TidBITS#839/24-Jul-06
=====================
Do you feel like you're always behind on all the tasks you
need to accomplish? Jeff Porten examines the Getting Things
Done system with an eye toward using your Mac to help organize
your life. Also this week, Adam and Jason Snell of Mac
Publishing submit an RFP - request for proposal - to spur
Macintosh developers to create a collaborative writing
environment. Plus, Apple announced another banner quarter
with a $472 million profit, Adam and Tonya talk about computer
book publishing on the MacNotables podcast, and we announce
upcoming changes to our back end systems.
Topics:
MailBITS/24-Jul-06
Calling Mac Developers: Request for a Collaborative Editor
Getting Things Done with Your Macintosh, Part 1
Hot Topics in TidBITS Talk/24-Jul-06
<http://www.tidbits.com/tb-issues/TidBITS-839.html>
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MailBITS/24-Jul-06
------------------
**Apple Reports $472 Million Q3-2006 Profit** -- Apple continued
its succession of profitable quarters by announcing a $472 million
profit for the third financial quarter of 2006, based on revenues
of $4.37 billion. Those rosy numbers arrive thanks to sales
of 1,327,000 Macintosh computers (compared to 1.1 million
last quarter, and up 12 percent over the year-ago quarter),
and 8,111,000 iPods (which is slightly down from the 8.5
million iPods shipped last quarter, but 32 percent better
than a year ago). [JLC]
<http://db.tidbits.com/getbits.acgi?tbser=1046>
<http://www.apple.com/pr/library/2006/jul/19results.html>
<http://db.tidbits.com/getbits.acgi?tbart=08504>
**TidBITS Back End Changes Coming Soon** -- After many years of
using the same production, issue generation, and distribution
tools, we're going to be switching in the next week or two to a
new system that we've been working on. I'll explain more about
what we've done and why once it's in place, but for now I merely
want to give you all a heads up that the next issue - assuming
everything tests out properly - will likely be sent through the
new system and will look just a bit different. In the unlikely
event that something goes wrong, please don't tell us about it,
since we'll be watching with test accounts and will post any
necessary status reports and explanations on our ExtraBITS weblog.
That's what I did last week when a small percentage of readers
received a Web Crossing-generated notification that the issue had
been released, instead of the actual issue itself. I've resolved
that problem within our user account database. [ACE]
<http://www.tidbits.com/ExtraBITS/>
<http://www.tidbits.com/webx/.3c7d0148>
**Adam & Tonya Talk About Book Publishing in MacNotables** --
Tonya and I had another interesting discussion with Chuck Joiner
on our MacNotables podcast last week - about what it's like to
package a printed book. For those who don't know, there are two
basic ways that computer books are created. Normally, an author
writes into Word and takes screenshots and sends it all in to
the publisher to be edited and laid out. That may seem fairly
straightforward, but we've long been using the second approach,
in which we do all the layout and editing necessary to provide
the publisher with a finished book (we even pay for indexing,
though we always hire a professional indexer). Although there's
seemingly more work involved in packaging, it's all up front,
so there are no nasty surprises caused by errors introduced during
editing or layout, and the royalties are higher. So if you're
interested in learning about how some of your favorite computer
books are made - it's a lot more work than it seems from the
outside - give the podcast a listen. [ACE]
<http://macnotables.com/archives/2006/662.html>
**DealBITS Drawing: Image Tricks Winners** -- Congratulations to
Paul Richards of gmail.com, Leonard R. Wines of winesland.net,
Gary Wheeler of fairpoint.net, Ezra Nathan of blueyonder.co.uk,
David Mackler of mac.com, and Joerg (whose username is, amusingly
enough in German, ichwillgewinnen), whose entries were chosen
randomly in last week's DealBITS drawing and who each received
a copy of BeLight Software's Image Tricks Pro, worth $9.95.
Thanks to the 510 people who entered, and keep an eye out for
future DealBITS drawings! [ACE]
<http://db.tidbits.com/getbits.acgi?tbart=08602>
<http://www.belightsoft.com/products/imagetricks/overview.php>
Calling Mac Developers: Request for a Collaborative Editor
----------------------------------------------------------
by Adam C. Engst <[EMAIL PROTECTED]>
Several months ago, I wrote in "Wanted: Better Document
Collaboration System" about how we at TidBITS desperately
need a better document collaboration system. It generated
many suggestions from readers, and much additional thought
on our part, but the final solution we arrived at, particularly
after discussing the problem with Jason Snell, editorial director
at Mac Publishing, was that the Macintosh world needs a program
dedicated to collaborative editing.
