Okay, I admit it. I've grumbled about iCal on and off since it came out. It's one of those things in life that makes you nuts with how it almost works. The alarm choices are amazing but there's no way to have them added automatically. The shared calendars are great, but only one person can make changes. The snoozing sucks, notifications magically disappear, and some days, the "moist Jolly Rancher" design motif makes me want to barf pink. Hrmph. But (and it's a big but)...

The truth is, iCal works great with kGTD (mostly of course), and once you make your peace with the perplexing stasis of its feature set, there are some not-bad hooks and affordances hiding in its pastel, roundy corners. Here's a few I like.

Getting Things Done [iCommit.eu]

Rainer Bernhardt has put together a nifty little PHP app for doing GTD via a web interface. It lets you wrangle projects, next actions, calendar items, ad hoc lists, and all the other tactical building blocks of GTD all via your (non-IE) browser. The interface is pretty good and typical workflow is quite easy to navigate through. It has nice touches like attachments, per-item effort estimates, printable views, plus Rainer says he may soon offer email integration which would "eliminate use of a separate e-mail app" for workflow-related planning. Wow.

Although I haven't spent a great deal of time with it, I'm very intrigued by the baked-in "weekly review" functionality, which walks you through most of what you need to look over each week from one interface. Since review gets short shrift from the many folks (like me) who use GTD primarily for task management, I think an addition like this is a terrific idea.

iCommit is, like so many of my favorite apps these days, a non-commercial, one-man operation, so there are a few rough edges, no documentation (yet! coming soon, says Rainer), and it is very much "first come, first served" in terms of seats he can handle on his personal server setup (I hope we don't cream Rainer's productivity boxen with this). But iCommit is worth a look if you've been craving a cross-platform, low-paper implementation of Getting Things Done.

Screengrabs below the cut -- I feel like Michael Arrington!

Herewith for your approval, a few handy tricks I've been discovering for getting the most out of the peerless Omni Outliner Pro/kGTD combo.

And don't forget -- as noted last week -- through the end of this month, when you buy any OmniOutliner product from the OmniGroup site, you can use the checkout code 43FOLDERS to get 25% off your order. Disco!

1. "Hiding" fallow projects

In last Thursday's podcast, "Fallow Projects and the Bread Crumb Trail", I mentioned how I like to move stalled or clinically-dead projects off my immediate radar screen; it makes it so much easier to focus when only actionable stuff is being tracked actively. Anyhow, lots of people asked for more details on that, so here you go.

In kGTD, you want to create a holding pen for these sick animals by generating a new top-level Project and calling it, say, "Fallow Projects #" (or whatever you prefer, but do include the "pound") then scooting all those moribund projects thereunder. Cool enough, but, here comes the nifty.

BumpTop Prototype - HoneyBrown.ca

Don't get me wrong -- like apparently everyone this week, I think the BumpTop demo is right purty. The little interface widgets are beautiful and functional, and the physics of the motion seem realistic. It looks lovely. But would I ever, in a million years, seek this out as a Desktop replacement? You bet your butt I wouldn't, and I'll tell you why (as well as what it would be great for).

Fallow Projects & The Bread Crumb Trail

Little tricks for juggling your projects, plus a few words from our readers. (5:32)

More at Odeo.com, or just listen from here:

Empty your inbox with the Trusted Trio

Gina's written up a post on her modified version of the email setup I laid out in my MacWorld Inbox Makeover article. She's stripping down to three email folders (besides the inbox), and seems to be having good results with the action-oriented results:

The Omni Group - Applications - OmniOutliner - Professional

It's nice to know my crush on OmniGroup is reciprocated -- and extended to the lovely Mac users who read 43 Folders.

From now through June 30th, when you buy OmniOutliner from the OmniGroup site, use the checkout code "43FOLDERS" to receive a 25% discount on all versions of OmniOutliner. This includes OmniOutliner standard, OmniOutliner Pro, upgrades, and family packs -- anything in the OO product line). If you've been holding off trying the 1-2 punch of OmniOutliner and the free Kinkless GTD, now's your chance to jump in for a few less bones.

Thanks to Ken, Linda, and everyone at OmniGroup for sharing the love.

