Category: GTD

Evernote for Mac 6

I’ve been making steady progress on my project to consolidate all my notes into Evernote. As I’ve said before, there are a few things that I don’t like about Evernote, but I’ve decided that it’s the best solution for my needs.

Last night, I got the usual client software upgrade pop-up on my Mac; Evernote updates their client pretty frequently, so that’s generally not too exciting. But in the release notes this time, I saw that it was a major version upgrade (5.x to 6.0), and the top item in the feature list was “Sleek new design inspired by OS X Yosemite.” I groaned a bit, but went ahead with the upgrade.

The new version is, indeed, more Yosemite-like, with diminished contrast between foreground and background, making it harder for old folks with poor eyesight like me to use. I’m having the same problem with 1Password.

There’s a good overview of the upgrade at MacStories. Other than the unfortunate Yosemite-inspired design changes, the client still works fine, and they didn’t make any unnecessary changes to keyboard shortcuts or anything else that would affect my ability to use the software productively, so that’s good. (When did we get to the point where the main thing I hope for in a software upgrade is that they don’t make it too much harder to use, though? Was it the Office ribbon? The all-caps menus and horrible color scheme changes in Visual Studio 2012? iOS 7? But I digress.)

I’m also not terribly excited about the new features they’ve added to Evernote recently. Over the last few versions, they’ve added a presentation mode, work chat, and now “context“. None of those things really helps me use the software for its main purpose — taking notes and organizing them. But they’re easy enough to ignore. (I’d be even happier, of course, if they’d let me remove the buttons for these features, so I could use the space more effectively.)

And I’d be really happy if programs like Evernote and 1Password would introduce options in their software to switch to an alternate color scheme, like Visual Studio did after enough people complained about VS 2012’s default color scheme.

Meanwhile, I’m wondering if messing with the system font on my Mac will make things easier to read or harder. I want to try out Fira and Input. While replacing the system font probably isn’t something Apple wants you to do, it’s simple enough and appears to be easily reversible, so I might as well try. (I miss the old days, when you could use a tool like Kaleidoscope to change practically everything in the UI!)

rearranging the deck chairs

I’ve been working on a few things lately to improve the way I keep things organized. I’ve already blogged about my move from KeePass to 1Password. I’m also working on consolidating all my personal notes in Evernote. And I spent some time this weekend cleaning up my GMail inbox, and reviewing my use of OtherInbox Organizer, and thinking about whether or not I want to keep using that.

All of this “work,” when viewed from a certain perspective, looks a bit like pointless busy work, “rearranging the deck chairs on the Titanic,” as it were. GMail, for instance, gives me enough space that I really don’t ever need to delete an email. And the search tools in GMail are good enough that I really don’t need to categorize anything, if I don’t want to. If I need an old email, I can probably find it in a few seconds with no problem. Evernote is almost as good. The limits on even a free account are generous enough that I’m not going to hit them, and the search is good enough that I can find stuff quite easily, regardless of how little I’ve bothered organizing things.

But there is a real point to smoothing out the kinks in the system, reviewing old notes, and cleaning up old cruft. It’s a way of reviewing my own recent history, maybe seeing some patterns that I didn’t notice before, or remembering projects that I had abandoned but would like to pick back up, or sweeping away old projects that aren’t relevant or interesting to me anymore. And, even if none of that mattered, it’s still something to do that just makes me feel a little better about myself and my control over my own life, so it’s worth it just for that mental benefit, even if it’s fleeting and possibly illusory.

So, having said all that, I’m now going to bore anyone still reading this with some details on what I’ve been doing. First, with 1Password, I am now about 80% of the way through moving everything over from KeePass. I have the iOS, Mac, and Windows clients all installed and running, and the Firefox extension installed on my Mac & Windows machines. I’m not sure if I’m entirely happy with the Firefox extension, and its ability to automate logging in to a site; it seems to get that wrong most of the time. That’s probably something I can straighten out with some more work, though I’m not sure if it’s worth spending too much time on it.