<http://db.tidbits.com/getbits.acgi?tbart=08489>
First, a quick recap. In my previous article, I talked about
how Near-Time's Flow did nearly everything we wanted, but had
some problems and wasn't being actively developed by the company.
I suggested that weblog editors like Ecto and MarsEdit in
conjunction with a private weblog might offer what we need.
And I discussed the pros and cons of using the Subversion version
control system in conjunction with BBEdit. None of these ideas
fit the bill. We simply can't rely on a program like Flow that
lacks active support from its developer, and the Ecto/weblog
approach proved clumsy and prone to data loss if one of us didn't
do things exactly right. We're once again using the Subversion/
BBEdit solution, even though it's awkward (requiring phone-based
training from Matt, who knows more about it than the rest of us),
because it's nearly unthinkable that data could be lost as the
result of a mistake.
**Other Suggestions** -- And so, our search continued. Our clever
and knowledgeable readers made some interesting suggestions,
including three relatively comparable online word processors:
Writeboard from 37signals; AdventNet's Zoho Writer; and Writely,
which was just acquired by Google. All of these programs work,
and work fairly well, but they don't take into account certain
realities of the business world. First, they assume online access
at all times, and as much as it's a nice idea that Internet access
is ubiquitous, in today's world, we find ourselves in plenty
of offline travel situations via bus, train, and plane, not to
mention hotel rooms or airports that charge a pretty penny for
access. Second, although they do an astonishing job of embedding
a word processor inside a Web browser (at least some browsers;
Writely and Zoho Writer don't work in Safari or OmniWeb),
they don't begin to compete with real Macintosh word processors.
It's impressive that the bear is dancing, but you shouldn't
expect Swan Lake. Third, since they're hosted services, everyone
who uses the program is at the mercy of the host. I'm extremely
uncomfortable ceding control of something as essential as my
writing environment to another company about which I know next
to nothing. I worry about uptime issues, storing potentially
sensitive documents, possibly unwanted upgrades, and long-term
availability. All of those worries disappear - or at least become
my problem - with something I can run on my own computers.
<http://writeboard.com/>
<http://www.zohowriter.com/>
<http://www.writely.com/>
Another interesting suggestion that came from a number of
readers was MediaWiki, a free wiki package originally created
for Wikipedia and now in wide use elsewhere. Like other wikis,
MediaWiki enables easy editing of a Web page, but where it
diverges is in its excellent version comparison capabilities.
Plus, there are extensions for the Mozilla Web browser that enable
users to edit wiki pages in Mac editors, rather than in the highly
constrained Web browser environment. However, as much as we could
probably install MediaWiki under Mac OS X and try it out with an
external editor, it still suffers from needing Internet access.
Like the three online word processors, MediaWiki also treats
document comparison as a task entirely separate from writing,
so you can't see a comparison in the document in which you're
working, as is possible in Microsoft Word.
<http://www.mediawiki.org/>
<http://en.wikipedia.org/wiki/Wikipedia:Text_editor_support>
**Request for Proposal** -- Despite the utility of these tools,
they haven't been designed with the needs of a group of
decentralized professional writers and editors in mind. Or more
to the point, they haven't been designed _by_ professional writers
and editors who spend their lives immersed in creating and editing
text in collaboration with others. These tools understand the
basic concepts, but miss completely on key aspects of
implementation - they see the forest, but miss the trees.
With that in mind, Jason Snell and I sat down and created an
RFP - a request for proposal - that outlines exactly what we're
looking for. It's not as detailed as a specification, of course,
but it describes in broad strokes the kinds of features that
organizations like TidBITS and Mac Publishing need. This is
a real RFP - we're actively seeking proposals from Macintosh
developers to create the application currently code-named
GroupEdit. Being like Dilbert's customers, we would of course
prefer a completely polished open source program for free, but
we're willing to help design and test it to make sure it meets
our needs, and we're even willing to pay some thousands of dollars
to have this application created. Of course, should the developer
wish to market it, that would be totally hunky-dory, and (without
compromising our editorial integrity, of course), it's a pretty
good bet that such an application would merit mention in at least
TidBITS and Macworld. We believe this application has a broad
audience, and that a real business could be created around it.
Or it could become a poster child for an open source program
with a fabulous interface and excellent documentation.
I won't recapitulate the entire RFP here, but I'd encourage
everyone who's interested to take a look at it in QuickTopic
Document Review, where you can leave comments and have side
discussions about our proposal. If you're a serious developer
and have a track record creating solid Mac software, drop me
a line, and Jason and I will be happy to start more detailed
discussions.
