Paperless means a repeating reminder

Federico Viticci, in his review of the new version of Scanbot over at, says:

The idea of pairing a scanner app with a task manager is seemingly unnecessary, but, after trying it, I think it makes perfect sense. One of my (many) problems with diligence and paperless is remembering to act on documents after I’ve scanned them. I often need to send an invoice to my accountant or share a receipt with my girlfriend, and instead the document just sits there in my Evernote inbox for weeks.

I found this idea just a bit hilarious. Pairing a scanner app with a task manager isn’t the solution to this problem. The solution is the task manager. Diligence isn’t what is needed here nor is memory. The solution is creating a repeating task in your task manager.

This is a very easy problem to solve:

  1. Scan things to an inbox folder (I use a ScanSnap scanning to PDF with my inbox folder on Dropbox. Could just as easily be done using the ScanSnap with Evernote).
  2. Set up a weekly reminder to process your inbox(es). I actually do this as part of my (GTD) weekly review as part of getting clear.
  3. When reminder comes up process inbox.

Simple. Doesn’t require integration between app A and app B. It simply requires taking the 2 minutes to create the repeating reminder.

Thoughts on “What’s Eating OmniFocus”

I’m a daily user of OmniFocus (on both iOS platforms as well as the Mac) and as a tester of the test version of OmniFocus 2 I was interested to see Chris Sauvé’s mock-ups of what he would like to see for OmniFocus 2. What was more interesting to me was his discussion of why he created the mock-ups. While the dicussion was interesting I think Chris has a misunderstanding of how GTD works, or is following the book a bit too much to the letter, and his suggestions would complicate how OmnifFocus, which was written for GTD practitioners, functions.

When discussing dates Chris says:

OmniFocus does an incredible job of modeling a certain style of thinking: the concepts of next actions, project groups, sequential and parallel projects, and folders combine to provide a rational, goal-oriented tool for completing tasks. However, dates are one of two areas (the other being context) where I feel the Omni Group has missed the mark and where makeshift solutions from the OmniFocus community have been leaned on for far too long.

He is correct, OmniFocus does do an incredible job of modeling a certain style of thinking: the GTD style of thinking. He feels that the OmniGroup missed the mark on dates and contexts which I couldn’t disagree with more.

About start dates he notes:

I believe their name implies that they are the first time that a task becomes available

That is exactly what they do and a quick trip to the help file would clarify this. The use of the start date in OmniFocus is the way that a user can implement a tickler file. He goes on to say:

What start dates have often been co-opted into, though, is a role for which they are just as ill suited as due dates: planning. If you want a particular task to surface on a particular day, what do you do? For many, this involves setting the start date

Again this is exactly how start dates are supposed to be used in OmniFocus. The point of a start date is to make sure that a task doesn’t appear until a given date. If you know you can’t work on something until a specific date then set a start date and it will be out of sight and out of mind until it needs to be. This is part of having a “trusted system” in GTD.

Chris goes on to discuss how task viewability is affected by start dates and here is where I think he should be using the tools that OmniFocus aleady provides instead of adding on more functionality. He says:

But if you set the start date in the future, the task will no longer appear as “available”, meaning you will never be aware that they are, technically, available for you should you go through your OmniFocus lists looking for something productive to do. This situation happens to me so often, and my frustration of having to set the start date and flagged status for scheduling tasks is so pointed, that I think the single most important change in OmniFocus would be the addition of a third date: the Target/Planned date. It’s an additional layer of complexity, but it would be worth it to allow tasks to be scheduled without removing your ability to happen upon and complete them prior to when you had originally planned to do so.

To reiterate yet again: the point of the start date in OmniFocus is to make sure that tasks that can’t be done until a certain date don’t show up in your lists. When you set a start date it shouldn’t be available. He is frustrated because he’s trying to use start dates for something they were never designed to do. He wants to add yet another date to the system to accomplish his task yet OmniFocus already has what he needs and doesn’t require adding yet another date into the equation. That feature is filtering (and at a higher level Perspectives which allow you to create preset filters that are easy to get to). If a task has a start date in the future it is not available to work on. However if there is a need to see those tasks the simple answer is to use the Availability filter.