Using OmniOutliner Pro and Kinkless GTD in Law School

Erik Schmidt has a useful post on how he's using OmniOutliner Pro and Kinkless GTD in law school. His explanation of kGTD is succinct and nicely captures the economy of using a simple system to track projects and tasks.

But, I think his section on law school note-taking and planning is a particularly good read for anyone who could use OO for similar purposes -- he highlights how you can adapt a basic structure (in his case, reading arranged by time/syllabus order, and notes arranged by class), but then have lots of flexibility via things like drag and drop:

freshmeat.net: Project details for Ejector

I love little Mac apps that just do one thing and do it well, and I'd definitely put Ejector in that camp.

Getting Through Customs - Articles

My friend's dad is a hard-nosed American sales guy. He spent thirty years developing and, in my opinion, mastering the disparate skills of schmoozing, selling, negotiating, and closing. (Man, this guy could close.) But when he started moving into big-time international sales, he realized there was this whole world (literally) of customs, skills, and rhythms he'd have to master -- lest he unintentionally offend a client and blow the deal.

When I first heard about some of these differences ("In Japan, brace yourself for several days of intense all-day recreation before business is ever discussed"), I picked up a copy of Kiss, Bow, or Shake Hands, which has tons of fascinating advice on how to adapt your behavior when conducting business outside the US.

I wonder how many of these have changed since I read the book in the mid-90s -- the world has shrunk a lot since then. Still, I have to say that as a poorly-traveled American, I do find this stuff fascinating And, now I've discovered the book's authors have this ginormous repository of web-based information.

Here's some favorite random factoids, mores, and customs from outside the U.S.:

Insomnia

This looks like a useful resource for people who're having trouble sleeping. It includes some educational hand-waving, tips on finding out why you aren't sleeping, plus cautions on the usual outboard sleep solutions (from the environmental to the pharmaceutical).

Here's their long-term, sustainable tips for developing better sleep hygiene:

• Wind down prior to bedtime
• Do not smoke (nicotine is a stimulant) or consume caffeine
• Try warm milk or a light snack before bed (if this doesn't interfere with another treatment you are using)
• Exercise daily, but not right before bedtime
• Take a warm bath, but not right before bedtime
• Keep a regular bedtime and rising time
• Get in the habit of going to bed when you are sleepy and sleeping where you sleep best
• Reserve your bed for sleeping only
• Don't have any clocks visible to you
• Reduce the amount of time you allow yourself to sleep until you fall asleep easily (your health care provider can help with this form of "sleep restriction therapy"
• Schedule worry time during the day and put worries out of your head when it is time to sleep; you can write them down on 3x5 cards, and then let go of them
• Get up if you have not fallen asleep in 15 minutes and practice a relaxing activity (e.g. handwork, reading a boring book) until you feel sleepy

Personally, I cast aside their hand-wringy warnings last night and treated myself to a cocktail of Melatonin and Valerian; slept like a lamb, I tells ya. Now on to cutting out tobacco, alcohol, caffeine, clock-watching, and worry. Yep. Need to get right on that.

What works for you? How do you beat insomnia?

So far, the upgrade to an Intel-based Mac Book Pro has been positively dreamy. Quicksilver -- for the first time in my usage -- is a totally "no-look" app, and even CPU-hungry Path Finder is do-able with my extra cycles.

The real suckage has come from not having Universal Binary versions of the other little tools that I've come to rely on. Some, like fiwt, are not deal killers, since they can be approximated by other apps. But a few, especially LiteSwitch and AutoPairs had become so etched into my muscle memory, that I've spent the last few weeks falling over myself when they're not available.

I like Witch okay as a LiteSwitch substitute, but I haven't really gotten into it with the same enthusiasm as LS (please update soon, Proteron!).

If you've never seen it before, AutoPairs is a very swell PreferencePane that automatically helps "complete" punctuation for you:

AutoPairs modifies the behavior of certain keystrokes, to help you keep paired characters such as parentheses properly matched. For instance, when you type a left parenthesis, AutoPairs will type the right parenthesis and a left arrow for you, so that you are ready to type what goes between the parentheses. This and other pair macros can be turned on and off individually, and configured differently for specific applications.