With Evernote, I’m trying to convince myself that I can use it to replace Backpack, and I want to try and consolidate all of my random notes from various other systems into Evernote. Backpack is a product that has been pretty much retired by 37signals. They still keep it running for existing users; I pay $7 per month for it, and it works fine. But I know it’s not getting any new updates or features, and I wouldn’t be surprised if they decide to shut it down entirely at some point. So it seems prudent to get my data out of it and into a more actively-supported product. A while back, I paid a flat fee to set up a personal Basecamp account, which is now 37signals’ only active product. I haven’t really done anything with it though. While I could shoehorn my Backpack data into it, it’s not really appropriate as a general note-taking and reference tool.

Looking at some other options, I would be tempted to go with OneNote, since it’s now freely available across Windows, Mac, and iOS, but I’m not convinced that Microsoft isn’t going to pull the rug out from under the Mac and/or iOS versions at some point. Their commitment to alternative platforms comes and goes, so I just don’t feel like it would be a great idea for me to commit to a product that might disappear in the next management shake-up.

Evernote, on the other hand, is (of course) the main product for Evernote, the company. They’ve always been cross-platform, and I can’t think of any reason why that would change any time soon. And they seem pretty stable as a company, and not not likely to run out of money, or get acquired and shut down, or any of the other things that tend to happen with small, young, Internet start-ups.

There are two things, functionally, that I don’t like about Evernote. First, I don’t entirely like the simple linear organization of notes. As stated above, yes, you can easily search through the notes to find what you need, but I still like to have a bit more structure. (OneNote is really good on that front.) And it bothers me a bit that they don’t support plain-text notes, only rich-text. That might not seems like a big deal to most people, but it can get in the way when I want to paste some source code into a note. The “paste as plain text” option helps out there, but I’d really like an option to just have a new note be either rich text or plain text, and maybe to set an entire notebook to be plain-text by default. But I think I can live with both of these slight annoyances.

What I’ve decided to do with Evernote, in terms of imposing some organization on it, is to create multiple notebooks (but not too many) to sort things out into a few major buckets, then use tags to make it easier to find certain things, such as all notes related to comic books, or all notes related to F# programming. I’ve renamed my default notebook to “Inbox”, and I’ll be using it as an inbox in the usual GTD sense (though maybe not being as strict as I could be). New stuff will go in there until I sort it out somewhere else or delete it. The other major notebooks I’ve set up are:

  • Lists: various active lists, such as my list of which Dresden Files books I’ve read and which I haven’t.
  • Reference: various notes that I may need for reference in the future, such as the note reminding me that “sudo killall coreaudiod” is the command I need to use on my Mac whenever sound stops working.
  • Archive: old notes that I probably won’t ever need again, but maybe I will, so I might as well keep them.

That’s probably all I need, but I’ve also created a “Travel” notebook, for travel-related notes, and I may create a few other topic-specific notebooks.

Once I get to the point where I feel like I’ve got a good system going in Evernote, I’m going to want to consolidate the notes that I have in other systems into Evernote. I’ve already mentioned Backpack; that’s been my primary GTD and general note-keeping system for some time now. Copying stuff out of there and into Evernote shouldn’t be too big a problem.

I also have a bunch of old notes on my Mac in DevonThink. I actually really like DevonThink, and I kind of wish I could use it as a front-end to Evernote, but it’s really a Mac-only solution. What I have in there, at this point, is mostly software license info (which could go into either Evernote or 1Password), and some miscellaneous lists and Mac-specific reference info.

And, finally, I have a fair amount of stuff in OneNote on my desktop PC. This all dates back to a time when I was using that desktop PC a lot more often than I am now. I don’t recall entering any new info into OneNote this year. So, again, it shouldn’t be too hard to get that stuff into Evernote, mostly into the ‘Reference’ or ‘Archive’ notebooks.