OmniFocus is written for a GTD workflow. It wasn’t designed for someone in the planning mindset where a tool like MS Project or a todo app with a different date design might be a better fit. GTD is less about doing things by date vs. doing things based on the current situation in which you find yourself. Certainly everyone has things that need to be done by a certain date and GTD works fine in with those. But the key to GTD is to really limit setting due dates on things. If you set a due date you’re setting a hard contract with yourself. People make the mistake of trying to set dates for everything when most things don’t need a due date.

The other area where I think Chris is misunderstanding how GTD works, and how OmniFocus is designed, is when discussing changes to how contexts should work. He says:

contexts are frustratingly limited. A task can have a single context, and no more

But then he says:

In another way, though, contexts actually are flexible: they have no defined meaning, so you can set them up to be anything you’d like. Traditional contexts like Mac, Home, and Office are the defaults (and, in fact, are still my personal preference), but there has been a lot of experimentation; no contexts, energy-based contexts, priority-based contexts, and more have been floating around the OmniFocus community without much traction. It seems as though we, the OmniFocus community, aren’t really sure how they should be used. Therein lies the problem: uncertainty breeds fiddliness, particularly amongst the kinds of people who would be attracted to OmniFocus in the first place. And, as we all know, fiddliness is far from conducive to productivity.

The thing is contexts can be anything you want them to be and people seem to make that into a problem. When the Getting Things Done book was originally written it made sense to have contexts like “Home Computer”, “Work Computer”, “Office Phone”, etc. That was 2002, with the material being worked on even earlier than that. It was a different time when we didn’t have constant connectivity. I think the reason why Chris sees so much fiddling with contexts isn’t because contexts themselves are the issue, it’s because the old idea of context doesn’t really fit as much anymore and people are trying to find new ways of working.

In my own experience I still have contexts for Work and Home but Phone? No…I always have a phone with me. If I need to make a call its usually either when I’m at work or at home so those types of things go into one of those contexts. I still have an Errands context. But I have more specific situations that I find myself in that I created contexts for. I have a “financial” context for items when I sit down to look at the family finances. I have a “review” context for items that I need to deal with during a daily or weekly review. I don’t have many more than that. I think it’s a problem if your set of contexts starts to explode. That definitely is being fiddly but that isn’t the fault of the context, it’s the fault of the person perhaps overanalyzing things.

I also take advantage on occasion of not setting a context at all. If something can truly be done anywhere why do I need a context for it? It’s easier, in my mind, to not set a context vs. having a large list of fined-grained contexts that hardly ever get used and just need maintenance during a weekly review.

Chris suggests using tags which I find to be a lot more fiddly than anything related to contexts. His first example is:

You have three devices, an iPhone, an iPad, and a Mac. You can accomplish certain tasks using some subset of those devices; for example, you can only make calls on the phone, you can do your weekly OmniFocus review on the Mac or iPad, and you can take screenshots for a post on iOS 7 only on the iPhone or iPad. Using tags, you need only three contexts, which you mix and match as you please. Using one-context-only, as is the current implementation in OmniFocus, you need eight contexts to cover every alternative.

I think he’s being far too fiddly here and tags won’t fix that. You do not need eight contexts to fix this problem. One context is still enough. Or depending on the situation no context at all. For his example of doing a review….do as I do and use a single Review context. For the example of taking screenshots for a post on iOS 7…do you really not know where that will happen? When you’re doing those screenshots you probably are in the frame of reference of writing the post….use a Writing context instead of “iPhone”, “iPad”, and “Mac”. There is no need to associate a context with a place or piece of technology. It can be anything you want so associate it with a workflow or a frame of mind. I think the solution here is to rethink and reframe the set of contexts you are actually using and how things should be assigned to contexts. By using “frame of reference” contexts assigning things becomes easy.

