Category: Productivity

Face-To-Face

“My secret hardware weapon sits on the corner of my desk. It’s a phone. Plugged into the wall and everything. You can do amazing shit with it. For example, I’ve found that you can consolidate a 24 volley e-mail thread with a client down to five minutes if you call them on the phone. And, unlike e-mail, you can read people’s tone and awkward pauses. Not to mention you can actually hear them ‘LOL’.”

~ Mike Monteiro in The Setup

I do not share Mike’s love of the phone itself. But the principal that underpins his point, that of talking to someone directly, being more productive and useful than email, rings true.

My version of this is the face-to-face conversation. At my current place of employment, email is treated almost as if it is the lifeblood that keeps the place alive. To my mind however, email, like blood, is prone to clotting, and can cause a project or idea to go into cardiac arrest. To avoid this, I like to get up from my desk and sit down with a colleague (or colleagues) face-to-face. Which, ironically, is better for my circulation, having spent so much time sat at a desk – staring at a computer screen.

The face-to-face conversation, like Mike’s phone call, is far more powerful and productive than an email, which can invariably turn into an elongated quagmire, diminishing your capacity to move forwards. I get to see what people really think from their reactions (facial expression / tone of voice) and walk away with decisions made, actions decided upon. Moreover, I think it demonstrates how valuable the topic, idea or project is to you – and that you want others to share in that.

So, while I am a proponent of the ‘paperless movement’, I am no fan of the ‘lets do it all by email’ movement either. There are better ways than email… and you don’t have to be constrained by time or by geographical location, either!

On Chasing the Right “Zero”

Yesterday, Merlin Mann shared his most recent thinking on ‘Inbox Zero’. You should read the whole post, but I wanted to share this bit in particular…

“Put to best use, Inbox Zero is merely a philosophical practice of learning to be parsimonious about which and how many inputs we allow into into our lives—and, then, to responsibly but mindfully tend to those inputs in a way that is never allowed to hinder our personal commitment to doing the work that really matters to us.”

Learning to “tend” (manage) multiple “inputs” (inboxes) effectively is important. However, it should not become “the work”. Anything that vies for your attention is an inbox: RSS, Email, your todo list, Twitter. With so many inputs it is not hard to see why the idea of ‘Inbox Zero’ captures people’s imaginations. It is a goal and a tangible one. However, the truth, as Merlin so eloquently explains, is not so rosy. The time and attention that is often given to achieving such a goal directly reduces the time and attention given to the things that matter.

I have been guilty of tweeting with glee when I have emptied my email inbox or read through every item in my read later list. However, in listening to Merlin talk about time and attention on his podcast Back to Work, I have come to understand that there is a better way to achieve ‘Inbox Zero’. I have learned to live with keeping a few items in my email inbox; I have learned not to fret as I keep adding items to my read later list; and I have also learned not to get stressed out if I have to keep putting off a job in my todo list.

You see, most importantly I have learned to “tend” my inboxes less frequently. I think it still panics some of my colleagues when they ask me “Have I read this or that email yet?”, and I answer “No”, explaining that my email has been closed while I have been teaching. During my lessons I am giving “zero” attention to my inboxes and 100% attention to my students. After all, that is why I am there right? So, why would I put my time and attention elsewhere?

To do “the work that really matters” you have to find focus. You have to give it the time and attention it deserves. So, please close your other inboxes and take a moment to read Merlin’s post… there is much to be gleaned from his words.

There’s an app for that… [iOS Edition]

This is the second of two posts where I am sharing the apps that I use on a day-to-day basis to get the work done. In yesterday’s post, I discussed the apps that I use on my MacBook Air. Today I am focussing on the apps that I use on my iPhone.

Just glancing at my iPhone’s home screen, I realise that I have a lot of apps installed. However, there are a number that I do not use on weekly basis, let alone on a daily one. Therefore, I am just going to write about the ones that get regular use. Also, I have structured the post based on the folders that I use on my iPhone home screen…

home-05-04-13

Dock

Fantastical – Unlike on the desktop, I have found a calendar app for my iPhone which truly suits my needs. Rather than offering the traditional calendar views, Fantastical places emphasis on your agenda as well as providing an intuitive way to quickly look backwards/forwards to different days/weeks.