<http://www.quicktopic.com/37/D/bVHWhMLMj74?inline=1>
Getting Things Done with Your Macintosh, Part 1
-----------------------------------------------
by Jeff Porten <[EMAIL PROTECTED]>
Longtime readers of TidBITS and listeners of MacNotables probably
recall Adam mentioning that he and Tonya have been users of David
Allen's "Getting Things Done" method of personal organization.
For those of you who are new to it, GTD (as it is frequently
abbreviated) is not merely the eponymous book, or an
organizational method. GTD is a cult, or at least it sounds
like one if you listen to many of the thousands of people online
who practice it. And like any self-respecting cult, it aims to
reorganize your basic life principles, and even the way you think,
with the ultimate goal of making you happier - while funneling
some amount of your money to worthy product manufacturers.
I'm a very happy cultist myself.
<http://www.amazon.com/exec/obidos/ASIN/0142000280/tidbitselectro00/
ref%3Dnosim/>
Most of you are already a member of a productivity cult which may
be less than fully functional - how many email messages are in
your inbox? finish your to-do list today? - and GTD works very
well for those of us with computer-centric personalities. Perhaps
more importantly, it's one of the few systems which makes it easy
to fall off the bandwagon, and then get back on.
This article will share some tricks I've learned setting up my
own system on my Macs, but I'll start by briefly summarizing
the principles of GTD, which is based on procedures rather than
specific mechanisms. Each adherent has his own idiosyncratic way
of setting up an implementation; I'll talk about mine and a few
other popular methods. I'll wrap up with an overview of the best
GTD-related resources on the Internet, so if you choose to join
the party you'll have a regular supply of new ideas. As a
companion to this article, I'm posting a set of AppleScript
scripts on my Web site which provide me some of the mindless
automation that makes any GTD system hum.
**GTD, the Short Version** -- The premise of GTD is that we all
fill our lives with "open loops," promises we make to ourselves
to get something done later on. The problem is that our brains
aren't built for this kind of work; if you remember you need milk
only when your cereal is dry, or you need to send an email message
when you're in bed staring at the ceiling at 4 AM, you can't
actually fix the issue at that moment. These open loops create
a sort of psychic backlog, since all you can do at that point
is worry about things, not do them.
The GTD method has five steps: collect, process, organize, review,
and do.
* Collect simply means that you note these items in specific
places; i.e., a dry-erase marker on the kitchen fridge, or a
voice recorder by your bed, for the examples I mentioned above.
* Process takes all of the items you've collected and determines
what needs to be done next, such as "buy more milk."
* Organize puts all of these actions into "contexts," so you'll
complete them more easily; when you buy your milk you can also
buy bread, but you can't usually send an email message.
* Review places these organized lists back into your brain,
at least enough so that you have the lists you need, when you
need them.
* And finally, you actually do the things on these lists, when
you're ready to do them with the least effort and the most
effectiveness.
Simple, no? Note that this approach doesn't include saying that
sending email is more important than buying milk and hence goes
on the Priority B list, and filling the gas tank doesn't get
written down on the Tuesday calendar. Instead, the benefit of
this organizational process is that it clears your mind of small
items to allow you to focus on important issues - a state Allen
calls "mind like water."
Crucial to the system is the concept of the "next action," which
is the very next physical thing to do in order to get something
done. I'll use a ridiculous example that other self-employed
people will recognize: let's say the problem you need to solve
is, "I'm hungry and the fridge is empty." Most to-do systems
would have you write down, "decide on lunch." But your next
action might very well be "put on pants," unless restaurants
in your neighborhood are more Bohemian than mine. I also find
that I tend to decide between Thai and a burrito automatically
by the time I've gotten to my shoes; in any case, my next action
after being properly dressed would be "choose a direction to
walk," which influences the choice of restaurant as well as
the next steps in my afternoon.
The distinction is between specific choices and vague ones;
thinking about a plate of pad thai is likely to cause 15 minutes
of daydreaming out the window, which importantly has not moved
you any closer to eating lunch. A next action is always concrete.
More importantly, since next actions are always very small and
immediate, they lead you to consider how one action might impact
multiple to-do items. "Have lunch" is not a next action, because
it requires more thought; "go to the restaurants next to the post
office and see what the daily specials are" is a next action.
**Listmania** -- The core of a good GTD system is a stack of
lists. These lists are organized and frequently reviewed, and
each task on them is a specific next action which is usually
connected to some larger project.
