inspiration, Compendium, Freeplane, XMind• Proposal phase(s): Solutioning, RFP review, storyboarding, writing, planning meetings, during meetings 7
  • 8. FreeMind 8
  • 9. dtSearch (Desktop/Network)• Type: Search tool• Vendor: dtSearch• Website: www.dtsearch.com• Cost: – Desktop version $199/single seat – Free 30-day desktop version trial – Network version $160/seat for 5 seats• Purposes: – Instantly search terabytes of text across a desktop, network, Internet, or Intranet site – Scrolling word list for instant feedback as you type in a search – Look-up word feature, detailing effect of fuzzy, phonic, wildcard, stemming, and thesaurus search – Browse and customize thesaurus options – Field button showing all indexed document fields – Search history display – Search reports showing hits in retrieved documents, along with requested amount of context – Clipboard options, file launching, and other tools for working with retrieved data – Exporting of search results in various data formats for easy use with other programs• Similar tools: ISYS Personal Edition, Google Desktop, Windows Search 4.0• Proposal phase(s): All 9
  • 10. dtSearch 10
  • 11. Dogpile• Type: Meta-search tool/meta-crawler• Vendor: Dogpile• Website: www.dogpile.com• Cost: Free• Purposes: Searches multiple search engines concurrently• Similar tools: Mamma.com, SurfWax.com, WebCrawler.com, metacrawler.com, search.com, ICEROCKET.com (searches blogs, Twitter, etc.)• Proposal phase(s): Solutioning, storyboarding, writing, graphics development, research 11
  • 12. Dogpile 12
  • 13. GanntProject• Type: Project manager, graphics development• Vendor: GanttProject (collaborative development effort)• Website: www.ganttproject.biz• Cost: Free• Purposes: – Cross-platform, open-source desktop tool for project scheduling and management – Runs on Windows, Linux, and Mac OSX – Create work breakdown structure, draw dependencies, define milestones – Assign human resources to work on tasks, see allocation on Resource Load chart – Generate PERT chart from Gantt chart – Save charts as PNG images and generate PDF and HTML reports – Import projects from and export them to Microsoft Project formats – Export to spreadsheets with CSV – Share projects with colleagues using WebDAV• Similar tools: Dia for Windows, MS Project• Proposal phase(s): Solutioning, storyboarding, writing, graphics development 13
  • 14. GanntProject 14
  • 15. Dia for Windows• Type: Graphics development• Vendor: The Free Software Foundation and authors• Website: http://dia-installer.de/index_en.html• Cost: Free• Purposes: Draw structured diagrams• Templates:• Similar tools: MS Visio, Open Office Draw, GE’s Imagination Cubed online whiteboard , MS Paint• Proposal phase(s): Solutioning, storyboarding, writing, graphics development, reviews 15
  • 16. Dia for Windows 16
  • 17. ColorPix• Type: Color picking utility• Vendor: Color Schemer• Website: http://www.colorschemer.com/colorpix_info.php• Cost: Free• Purposes: – Color picker grabs the pixel under your mouse and transforms it into multiple color formats (RGB, CMYK, others) – Use built-in magnifier to zoom in on screen and click on a color value to copy it directly to clipboard – Can keep ColorPix on top of other applications• Similar tools: Instant Eyedropper• Proposal phase(s): Graphics development 17
  • 18. ColorPix 18
  • 19. ColorSchemer/Adobe Kuler• Type: Color scheme development websites• Vendors: Color Schemer; Adobe• Websites: – http://www.colorschemer.com/online.html – http://kuler.adobe.com• Cost: Free online ($49 for PC copy of ColorSchemer)• Purposes: – Color picker grabs the pixel under your mouse and transforms it into multiple color formats (RGB, CMYK, others) – Use built-in magnifier to zoom in on screen and click on a color value to copy it directly to clipboard• Similar tools: Instant Eyedropper• Proposal phase(s): Graphics development 19
  • 20. ColorSchemer/Adobe Kuler 20
  • 21. Periodic Table ofVisualization Methods• Type: Graphics development• Vendor: Visual-Literacy.org• Website: – www.visual-literacy.org – www.visual-literacy.org/periodic_table/periodic_table.html• Cost: Free• Purposes: – e-learning tutorial on visualization for communication, engineering, and business – Focuses on visual literacy or ability to evaluate, apply, or create conceptual visual representations• Proposal phase(s): Storyboarding, graphics development 21
  • 22. Periodic Table ofVisualization Methods 22