Wunderlist – As I said in my previous post, I would like to be using Any.DO but the lack of a desktop/web app is making me stick with Wunderlist for now. However, Any.DO is worth checking out. It has the most intuitive input for a todo app that I have found.

Chrome is also my browser of choice on my iPhone. Although there was some initial friction, many of the apps that I regularly use now allow you to open links in Chrome rather than Safari. As such Apple’s built in browser has been relegated to a ‘Sometimes’ folder on the second screen.

Launch Centre Pro – I am still training myself to use this app. As I have moved to organising all of my apps within folders, I wanted to be able to quickly launch them without having to go into folders all of the time. LCP allows you to launch actions rather than apps reducing the number of clicks needed. For example, with LCP open in one click I can be in the new email window of Sparrow, or the new event window of Fantastical. The more it becomes ingrained in my muscle memory the more efficient my use of the phone is becoming.

Folders

*A note on my folder structure. Each folder is named using a verb of the action that the apps are used for. They are also positioned on the screen based on the amount of use they get. As I hold the phone with my right hand, the folders with the apps that I use most frequently are positioned on the right hand side of the screen. The folders with the apps I use less often are on the left hand side. You can see this structure in the image at the top of this post.

*I am going to work through the folders in order of most used to least used…

Communicate

Perhaps unsurprisingly the most used apps on my iPhone are the ones I use to communicate with other people. This includes the Messages and Phone (Contacts) apps. I have Skype and Google+ installed although I rarely use them on the iPhone. My most used apps in this folder are…

Sparrow – Where I have managed to adapt Mail on my MacBook Air to be more aesthetically pleasing and user friendly, the same can not be said of the built in mail app on the iPhone. As such, even though development on it has been stopped, I am still suing Sparrow. It matches most closely the experience I get with using Mail on my MacBook.

Tweetbot is my Twitter client of choice. It was the first app that I installed when I bought my iPhone. It is a power-user client offering a huge range of features including people, keyword, hashtag and client filters. It offers a range of retweet styles, in app profiles, search, retweet information and also the ability to create and edit lists. With this app there is never a need for me to access Twitter via its web interface.

Read

Reeder is my RSS app of choice, like its desktop counterpart, it offers a beautiful reading experience, and offers a multitude of services allowing you to share what you are reading. I have mine set up to easily share to Twitter, Pocket and Delicious.

Pocket is where I read all of the stuff I haven’t got to yet. Although, progress is slow at the moment (check out the unread count on the folder!)

The Kindle app has had a significant impact on when I read and how much I am reading. As I have my phone with me at all times I can pick up and read whenever time allows. Moreover, due to small screen size and keeping the font at a reasonable size, I find that I am reading in bite-size chunks. I am not sure of the science behind this (and I could just be imagining it) but it certainly feels as though I am powering through books at a far quicker pace than I did with the printed page.

Write

Drafts deserves its own post, to be honest. It is so integral to my workflow that this post is significantly out of date now. I use Drafts to take notes during meetings, draft longer emails, capture ideas, and to write blog posts. It works with Markdown, meaning that I can be very efficient with my typing. However, the power of Drafts comes from the way that it leverages x-callback-urls allowing you to send the text that you have captured to a seemingly endless array of apps and places. I have it set up to share directly with my notes folder in Dropbox. It can be customised to follow any naming/tagging systems that you use. I have been so impressed with it, that I rarely use Byword anymore. I tend to only use it now to access and update existing documents in my notes folder. Most of the time I capture text in Drafts and push it straight out as an email, tweet or to…

Poster which is a beautiful blogging application for WordPress. It allows you to write, edit and publish posts/pages to multiple WordPress blogs. It parses Markdown meaning that when I push a draft post from Drafts I don’t need to do anything, apart from add images if appropriate. It has a clean and minimal UI which is pleasing. However, it is the ease of use that makes this such a great app. I have tried a variety of mobile blogging apps and have never been satisfied with them, usually due to a level of friction that they imposed on the writing/publishing process. Poster, on the other hand, makes the process seamless.