The benefits of doing all this will be:

  1. I’ll have all my notes in a single store, accessible on my Mac, PC, and iOS devices, and via the web. (The stuff that was previously only on the Mac or PC will now be available everywhere.)
  2. I can discontinue my $7/month Backpack subscription. (I don’t currently have a paid Evernote account, and I probably don’t need one. But if I want one, it’s still a bit cheaper than Backpack was.)
  3. I don’t have to worry about relying on a product that’s not really supported anymore, and might get discontinued at any time.

So this has turned into a pretty ridiculously long blog post, but writing it helped me straighten a few things out in my head, and maybe reading it will help someone else out someday. (Or at least amuse someone slightly.)

contact and calendar management

A few years back, I wrote up a couple of blog posts on my search for the “holy grail” of contact and calendar management. Back then, I had a BlackBerry, and I was hoping to find a good way to keep things in sync between the phone, my PC, and my Mac. I went through a few less than perfect options, which aren’t worth going into at this point.

Nowadays, I’ve got an iPhone, and I’ve found that iCloud does a fine job of keeping the iPhone, iPad, and Mac in sync. On the PC, I really don’t bother trying to keep a full set of contacts in Outlook anymore, nor do I keep my calendar there. I can always look anything up on icloud.com or on my iPhone. And, while I use Gmail for most of my mail, I don’t really feel a need to keep my Gmail contacts fully up-to-date either. There’s really only a small set of people who I e-mail regularly, and they’re all in my Google contacts, so there’s no problem there.

So, since everything’s working so well, of course I’m starting to mess around with it. I installed the vipOrbit app on my iPhone this week. It’s a program for managing contacts and calendars. Right now, the iPhone and iPad clients are free, the Mac desktop client is $30, and the sync service that I would need to subscribe to is $45/year. So I thought I’d start out by trying the iPhone app, and see if it was worth going any farther with it. The app imported my contacts from the main iPhone contact app with no problems. But, I found that it did not import all the fields. In particular, it didn’t import birthdays or the free-form notes field from contacts. The app has several user-defined fields available, so maybe there was a way to map those and import the birthdays and notes into them, but it wasn’t obvious how I could do that. I played around with the app a bit, and, while I think it might be useful for a salesperson tracking leads and/or customers, it’s not really useful enough for me to justify both the price and the inconvenience of keeping my contacts and calendar outside of the normal default iPhone apps.

Next, I may choose to try out fruux. Fruux is just a sync & backup service for contacts, calendars, and tasks. So, I’d keep using the default iOS apps, but would keep things in sync with fruux instead of iCloud. I honestly have no good reason to do this, except “just for the hell of it”. Or maybe so I can say I’m not 100% tied in to the Apple ecosystem.

no more Backpack

I’ve been using 37signals’ Backpack product for several years now, since February 2007. It turns out that 37signals retired the product back in June 2012, and is no longer accepting new customers for it. It still works fine for me, and they haven’t said anything about shutting it down entirely. I don’t recall ever seeing a notice on my Backpack page letting me know that they were retiring the product, but maybe I missed it. And, when I go to my account maintenance page now, there’s no indication there either; it still shows the same plan upgrade options that it always has. I’m still on the $7/month plan, and happy with that. If they’re not actually going to shut down the service for existing users, I might as well stick with it for the time being.

I use Satchel on my iPhone and iPad to access by Backpack account. It also still works, but hasn’t been updated since 2010, and likely won’t be updated again. In fact, I don’t see the full version as available in the App Store anymore, so I guess I need to be careful not to lose the copy in my iTunes library.

Since 37signals is still charging for Backpack, and since it (likely) runs on the same platform as their other services, I imagine they’ll keep it running for the foreseeable future. There’s no reason for them to shut down a service that’s generating revenue, and probably not costing them much money to keep running.

Still, it seems prudent to look into alternatives. 37signals would probably like people to move from Backpack to Basecamp, but that wouldn’t make much sense for me. Basecamp starts at $30/month, and isn’t really meant to be used as a single-person personal organizer.