Even thought I didn’t agree with many of the things he said, I think Chris put a lot of thought into his post and it was a good read. I love reading articles like his and he obviously cares about the subject a good deal because he put a lot of time and effort, not only into his post, but the website he created to show his designs of how he thinks OmniFocus should look and function. It was great work!

Using OmniFocus to maintain a list of daily goals at work

I really need to have a way to track a rotating list of things I need to try to get done every day. These are items that just have to get done on a daily basis that don’t need “project management”…they are just things that I need to make sure to get done. Start and Due Dates aren’t important. If something doesn’t get done one day it needs to flow into the next. In OmniFocus the only way I can think of to accomplish this is to use the flag and then use the “Flagged” perspective to be able to see these things.

I’ve been using Evernote for these but it doesn’t make sense in my mind to do it there because I use OmniFocus to keep track of tasks. Instead of using Evernote to have my main list of goals they are going to go into OmniFocus every morning. I’m going to try doing the following with those tasks to keep them separate from the others:

  • No start or due dates.
  • The context should still be Work.
  • Create a single action project called “Daily Work Goals”.
  • Use the “Flagged” perspective to follow all of this.

At the very least I think I’ve found a good reason to use the flag in OmniFocus. :) Up until now I really haven’t had an idea of where that might be useful.

nvAlt – just not clicking for me yet

A week ago I wrote about my new writing workflow. The tool I chose for keeping notes was nvAlt (and ResophNotes on Windows which is a duplicate of Notational Velocity on the Mac). Up to that point I had been using Evernote to keep notes. So far the nvAlt way is not working for me. I like how Evernote gives the ability to have folders and notebooks. nvAlt relies on searching. That is all well and good but I’m so used to browsing to see if I’ve already written something on a given topic it is hard for me to switch to searching. The mental jump required, as easy as it seems, just hasn’t happened yet.

I’m not giving up on nvAlt by any means. I promised myself that I’d give the new workflow a month. I’ll reevaluate at that point but a week in and Evernote hasn’t lost it’s appeal even if it is much harder to get stuff out of it.

On having a clear head…

In my new experimentation with GTD I’ve learned something that I just never paid much attention to in the past:  energy level is a very important aspect of the whole system.   It’s great to have a list of stuff to do but if you never have the energy to accomplish anything the lists are pretty pointless.   I’ve got some big projects that require me to do a lot of mind work and I’ve found, and have come to accept, that doing those projects after work just isn’t going to cut it.   By the time the kids are in bed and I’ve already been engaged in work all day I just don’t have the mental capacity to start working on other things that require a lot of thought.   So I tried something different.

For several weeks I’ve been getting up about an hour earlier for a couple of days and it’s made me hugely successful in accomplishing some of my goals.   My brain is well-rested (well….most of the time anyhow) and I have more overall energy.  Those days I was able to get a lot done in the extra hour I had.   So tonight I’m starting that routine a bit more formally.  I’m going to go to bed earlier and wake up 2 hours early.   With the house quiet I can do whatever thinking I need with the energy I need and without the fear of being interrupted.

OK. So I’m a data junkie. Oh, and GTD rules.

They say the first step in solving a problem is admitting you have one right?  But I’m starting to come to grips with the fact that I am in fact a data junkie and it’s time to embrace that :)

I get overly excited by weather facts and statistics.  I love to tag things on my computer even if the tags aren’t useful later.  I love to collect information on my financial situation (even if I’m not going to look at it very often).  I love to fiddle with personal time management software and experiment with “systems” for keeping my life in order (even if I don’t pay attention to it later).

But honestly?  I’m feeling a hell of a lot better lately just accepting it for what it is and jumping in with both feet.  I’m feeling more in control with my task list and I’m feeling pretty damn good about it.  I always liked GTD an connected with it but always ended up falling off the wagon so-to-speak.  This time it’s clicking.