  • 23. Google Earth• Type: Graphics development• Vendor: Google• Website: http://earth.google.com• Cost: Free• Purposes: – Get views of where work will be done (Kirste Webb, APMP President) – Fly anywhere on Earth to view satellite imagery, maps, terrain, 3D buildings, from galaxies in outer space to canyons in the ocean – Explore geographical content, save toured places, and share with others• Similar tools: NASA World Wind• Proposal phase(s): Solutioning, storyboard development, graphics development 23
  • 24. Google Earth 24
  • 25. Billion Dollar Graphics• Type: Graphics development• Vendor: Billion Dollar Graphics• Website: www.billiondollargraphics.com/businessgraphiclibrary.html• Cost: Free• Purposes: – Free library of business and information visual solutions – Search for graphic solutions (sample graphics/styles online) – Save time and money when developing presentations, proposals, marketing materials, business documents, white papers, or educational materials• Similar tools: Information graphics article on Wikipedia• Proposal phase(s): Solutioning, storyboarding, graphics development 25
  • 26. Billion Dollar Graphics 26
  • 27. Magnifier• Type: Magnifier• Vendor: Microsoft (already on your PC)• Location: – Start Button >All Programs>Accessories>Ease of Access>Magnifier• Cost: Already on PC• Purposes: See small details in graphics and on screen• Similar tools: ZoomIt v4.1• Proposal phase(s): All 27
  • 28. Magnifier 28
  • 29. Snagit• Type: Screen capture utility• Vendor: TechSmith• Website: www.techsmith.com/screen-capture.asp• Cost: – $49.95/person – 30-day free trial version• Purposes: – Screen capture utility – Edit and combine captures (entire screen, window, active window, region, fixed region, object, menu, web page with links, sequential captures) – Share them via favorite applications – Organize and find them again later – Grab and mark up screen shots to help guide teams through using new technology (Amy McGeady, APMP Regional Director and Wendy Frieman, APMP-NCA Chapter)• Similar tools: Snipping Tool• Proposal phase(s): Solutioning, storyboarding, writing, graphics development 29
  • 30. Snagit 30
  • 31. Snipping Tool• Type: Screen capture tool• Vendor: Microsoft (already on your PC)• Location: Start Button>All Programs>Accessories>Snipping Tool• Cost: Already on PC• Purposes: Capture images from screen and use in documents, presentations, user guides• Similar tools: MWSnap, Snagit• Proposal phase(s): Solutioning, storyboarding, writing, graphics development 31
  • 32. Snipping Tool 32
  • 33. AcroWizard 2.1• Type: Acronym manager/finder/list generator• Vendor: Anvil Logic, Inc.• Website: www.anvillogic.com/products/• Cost: $79.99/person (Free fully functional evaluation version)• Purpose: – Analyze document and build accurate table of acronyms in seconds – Find acronym definitions – Show if acronym is defined in document and defined at first use • Include this information in resulting table of acronyms• Similar tools:• Proposal phase(s): All 33
  • 34. AcroWizard 2.1 34
  • 35. Acronym Finder• Type: Acronym manager/finder• Vendor:• Website: http://www.acronymfinder.com/• Cost: Free• Purposes: – Online tool to find out what any acronym, abbreviation, or initialism stands for – World’s largest, most comprehensive dictionary of acronyms, abbreviations, and initialisms – Combined with Acronym Attic, contains more than 4 million acronyms and abbreviations – Has more than 900,000 human-edited definitions• Similar tools: Free Dictionary.com, DoD Dictionary• Proposal phase(s): All 35
  • 36. Acronym Finder 36
  • 37. Computer Desktop Encyclopedia• Type: Dictionary/encyclopedia• Vendor: Computer Language Company• Website: www.computerlanguage.com/• Cost – $44/yearly subscription of 4 CDs (moving to $10/year web-based updates) – Free download demo version with 250 terms – $4.99 from iTunes Store for iPod Touch/iPhone• Purposes: – Straightforward definitions of all major hardware and software technologies – More than 25,000 definitions of hardware, software, IT, and consumer electronics – More than 3,000 noteworthy illustrations, photos, charts, and diagrams – Explains correct/incorrect use of terms and includes synonyms• Similar tools: Free Dictionary.com, DoD Dictionary, Merriam-Webster Dictionary online• Proposal phase(s): All 37
  • 38. Computer Desktop Encyclopedia 38