Evernote – As I mentioned in my previous post, I am using Evernote to organise my M.Ed. I use the mobile app for two specific tasks. The first is to capture notes during lectures and seminars. The second is to photograph sections of books, adding notes and tags. I stole this workflow from Doug Belshaw, which he write about here.

Listen

Beyond using my iPhone to get the work done, I use it to listen to music and podcasts a lot. In terms of music, I use the built in app. However for podcasts I use Instacast. The recent update to Apple’s own podcast app looks great but I’ve been an Instacast user since I bought the iPhone. It is looks great and is feature rich. The way that it displays and lets you work with show notes/links is particularly useful. Moreover, it offers a lot of customisation in terms of how you organise your subscriptions and playlists. I’m not going to list all of the podcasts that I listen to here but I recommend that you check out Back to Work featuring Merlin Mann and Enough featuring Patrick Rhone. They are both excellent and have really helped me in terms of focus and productivity.

Utilise

Dropbox – After Tweetbot this was the next app that I installed on my iPhone. I don’t think I really need to explain this one, see yesterday’s post.

Delicious is where I bookmark everything. While I could access my bookmarks via the web interface in Chrome, this app offers a far more pleasing and efficient way of searching them.

Calcbot is a beautifully designed calculator. If I am honest, it does not offer a great deal of functionality over the built in calculator. However, I am a huge fan of Tapbots’ applications and I use this one a lot. While I know there is a calculator built into OSX, I much prefer to do calculations on my phone. I guess this is the result of habit, having used a calculator so regularly in school.

Similarly, Convertbot is another Tapbots app. It offers a wide range of conversions including area, length, time, data size and currency. Like Calcbot it is beautifully designed with all the usual bells and whistles that you find in a Tapbots app.

Shoot

Although the iPhone comes with a very good Camera built into it, I only use it occasionally make use of it. I simply don’t take a lot of photos, I never have. However, I do use it to take photos from time to time. Usually, this is to capture a mind map or chart that I (or mu students) created in class. Sometimes, I use it to capture students’ writing so that I can put it up on the whiteboard for discussion. And occasionally, I do see something interesting when I am out and about that I think is worth sharing. The few photos that I do take are simply organised in the Photos app. I use the share function from with the app to send photos to my email account. I have Tweetbot set up to upload images via CloudApp when I tweet them out for the same reasons I explained in yesterday’s post.

Watch

I don’t watch a lot of anything really on my iPhone due to the fact that I feel the screen size is too small. However, occasionally I do use the YouTube app to browse for a music video. Invariably, I end up listening to the video I have found rather than watching it.

And there you have it. As with yesterday’s post, if you would like me to elaborate on how I am using any of the apps above, leave a comment or send me a tweet.

There’s an app for that… [OSX Edition]

It has been a while since I have written about the applications I am using in my day-to-day workflow. With it being the Easter break, I thought this was an excellent opportunity to rectify that.

Today, I am going to focus on the apps that I am using on my MacBook Air and tomorrow I will share what I am using on my iPhone. I hope that some of you find this useful…

apps

Utilities…

Alfred 2 is an app launcher; clipboard; productivity toolbox, if you will, that helps me to exercise my inner control freak. Hazel helps with that too! Between the two apps I can automate searches, workflows, and keep folders tidy and up-to-date. One of the main ways that I use Alfred 2 is to search both the web and my MacBook via the Alfred interface. You can add very specific custom searches that you can action with keywords. I have custom searches for creative commons photos on Flickr, tags in Tumblr, the Mozilla Developer Network and my Delicious bookmarks as well as a host of others.

TextExpander took a while to get used to but now I think I would be lost without it. TE makes writing a lot less painful by allowing you to write in any app using shorthand which it expands into pre-defined full text. I have snippets for email signatures, file naming conventions and phrases/expressions that I use on a regular basis.

Dropbox – The obligatory file syncing app, which also helps me to back up the important stuff.