Happily there's a simple little hack for getting AutoPairs to work in Rosetta (the non-Universal Binary way of running Classic apps on your Intel machine). As the author notes, you just need to copy a version of the System Preferences application from a PPC Mac to your new Intel Mac. It's located (on your old machine) at /Applications/System Preferences.app, and you can just plop it on your Intel Desktop, rename it, and then fire it up to have access to AutoPair's per-application genius.

Great workaround, and it's so swell to have this modest chunk of func working for me again. If, for example, you use lots of operators in Google searches, this really speeds things up. For writing HTML quickly, it's just a lifesaver.

Get Out of the In Crowd

Fast Company speaks with author Michael Linenberger about not living out of your inbox. Although, like most GTDers, I'm not a big fan of priority- and date-based task management, the advice Linenberger gives is otherwise solid gold from my standpoint. Remember, if you're using your inbox as an ersatz to-do list, you're setting yourself up for a constellation of terrible habits and nearly certain procrastination. Quoting:

When you see a requested action in an email, don't do it immediately. It might be one of the least important things for you to do that day. Instead, immediately identify what the action is and put the email in a task folder. Change the title so that it states what you need to do, and put a due date on it and a priority level. You can do that in 15 or 20 seconds. Then you move right on to the next email. Now you'll get through your to-do email remarkably fast. Drag all of your other emails into a process folder, so you now have an empty inbox, which is a really nice feeling. The next thing you do is go to your task list and ask, "What are the most important things I need to do today?" That's the stuff that would keep you from going home at the end of the day.

[ via: Lifehacker ]

Carrying off the art of one carry-on

Yesterday, The Chronicle ran a couple great articles on how to pack light for a trip. From "Carrying off the art of one carry-on:"

The Perfect Apostrophe

In which I undertake writing a book on productivity. (10:50)

Attention- Juggling in the High-Tech Office - New York Times

NYT talks with Ed Reilly of the American Management Association on technology's "double-edged impact in the workplace."

Q. Do all the distractions mean that people don't have time to think deeply about what they're doing?

A. There is certainly some indication that in middle to upper management, that can be a problem. If you don't properly organize your thinking and your time, you can end up concentrating on the urgent rather than the important. You can get tied up being a traffic cop in terms of answering e-mails, when in fact those things can be answered later. Management, particularly the more senior management, needs time to think.

Q. If people have a sale happening on eBay, are using several e-mail platforms and their cellphones and their office lines, does that fracture their attention span?

A. Absolutely. When people switch gears and move from one process to another, our brains require some amount of time to begin thinking about something else. Forget the amount of time you actually spend browsing on the Internet and reading things you don't really need to read for your job. Just the fact that you're switching back and forth means you're not organizing your time correctly.

Q. What impact do the distractions have on working-level people?

A. There's a curious anomaly. These tools produce more productivity. But it doesn't imply that everyone is working at maximal effectiveness. There's a general consensus that managing the quality and quantity of work from knowledge workers has proven to be more difficult than managing the work-study processes that added so much productivity to the industrial age. For example, you can assign people to customer relations jobs. They will, if you make them, respond to, say, 120 inquiries a day. The real question is whether they take a few more minutes to think about what the customer really wants and try to be responsive.

For my money, though, this one is the quote of the week:

Companies go to great lengths to set up lists of authorized approvals, meaning who can approve what size of purchase. But you will find that people who are not authorized to spend $100 on their own are authorized to send e-mails to people and waste hundreds of thousands of dollars' worth of company time.

About six months ago, I read this excellent MSNBC interview about shaving (via the wiki’s shaving page), and I ended up experimenting with bits of what it suggested in my own periodic attempts at grooming. My results to date:

Widescreen Mail.app plug-in
Originally uploaded by merlinmann.

Widescreen Mail.app plugin

As the monitors in my life have gotten wider, I've longed for a Mail.app feature that's baked-in to most other Mac email apps and RSS readers (as well as all the Microsoft email clients I'm aware of): the three-paned, widescreen format.

Prayers apparently have been answered in the affirmative with harnly.net's Widescreen Mail.app plugin. On my 1440x900 MacBook Pro this works great, but it's truly a godsend on my ginormous (and beloved) Dell UltraSharp.