  • 39. Merriam-Webster Dictionary• Type: Dictionary• Vendor: Merriam-Webster• Website: www.merriam-webster.com/dictionary• Cost: – Free online dictionary and thesaurus – $29.95 – annual subscription to unabridged dictionary/thesaurus – $25 – hardcopy with CD to take anywhere on your computer• Purposes: – Easier than carrying heavy dictionary around – Better word choice than MS Word’s dictionary• Similar tools: Free Dictionary.com, DoD Dictionary• Proposal phase(s): All 39
  • 40. Merriam-Webster Dictionary 40
  • 41. DoD Dictionary of Military Terms• Type: dictionary• Website: www.dtic.mil/doctrine/dod_dictionary• Cost: Free• Purposes: – Browse DoD Dictionary of Military and Associated Terms and Joint Acronyms and Abbreviations master database • Managed by Joint Doctrine Division, J-7, Joint Staff, as amended through 10/31/09 – Download PDF of JP 1-02, DOD Dictionary of Military and Associated Terms, as amended through 10/31/09• Similar tools:• Proposal phase(s): All 41
  • 42. DoD Dictionary of Military Terms 42
  • 43. Free Dictionary• Type: Dictionary• Website: http://www.thefreedictionary.com/dictionary.htm• Cost: Free• Purposes: – Contains English dictionary, medical dictionary, legal dictionary, financial dictionary, acronym listing, idiom listing, encyclopedia, and Wikipedia encyclopedia link – Contains over 200,000 boldface terms and over 33,000 written examples – Augmented with Collins Essential English Dictionary and 30,000 illustrations, audio pronunciation feature, etymologies, abbreviations, biographical entries, and usage examples from classic works of literature – Provides translations to Spanish, French, German, and Italian—including everyday business, computing, current events, and tourism terms• Similar tools: Merriam-Webster Dictionary• Proposal phase(s): All 43
  • 44. Free Dictionary 44
  • 45. ABBYY PDF Transformer 3.0• Type: PDF converter• Vendor: ABBYY• Website: http://pdftransformer.abbyy.com/• Cost: – $79.99/person – 15-day/50-page free trial• Purposes: – Intuitive, versatile, multilingual tool converts any type of PDF into editable formats with original layout and formatting retained – Create PDFs directly from MS Office applications with one click – Combine multiple files from different sources into one PDF – Adjust PDF, redact sensitive information, add stamps, turn files to searchable and protected PDF documents, or turn them into PDF/A format• Similar tools: PrimoPDF Converter• Proposal phase(s): Solutioning, research, RFP review, storyboarding, writing 45
  • 46. ABBYY PDF Transformer 3.0 46
  • 47. PrimoPDF Converter• Type: PDF converter• Vendor: Nitro PDF, Inc.• Website: www.primopdf.com/index.aspx• Cost: Free• Purposes: – CNET® Download.com "Top 30,” #1 ranked "PDF Software" utility on Download.com – PDF creation utility that enables printing to PDF from virtually any Windows application – Worlds most widely-used free PDF creation tool – One-click, drag-and-drop PDF creation – Create PDF files that can be opened in any PDF viewer – Convert 300+ file types to PDF – Protect and encrypt information with strong password-based PDF security – Set PDF metadata• Similar tools: ABBYY PDF Transformer 3.0• Proposal phase(s): Solutioning, research, RFP review, storyboarding, writing 47
  • 48. PrimoPDF Converter 48
  • 49. Chicago Manual of Style• Type: Style manual• Vendor: The University of Chicago Press• Website: www.chicagomanualofstyle.org/contents.html• Cost: – $35/year for a 1-year individual subscription – Free 30-day trial• Purposes: – Classic style guide for writers and editors available from any computer to answer style-related questions – 15th Edition available in book form and as subscription Web site (same content in both) – Substantial sections discussing electronic publishing, editing for online publications, and citing electronic sources – Includes chapter on grammar and usage by Bryan A. Garner (A Dictionary of Modern Usage)• Similar tools: AP StyleBook Online• Proposal phase(s): Writing, editing 49
  • 50. Chicago Manual of Style 50
  • 51. Google Translate• Type: Language translation• Vendor: Google• Website: http://translate.google.com/#• Cost: Free• Purposes: For quick, short translations to common languages (Kirste Webb, APMP President)• Similar tools: Babelfish• Proposal phase(s): Writing, editing 51
  • 52. Google Translate 52
  • 53. What time is it?• Type: Time zone manager• Website: http://whattimeisit.com/• Cost: Free• Purposes: Helps determine time in another city/continent (Kirste Webb, APMP President)• Similar tools: Time Zone Converter, The World Clock• Proposal phase(s): All! 53