Likewise, Papyrs would probably like to grab up some of Backpack’s customer base. They actually have a blog post about Backpack’s retirement on their site that’s interesting and well-written. Papyrus isn’t a good fit for me either though. It starts at $49/month and is really meant to be used for small company intranets.

There’s a good list of Backpack alternatives at http://alternativeto.net/software/backpack/. The first item on their list is Evernote, which I do use. But I’m not sure I’d like it as a replacement for Backpack. Second on their list is OneNote, which I also use, but also isn’t quite what I would want as a Backpack replacement.

From a GTD usage standpoint, I’ve tried Nozbe, and I’m curious about Asana. Maybe a combination of Evernote and Nozbe would work out for me?

I may write up some more notes on this subject, as it’s the kind of thing I enjoy messing around with and writing about, but for now, I’ve got other stuff to do today…

paperwork

I just spent the last couple of hours cleaning up old financial paperwork. So, if you’re not interested in that kind of thing, move along, nothing to see here, etc, etc.

I’ve blogged before about my continuing struggle to keep up with my Merrill Lynch accounts, in terms of entering the statements into Quicken. For quite a while, I’ve resisted letting Quicken download those accounts, since there tended to be some annoying little problems with that process. So, I kept manually entering them. Well, I fell off that bandwagon at the end of 2010, and had just been letting the statements pile up since. As David Allen would say, I’d gone numb to it.

I used to just have two accounts with Merrill — a catch-all account (called a CMA), and a Roth IRA. Well, now, I have the CMA, the Roth IRA, a traditional IRA (created when I rolled over the 401(k) from NMS), and an inherited IRA (from my Mom). So, that’s really too much to keep up with. Today, I decided to “clear the decks,” as it were, and get everything set up to download into Quicken. I started by shredding a bunch of old statements, from 2008-2010, that were in my filing cabinet. Then, I sorted out the big pile of 2011-2012 statements, and put them away, organized in a reasonable fashion, in the filing cabinet. Then, I set up all the accounts to download into Quicken. The result (in Quicken) is a little messy, but it all adds up correctly, and I guess that’s all I need.

My plan from this point forward is to open each statement as I get them, review it at a high level, then file it away. Meanwhile, the activity will get downloaded into Quicken any time I’m in there, balancing my checkbook, so that will be at least once a month.

I guess the main reason for this blog post is so that I can remember what I did, and when I did it, so that I can review things later in the year, and see if this system is working out. My main goal for this year is to actually look at the statements when I get them, so I can call Merrill if something is wrong, or if I need to change anything. Now that I won’t feel burdened by the need to do data entry every time I get a statement, hopefully I can avoid the temptation to just pile them up without looking at them!

inbox zero

I always feel compelled to write a meaningless blog post every time I get my inbox to zero. So, here it is: I got my e-mail inbox at work down from about 400 messages to zero today. Everything’s been tagged and filed, or deleted.

My personal email inbox is up to 600 messages though. I cull stuff out of it periodically, but I haven’t gotten around to *really* attacking it in quite a while. Maybe that’s a project for next weekend!

Stephen Covey

On the drive home from the airport yesterday, I heard the news that Stephen Covey had passed away. A few years ago, I went on a bit of a self-help kick, reading some David Allen and Stephen Covey, and trying to get myself more organized, figure out what my life priorities were, and so on. While I’ve fallen off the GTD bandwagon to some extent, I still keep the principles of Mr Allen and Mr Covey in mind and try to make decisions accordingly. Most of what Stephen Covey wrote is common sense, but it’s common sense that we need to be reminded of from time to time. 