The first stumbling block for Mac users is the question of where
to keep these lists. We're so spoiled for choice that this option
can be paralyzing; any software that can accept text can be used
to make lists. It's important to note that GTD can be implemented
with pen and paper, or with judicious use of TextEdit documents.
But many GTD practitioners want software that will sort and puree
their lists automatically. Here, therefore, are the principles
that I developed when choosing mine:
1) Quick processing: I want to use a system that allows me
to organize collected items as quickly as possible.
2) Flexibility: sometimes it makes sense to have everything in one
place, other times I want to break things down into separate files
and document types.
3) Self-categorization: whenever possible, I don't want to type in
"Review Software X" when it's easier just to drag the application
somewhere and let it be its own reminder. Likewise with URLs,
documents, media, or anything else I might come across.
4) Ubiquity: in addition to the ability to collect at any time,
I want to be able to access my lists at any time. In my case,
that meant synchronization to my PDA; for others, that just means
a good printout.
The core of your processing system is going to be some kind
of master list; you might have a hundred different lists
(especially if you're primarily working with paper), but you
need the One List to Rule Them All. For example, I start my day,
every day, reviewing my Routine list; most of these items are
brainless but necessary recurring tasks that are especially
suited to when I haven't yet fired enough caffeine into my
cranium. I come back to this list throughout my day, hopefully
emptying it before bedtime.
My Routine list is also my master list; it made sense to me
because I routinely need to "do work." So "tackle the Work list"
shows up on a daily basis; in a similar fashion my Routine list
points me both to other lists I've made (such as "geektime"
projects that aren't too important), or to other places where
things collect for me (a reminder to check voicemail).
Over time, this becomes your trusted system; once you've added
your tasks or projects to the appropriate place, your mind allows
itself to relax, because your subconscious knows it doesn't have
to nag you about upcoming tasks or events anymore. Anything can
be made into a GTD collection or review list, from your laptop
to your glove compartment; all you have to do is have your master
list remind you to look there, and means of organizing what you
keep there.
**Software for The One True List** -- This review skips a crucial
preliminary step to setting up your GTD system, which is the point
where you take the existing mass of chaos in your life and process
all of it into GTD. GTD will fail if you attempt to modularize
only part of your life into it; the psychological returns that
fuel the system only work if you have nothing outside of GTD
to worry about. Allen documents that process in his book, and
I suggest you read it to get the idea of "putting everything
into the inbox;" once you've done that, you can take advantage
of these suggestions for using your Mac to process it all.
If you haven't read the book, the crucial thing to remember as
we discuss building these lists is that we're talking about
processing, organizing, and reviewing. Your collecting is done
elsewhere, and sometimes for you: your email, your voicemail,
your notes from Friday's meeting. Likewise, you don't actually
do these things while you're in these stages; it's possible
to process 2,000 email messages and 400 files on your Desktop,
so long as you have a quick system for processing. The doing
comes later.
I still use Life Balance from Llamagraphics to manage my master
list, which I reviewed in TidBITS in 2004; its implementation
of "places" is very similar to GTD's "contexts," which is how
I narrow myself down to just my brainless Routine list every
morning. Life Balance also has a Palm component, so anything
that's in my master list is automatically transferred to my
Palm when I synchronize it.
<http://www.llamagraphics.com/>
<http://db.tidbits.com/getbits.acgi?tbart=07529>
A popular alternative is OmniOutliner, which may be the best
outliner software available for the Macintosh. One advantage it
has over Life Balance is its ability to accept any file that is
dropped into one of its document windows, which is a great way
of organizing and annotating a bunch of files into a project
hierarchy. If you use OmniOutliner Pro, you have the additional
option of using the freeware Kinkless GTD template. Kinkless
GTD is a set of AppleScript scripts which, like Life Balance,
takes an outline of your tasks and breaks it down into a flat
list of things to do. If you're already a fan of OmniOutliner,
you're likely to be quite happy in this system; I might be using
it myself were I not already comfortable with Life Balance.
But others comment that the Kinkless software feels bolted-on
to OmniOutliner (which, in fact, it is), and not seamless enough
to provide the best user experience.
<http://www.omnigroup.com/applications/omnioutliner/>
<http://kinkless.com/>
It's also possible that both OmniOutliner and Life Balance are
overkill for your needs; many people maintain their GTD systems
with a series of plain text files, and others set up all of
their next actions in iCal to-do lists. iCal calendar groups
in Mac OS X 10.4 are a particularly good way to organize your
tasks by context. The most common failing of these systems,
though, is their inability to create recurring tasks without
jumping through extra hoops; it's much easier using both Life
Balance and Kinkless to say, "I've done that now, but tell me
again tomorrow." That being said, I still use iCal to-dos in
addition to Life Balance, which I'll return to in part 2 of
this article.