CloudApp is where I upload images and screen grabs for sharing… I stopped using all other image/upload services in my efforts to reduce the number of accounts that I use, as well as seeking to retain a greater level of ownership of my data.

Time Machine is how I keep my MacBook Air backed up.

Writing…

nvALT – You know I love this app, right!? I have tried many other writing/note-taking apps (TextEdit, Byword, SublimeText) but in the end I always come back to nvALT; writing everything (blog posts, emails, speaker notes) in Markdown. The app’s interface is clean, the CSS customisable and has a useful set of shortcuts that let you use it efficiently in full screen mode. Notes are stored as plain text and synced via a folder in Dropbox. This set up is both simple and liberating.

Google Docs (Drive) might be my most used app at the moment. I write and publish material for my M.Ed. with it; I work collaboratively with colleagues; I work collaboratively with my students… the list goes on. Anything that is of high importance, I periodically download and add to a folder in Dropbox. I am all about redundancies.

Coding…

Brackets is an open source HTML/CSS editor. It does exactly what it says on the tin and has auto pairing of HTML/CSS syntax built in, which is winning in my book.

*FileZilla is not strictly an app that I code with but it doesn’t really fit anywhere else. I make manual edits to my home page/blog and also upload/maintain HTML5 presentations, like this one.

Communicating/Connecting…

Mail – Using a couple of hacks to make GMail and Mail integrate more effectively, I have come to find Apple’s built in inbox perfectly usable.

Tweetbot is a bit pricey for some but I love the iOS version; using it on OSX is just a natural fit. Moreover, considering the value that Twitter has added to my career as an educator through the numerous connections I have made, it is worth every penny.

Google+ – My use of G+ is sporadic. Sometimes I remember to share a post but more often than not I tend to be using it for the Hangouts feature, connecting and chatting with fellow educators.

Organising…

Until Any.DO launches their web version, I have returned to using Wunderlist. It is the app that currently meets my needs the most. Any.DO is almost there but without a web/desktop app it falls a short.

Google Calendar – iCal is a terrible app to use both in terms of UI and UX. I’ve tried a few others, including QuickCal but I continually find myself entering items via the Google Calendar web interface. Until something better comes along, I will be sticking with it.

nvALT – Again!? Well of course… alongside writing blog posts and emails, I also keep snippets, lists and reference materials in nvALT. It is my everything bucket.

Evernote has helped me keep my M.Ed. notes, reading and data analysis organised. I use it for this sole purpose.

Browsing/Reading…

Google Chrome with a few tweaks (DuckDuckGo anyone?) has been my browser of choice for some time now. The UI/UX is cleaner/more user friendly than Firefox and it’s way faster than Safari. I try to keep Chrome as lean as possible, as such I only have four extensions installed. These are AdBlock as I don’t want to see advertisements while I’m browsing, Delicious Tools to bookmark content on the fly, Pocket, to save content for later and nvIt which is a neat little extension that allows me to grab text from a web page and open it as new note in nvALT.

Reeder is how I keep on top of RSS. It is not dead people and Reeder is due to be updated on OSX to include support for Feedbin which I have signed up to following the announcement from Google that they’re retiring Google Reader.

Pocket is where I put all that stuff I want to read/watch but simply do not have the time. I will get to it someday…

Listening/Watching/Editing…

iTunes is still my music app of choice. My library is housed in an external hard drive as I currently have 112GB of music!

Quicktime with Perian installed allows me to watch most video formats. However, my main use for Quicktime is screen capture, recording and editing video tutorials and lectures.

*YouTube – Not strictly an app but I use it a lot at the moment, uploading weekly video lectures for the open online course I am running.

Preview – Apart from viewing/reading PDF files, I use Preview to edit images. It is perfect for balancing levels, adjusting hue/saturation, as well as cropping and resizing images. When I need to do more robust editing I turn to Gimp. Running something like Photoshop is not really an option on my MacBook Air. Gimp is lighter and open source… which makes me ‘happy, happy, happy’!

And that, as they say, is that. If you would like to know more about how I use a specific app, either add a comment below or get in touch via Twitter. I’ll be back tomorrow to share the apps that I am using on my iPhone.