  • 54. What time is it? 54
  • 55. GoToMeeting• Type: Online collaboration Vendor:• Vendor: Citrix• Website: www.gotomeeting.com• Cost: – $49/month – $468/year (20% saving)• Purposes: – Online meeting solution – Hold on-the-fly or scheduled presentations, perform live demos, and collaborate on documents in real time – Participants dont need your application to view your files – Takes 2 minutes to set up and a few seconds to start a meeting – Unlimited use for same monthly fee• Similar tools: WebEx, Skype, DimDim• Proposal phase(s): Solutioning, RFP review, storyboarding, writing, planning meetings, during meetings 55
  • 56. GoToMeeting 56
  • 57. Skype• Type: Online collaboration• Vendor: Skype• Website: www.skype.com• Cost: Free• Purposes: – Free, face-to-face, internet-based communication versus using a telephone – Can show desktop – Can send text messages while talking – Requires a headset (or use computer’s built-in microphone and speakers) to talk to each other – Requires web camera to make free video calls – Secure, encrypted Skype-to-Skype (computer-to-computer) calls – Calls to standard telephone or mobile numbers are encrypted until they reach public switched telephone network (PSTN) – Easiest and cheapest way to talk to international folks. Particularly with the video conferencing – easy to read people’s facial expressions and to literally hold up pieces of paper or whiteboards to say “is this what you mean?” I find it essential when dealing with different cultures to see the people I’m talking to. A lot gets lost in translation in email or even in words over a telephone. (Colleen Jolly, APMP-NCA Secretary)• Similar tools: WebEx, GoToMeeting• Proposal phase(s): All 57
  • 58. Skype 58
  • 59. Philips 660 Digital Voice Tracer withDragon Naturally Speaking v10 • Type: Document dictation and speech recognition • Vendor: Phillips/Nuance • Website: www.consumer.philips.com/c/dictaphone/speech-recognition-edition- lfh0660_10/prd/us/ • Cost: $140 • Purposes: – Dictate documents and notes on the move – Back in the office, plug recorder into PC, transfer file, and let Dragon NaturallySpeaking automatically transcribe dictation – 99% speech to text accuracy – 140 hours recording, 1 GB storage w/ MP3/WMA player and USB mass storage device functionality, 5 MP3 format recording modes – Alarm clock with voice play, user configured timed recording, file split, auto divide, and time stamp insertion – Voice activated recording - automatically records only when sound is detected, no wasted memory when operated hands free – Extra large screen provides at-a-glance overview and extra large speaker reproduces quality sound • Proposal phase(s): All 59
  • 60. Philips 660 Digital Voice Tracer withDragon Naturally Speaking v10 60
  • 61. Sony eReader/Reader Library/Overdrive Media Console• Type: eBook and software• Vendor: Sony (Sony Reader and Reader Library)• Overdrive (Overdrive Media Console)• Website: – Sony eReader: www.sonystyle.com – Reader Library: http://ebookstore.sony.com/download/ – Overdrive Media Console: www.overdrive.com/software/omc/• Cost: – Sony eReader: $169-$399 – Reader Library: free – Overdrive Media Console: free• Purposes: Store/search RFPs in meeting, borrow reference books from library, carry favorite reference books with you (style guide, dictionary, APMP articles/body of knowledge papers)• Similar tools: Kindle, Nook• Proposal phase(s): Pre-RFP research, solutioning, storyboarding, writing, reviews, editing 61
  • 62. Sony eReader/Reader Library/Overdrive Media Console 62
  • 63. Morale booster• Type: Online pizza ordering!• Vendor: Papa John’s, Dominos, Pizza Hut• Website: – www.papajohns.com – www.dominos.com – www.pizzahut.com• Cost: Free (minor charge for pizzas and other items)• Purposes: – Vital tool to support the health and well-being of your proposal teams at all hours of the day and night – Also useful for providing support in home-based situations while developing proposal-based materials• Proposal phase(s): All! 63
  • 64. Conclusion• Bonus – LifeHacker.com• Questions?• Your favorites? Beth Wingate, AM.APMP APMP International Director of Education Managing Director Lohfeld Consulting Group, Inc. 12202 Fox Hunter Place, Fairfax, Virginia 22030 Office: 703.266.2653 Cell: 703.638.2433 BWingate@LohfeldConsulting.com Beth.Wingate@APMP.org www.LohfeldConsulting.com 64

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