This Mail.app plugin rearranges the interface into three vertical columns -- so the message pane is to the right, rather than below, the message list.

On a widescreen Mac, this gives the email a more pleasing paper-like shape. You'll probably need at least 1280 and perhaps 1440 pixels across for this arrangement to work for you.

PaulStamatiou.com » Why I’m More Productive on a Mac

Paul Stamatiou lays out some of the ways his Mac helps him be more productive.

There is a reason why I’m always that guy using one of the few Macs stranded away from the sea of PCs in the library. It’s not because Apple’s OS X is superior to Windows in terms of stability and speed, but more along the lines that OS X lets me be extremely productive with several key features. I am adept in utilizing each system to its potential, having used both for years on end. Macs just let me do more. Here’s why.

Paul's hit parade includes:

• Exposé (and some clever "corner" usage)
• Dashboard (he uses it as a ready toolbox for various small tasks)
• Spotlight (finding based on short strings of file names)
• Quicksilver (well -- practically everything else ;-) )

[Misuse of office technology adds more than two hours to the average British working day]

Couldn't track down the source material from the UK productivity study referenced in this press release, but, if they're accurate, some of the data are interesting to say the least.

The misuse of telephones and email at work is hindering workers from doing their jobs, increasing bad habits at work and lengthening the working day...

Two hours, 10 minutes was the amount that people wasted each day at work on average, of which one hour 38 minutes was due to communication technologies not being used to good effect.

Seems conservative to me, but -- you know -- I'm a terrific karmasuck about these things.

Also intriguing are these bullets on "average times wasted each day:"

Science & Technology at Scientific American.com: SHAM Scam -- The Self-Help and Actualization Movement has become an $8.5-billion-a-year business. Does it work?

I remember thinking a lot of these same thoughts during the self-help mini-bubble of the late 80s/early 90s.

The "over and over" part is the key to understanding the "why" of what investigative journalist Steve Salerno calls the Self-Help and Actualization Movement (SHAM). In his recent book Sham: How the Self-Help Movement Made America Helpless (Crown Publishing Group, 2005), he explains how the talks and tapes offer a momentary boost of inspiration that fades after a few weeks, turning buyers into repeat customers. While Salerno was a self-help book editor for Rodale Press...extensive market surveys revealed that "the most likely customer for a book on any given topic was someone who had bought a similar book within the preceding eighteen months." The irony of "the eighteen-month rule" for this genre, Salerno says, is this: "If what we sold worked, one would expect lives to improve. One would not expect people to need further help from us--at least not in that same problem area, and certainly not time and time again."

Surrounding SHAM is a bulletproof shield: if your life does not get better, it is your fault--your thoughts were not positive enough. The solution? More of the same self-help--or at least the same message repackaged into new products. Consider the multiple permutations of John Gray's Men Are from Mars, Women Are from Venus -- Mars and Venus Together Forever, Mars and Venus in the Bedroom, The Mars and Venus Diet and Exercise Solution -- not to mention the Mars and Venus board game, Broadway play and Club Med getaway.

Related to "Thanks. No." and email filtering, I wonder how hard it would be for Mail.app, etc. to have a rule by which messages with more than n recipients in the "To:" line could be flagged for (depending on your preferences and courage) filtering, auto-archiving, or deletion. Maybe via AppleScript?

I've heard from several friends who filter all non-work email for which they aren't the exclusive "To:" recipient, but it would be handy to have some flexibility in what your own magic number is -- plus of course what you'd then do with emails that exceed your limit would be up to you.

But in an edge case, for example, if I get an email that went to [>=90 TO: recipients] and [<=25%] of the recipients were in my Address Book, the message would be flagged as "possible friend spam." (And, yes, I was once on a "Hey, this is funny" list that went to 96 people multiple times each day. Good times.)

So, any thoughts? Bonus points if it's a rule that's easy for non-geeks to recreate in GUI apps like Mail.app, Entourage, and Outlook, etc. Comments open for brainstorming.

(In related news, as I mentioned on MM.com, I'll soon be opening a thread on the Board to take suggestions on improving Thanks. No., so keep your powder dry on that one.)