many things

I feel like things have gotten a little out of control lately.  I’ve been letting non-essential paperwork pile up at home. (Still paying all the bills on time, of course.) And there have been various minor irritants in my life that are making me a bit cranky and jumpy.  (For instance, the nighttime Main St. repaving project that’s been going on right outside my window, and the daytime parking lot repaving project that’s made it hard to find a place to park after work, and other stuff like that.)
I’ve been working this week a bit on “clearing the decks,” to the extent that I can.  I’ve got my old NMS 401(k) rolled over into Merrill Lynch. (That’s a long story that I won’t go into here.) I’m getting my GMail inbox under control (with the help of Other Inbox). And I think I’m about ready for both my NYU iOS dev class, which starts next month, and NYCC, which takes place next month.
I’ve been slacking off on keeping up with my GTD lists, which I generally keep in Backpack, but I think I’m getting them in shape now.
So, I guess I’m doing OK.  I still kind of feel like I need to go on some kind of zen retreat for a few days and find my center. Or something like that. (I should mention that the link above was just found with a quick Google search.  I have no idea if it represents a genuine, legitimate Zen Buddhist organization. Looks legit, though, right?)

Other Inbox

I signed up for Other Inbox today. I’ve been having trouble keeping my GMail inbox organized. I was up to about 500 messages in there last week.  It’s been quite a while since I’ve gotten it down to “inbox zero.” I got it down to about 250 over the weekend, but that’s still too much.

Other Inbox started scanning my account a couple of hours ago.  It seems to have gotten stuck at message #157 for some reason. It has moved a bunch of stuff to folders already though. We’ll see if it ever actually finishes.

One thing I wish I could change with it is the name of the root folder it uses.  It puts everything under a folder named “OIB.” Since the folder list in GMail sorts alphabetically, “OIB” is way down there. I wish I could rename it to “!OIB” or something.

GTD at work

At my previous job, we used Lotus Notes for e-mail, and I had a pretty reasonable system worked out for GTD with Lotus Notes.

I’ve been at my current job for about 5 months now. It’s finally starting to get complicated enough that I think I need to get my stuff a bit more organized, so I’m starting to play around with various GTD options.

We don’t have an internal e-mail server; instead, we use GMail. I’ve been using a fairly simple tag system with GMail: just an “!Action” tag and a “!Waiting For” tag, basically. The problem, of course, has been GMail’s threading. You can attach a tag to a conversation, but not a particular e-mail. This has become a problem recently, as I’ve gotten involved in a few e-mail threads with 10 or 20 messages, where maybe the fourth message was actionable, and the rest were not. That makes it hard to get to the action item easily.

I was about ready to give up on GMail, until I saw this blog post from a few days ago, announcing that it is now possible to turn off the “conversation view”. Well, I did that today, and I think it’ll help. One thing I miss from Lotus Notes is the ability to view messages individually, by default, but also being able to switch to a threaded view when I want to. With GMail, I guess I could switch “conversation view” back on if I wanted to see a thread, but it’s probably not a good idea to turn it on and off frequently. I’m guessing it would mess up the tags. Speaking of which, it does now seem possible to apply tags to individual messages, though they don’t specifically mention that in the blog post. That’s basically my key need in terms of being about to keep track of stuff in e-mail.

I also have my GMail account set up as an IMAP account in Thunderbird. I’ve thought about switching over to using that as my primary e-mail client, rather than the GMail web interface, but there are a few things I don’t like about it. It’s actually very good as a desktop client for GMail, in general. But I don’t entirely like the way it handles GMail labels. It shows them as IMAP folders, which is perfectly reasonable, but I can’t see any obvious way of see which folders a given e-mail is in, or to copy an e-mail into multiple folders at once (i.e. apply multiple GMail labels). (Again, here’s something I miss from Lotus Notes: the ability to right-click a message and select “show folders”.) The way GMail does labels, it’s always easy to see which labels are applied to a given message, and it’s fairly easy to apply (or remove) multiple labels.

One other tool I messed around with a bit today is ActiveInbox. It’s a Firefox add-in that adds some extra GTD functionality to GMail’s web interface. It looks pretty interesting, but I have to admit that I uninstalled it. I think I may give it another try later this week or maybe next week, if I can find some time to really figure it out.

I’ve also considered using Superstars instead of labels for my GTD “!Action” and “!Waiting For” indicators. That’s something I might play with at some point.