I’m going to be writing on this subject quite a bit because it’s an important subject to me and I’m excited about the impact it is having on my life, even in such a short period of time.  If I can help even one other person with something I write that will be awesome.  So stay tuned.

Daily Entry – 10/20/2011

Learning that the evening is not the time for me to attempt doing a review of my inbox to deal with items. I have absolutely no energy by the time the kids are in bed and I can settle in to work. Might have to try getting up earlier and doing it then.

Lotus Notes/Google Calendar Sync: 3-1/2 Options

I’ve been looking for a way to get my work and “life” calendars in the same spot.  I had been trying to keep them separate because I didn’t want my work appointments invading my personal calendar.  In theory that was a great idea but in practice, due to my workplace’s access policy, it is nearly impossible to see my work calendar outside of the office.   We use Lotus Notes at work and I use Google Calendar (GCal) for my personal calendars.  Surely given the still-heavily used Notes someone had come up with a sync option.   Sure enough several someones had and each had it’s strengths.   Here they are starting with the option I chose for my own use:

  1. Lotus Notes to Google Calendar Synchronizer(open source)Basically one-way sync from Notes to GCal.  This was perfect for me.  I’m not interested in making appointments in my Google calendars.  I just want to be able to see what I have coming up when I’m not in the office.This application can be run in command-line mode to make it run on a schedule either via Windows scheduled tasks (as I’m running it) or on Mac OS X/Linux as a schedule shell script (via cron or some other tool).

    It is Java-based and is completely client-side.

  2. GooCalSyncfrom  (open source)This one goes in the opposite direction,  Google to Notes.
  3. GooCalSync ProfessionalSame as above but isn’t free.  Allows bi-directional sync and can be scheduled.

    I haven’t tried this one at all.

  4. AwesyncAnother pay-for product with a 30-day trial.   Allows bidirectional sync of calendars, contacts, and tasks between GCal and Notes.  Includes scheduling, etc.

    I tried this in the past when it was in beta and liked it but I wasn’t willing to pay for a product.  It appears to have improved quite a bit since I tried the demo and looks very complete.

I’ve been pretty happy with option 1.   I only require simple calendar sync from notes to Google.  It’s free and comes with a good help file that explains clearly how to set it up and how to schedule the sync via the Windows task scheduler.

RTM and Appigo go at it over RTM API access

Well well.  It would appear that the folks at Remember the Milk and Appigo are in a bit of a dust-up over the Appigo iPhone/iPad app Todo.

Just a quick piece of information to make the story clear: the Todo app on both iPhone and iPad supported syncing with two web-based services: Toodledo and Remember the Milk.  As of 5/11/10 the folks at Remember the Milk shut off API access to Todo.  This was done without notifying customers.

The Appigo side of the story basically says that on 5/11/10 they were contacted via email from Remember the Milk and notified that access to the sync API had been shut off for Todo iPhone.   Appigo claims that the sync code for iPad was the same which is why they were using the same API key as the iPhone application.  They also claim that they have tried working with Remember the Milk to resolve the situation with no success.  Needless to say they have removed the RTM module from Todo and have worked with Toodledo to get RTM users 6 months free of Toodledo Pro.

I don’t know the details of the behind-the-scenes exchanges between the two parties but Appigo handled the situation, from a customers perspective, perfectly.  The status on the problem was matter-of-fact and cordial with no bad words for RTM.   Furthermore they worked with Toodledo to get RTM users a nice free period to switch over to Toodledo Pro if they want to try Toodledo.   Kudos to Toodledo for doing that.  Also a good way to get some new customers :)

Remember the Milk on the other hand come out smelling like a steaming pile on this one.  Emily from RTM, in the forums posted this:

Like many companies, our API is available for non-commercial use, with commercial use only available to select partners and products by prior permission. Third-parties who are interested in using the API commercially in a product can submit a business proposal for our consideration.