Finally, you can bypass your Mac entirely and set up Web-based
methods of maintaining your lists. This is most popular among
people who use multiple computers or devices; pick the right
Web service, and you can pull up your lists on your laptop,
office computer, cell phone, and PDA. The obvious downside:
good luck figuring out what you can get done in 20 minutes on
the subway without your Internet connection. Many people swear
by 37signals' Backpack service, and its big brother, Basecamp;
another popular alternative is to use Tracks, a Ruby on Rails
application (which requires some geek fu to implement). Others
implement personal wikis so they can interconnect their data
using hyperlinks; any wiki will do the trick for this, but
if you want a standalone system your easiest options are the
VoodooPad application, and the very clever TiddlyWiki, which
uses JavaScript to set up a GTD environment right in your Web
browser. If you prefer the old- school pen and paper, I suggest
you check out the freeware D*I*Y paper templates by Douglas
Johnston, and Merlin Mann's "hipster PDA."
<http://www.backpackit.com/>
<http://www.basecamphq.com/>
<http://www.rousette.org.uk/projects/>
<http://www.flyingmeat.com/voodoopad/>
<http://shared.snapgrid.com/>
<http://www.diyplanner.com/>
<http://www.43folders.com/2004/09/03/introducing-the-hipster-pda/>
I can't make a recommendation for which one will work for you;
this is the most individualized choice in setting up your own
GTD system. All of the above options have free trials (and some
of them are entirely free), so go ahead and kick the tires.
The best suggestion I can make is that you already have a model
in your head for how complex your life is; you want a system that
will accept your life model without using shoehorns and battering
rams. Like the man said, "As simple as possible, but no simpler."
The danger to watch for is that most of us find it more
stimulating to play with our organizational software than
to actually do stuff. In the words of Merlin Mann, "Like a
short-order cook, you want to stay focused on making sandwiches,
not on putting the orders into pretty piles." Pick a system that
works well enough to start; then, if you wish, make improving
(and perhaps radically revamping) your system a GTD project
which you can prioritize along with everything else. That way,
you won't fall into the trap of making pretty piles while the
sandwiches are burning. I can personally vouch that I've used
dozens of organization systems and software packages, read four
score and seven books, and have literally spent weeks writing
custom FileMaker Pro databases which I later abandoned. Try not
to waste as much time as I did being "productive."
In part 2 of this article, I'll dig into the specifics of setting
up a GTD system on your Mac, using a little-known, but effective,
organizational tool: the Finder.
[Jeff Porten is an Internet consultant in Washington, DC. He
practices maybe three out of seven effective habits.]
PayBITS: Has Jeff helped bring order to your life?
Show your appreciation via a PayBITS donation!
<http://www.paypal.com/xclick/business=civitan%40jeffporten.com>
Read more about PayBITS: <http://www.tidbits.com/paybits/>
Hot Topics in TidBITS Talk/24-Jul-06
------------------------------------
by TidBITS Staff <[EMAIL PROTECTED]>
The first link for each thread description points to the
traditional TidBITS Talk interface; the second link points to
the same discussion on our Web Crossing server, which provides
a different look and which may be faster.
**Resurgence of Intellitext?** Some Web sites use the IntelliTXT
technology, which creates links out of keywords to display pop-up
ads or other content. What creates the effect, and can it be
turned off? (7 messages)
<http://db.tidbits.com/getbits.acgi?tlkthrd=3058>
<http://emperor.tidbits.com/TidBITS/Talk/889/>
**Sending newsletters from a Mac** -- A reader attempts to use
phpList to send regular newsletters to family and friends,
but is it the best solution? Several alternatives are suggested.
(10 messages)
<http://db.tidbits.com/getbits.acgi?tlkthrd=3060>
<http://emperor.tidbits.com/TidBITS/Talk/892/>
**Simple iPod/Auto Integration** -- Last week's article about
radio adapters to listen to an iPod in the car prompts plenty
of suggestions for other products and solutions. (15 messages)
<http://db.tidbits.com/getbits.acgi?tlkthrd=3061>
<http://emperor.tidbits.com/TidBITS/Talk/891/>
**Vista Requirements Released** -- Readers report their
experiences running the latest beta of Windows Vista on Macs,
using Apple's Boot Camp and Parallels Desktop. (3 messages)
<http://db.tidbits.com/getbits.acgi?tlkthrd=3062>
<http://emperor.tidbits.com/TidBITS/Talk/893/>
$$
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