Appigo didn’t have a commercial license to use the Remember The Milk API for this app (and didn’t even apply for one); the first we became aware of the existence of this app was its launch on the App Store yesterday.

Unfortunately, despite being perfectly aware they didn’t have a commercial API license for any products beyond their iPhone app, Appigo chose to launch and advertise their new app with a Remember The Milk sync feature. The sync feature subsequently does not work, and this has resulted in a lot of confusion and disappointment for users. :(

We’ve given Appigo plenty of chances to do the right thing (they’ve been warned in the past about API terms violations), so we’ve been really disappointed in their recent behaviour. We take any abuse of the API very seriously, and have ended any relationship with this company; they will not have access to the API in the future.

We apologise to users affected. For any Remember The Milk users who were misled about this iPad app’s support for syncing with our service, if you upgraded to Pro on May 12 or May 13, 2010 to use this app, we will happily refund your Pro account payment (please contact us to request a refund; requests will be accepted until May 20, 2010). Any requests for refunds for the iPad app itself should be directed to Apple.?

It’s nice that RTM is willing to refund Pro payments for people who bought the iPad app on 5/12 or 5/13 but what about the folks using the iPhone version?  RTM is shitting on their customers.   I understand they need to protect their business but based on the Appigo side I find it hard to believe that RTM was working very hard to remedy this situation and the only losers are RTM customers.

A bit later in the thread of forum posts Emily says this:

It was a deliberate act on their part to abuse the API, and launch an app knowing they were not licensed to do so. They counted on the fact that if we terminated their API access after they launched this app, we’d have a bunch of upset Remember The Milk users on our hands. :(?

I already posted about why I left RTM and this whole thing makes me completely sure my choice was the right one.  What a company.  Sheesh.  They counted on the fact that RTM would have a bunch of upset users on their hands?  Why in the world would Appigo want to do that?  It makes no sense given that those affected would also be Appigo customers as well!   Why would they want to piss off those users directly?

If there are any other reasons needed here to *not* support RTM by paying them $25 for a stagnant product this is another.  What a crappy way to do business.  Good riddance.

Bye Bye Remember The Milk…

Today, after being a Remember the Milk customer for years, I gave up on them and closed my account.   I paid up for a year of Toodledo Pro.  I really loved RTM at one point.  The user interface was fresh and worked pretty well.  It helped me implement GTD.  Eventually though my needs changed and the people behind RTM let the web site stagnate.   They seem to be concentrating on mobile devices more than the web interface these days and while I understand that decision I think they’re ignoring a large portion of their user base and I finally had enough so I closed up shop and left.

Toodledo consistently seems to work on the website (though I still can’t stand the plain-Jane UI) and adds features.   The feature set is much better than RTM and they have a date picker for due dates!   Seriously, this is the one major thing that pissed me off about RTM even though it might seem like a nitpick.  Their date picker is fantastic as it interprets strings like ‘next Tuesday’ in the due date field and translates them into dates.  However as great as that feature is sometimes a person just wants to choose a date from a calendar and that feature doesn’t exist in RTM.   There is a calendar icon that makes it look like it can be done but it can’t.

Toodledo also syncs wonderfully with Todo from Appigo (iPad or iPhone) which I just discovered yesterday with the release of the iPad version.  It is a fantastic todo list application with a beautiful user interface.   Todo actually syncs with RTM as well but you have to pay the $25 yearly “pro” fee to get the sync functionality which Toodledo provides for free.   I paid $14.95 for a yearly “pro” fee for Toodledo.  Hmmm….$25 for a stagnant application or $14.95 for an updated one.    Tough choice.

A $25 yearly fee certainly is viable if you provide a service for that fee but keeping the website stagnant and ignoring customer requests certainly isn’t what I’d call viable.  So it’s been fun RTM but you lost me.  ?Sorry.