This is the second of a three-part series looking back on a year of doing Getting Things Done. Part 1 from Wednesday was “The Good Stuff”; final installment appears Friday morning.

I recently ran across a mostly-helpful post on a website that mentioned the importance of using email folders for "organization." For some reason, this made me wince. I suspect it's because the day I got good at email was the day when I stopped organizing my messages and started focusing on doing something about them. Is this a distinction without a difference? I don't think so, and I'll tell you why.

As one of the holiest sacraments in the Church of Productivity Pr0n, folders -- be they physical, digital, mind-mapped, or purely notional -- represent the canonical way to put information into thoughtful piles. Folders of any sort afford a kind of higher-level, low-stress thinking that GTD fans in particular seek out. Folders do lots of stuff well:

• allow me to keep like with like
• let me not have to think about the things I don't need to think about right now
• help me know how to find things when I do need them
• assist me in switching gears quickly
• make my life less chaotic and messy

So, yeah, folders are great at all of these things, for sure, and yeah, they do help you to get organized, especially in the sense of having less stuff in your life that's sitting around unprocessed. But at what point can a folder become an impediment to smart and timely action? Put more generically: how do we not allow the buckets and cubbyholes in our lives to become affordances for procrastination and dis-organization?

This afternoon we're (softly, gently) rolling out a new version of 43Folders.com. Here's some of the new stuff that's happening.

Without going into extreme amounts of nerd detail, 43 Folders now runs on a content management system called Drupal that lets us do a bunch of neat stuff I've been wanting to do for a while now...

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?

The Hipster PDA has been extended and improved beyond my wildest dreams thanks to things like GTDTiddlyWiki, Douglas Johnston’s DIY Planner, and John Norris’s very creative templates. With this growth and interest have come a lot of requests from readers for the best, cheapest, and most Mac-friendly printer for printing directly to ordinary index cards. I’ve shared this interest since, frankly, I’ve been buffaloed as well—crippled by the crappiness of my old Epson and unsure what to try next. So I did what I always do: I asked for help.

Even as I started asking for reader advice on inexpensive printers that handle standard index cards well, I had a feeling this was going to be a tough post to put together. This was borne out by the very wide range of suggestions you all submitted—over 30 different models by most all the major companies were mentioned (although only 4 got mentioned more than once)—as well as the plain fact it’s virtually impossible to give meaningful advice on a product you’ve never used. Duh, right?

Anyhow, to put this together, I’ve adopted a blended approach. First, I took everyone’s suggestions (and warnings), compiled a tally count, and then did a bit of extra research on CNET, Epinions, etc. (including a couple phone calls to sales support and some assorted friends).

But, in the end, I decided to put my real-life money where my mouth theoretically should be: I popped in to CompUSA on Saturday morning and bought the recommended model that looked best to me—the Canon Pixma iP3000—and then spent the rest of the weekend testing it out. See how much I love you guys?

The Winner: Canon Pixma iP3000 Photo Printer

• Basics: Ink jet; 22 ppm b/w; 15 ppm color; 2 paper sources; automatic duplex
• Street Price: about $80 (after current rebate)
• Home Page : iP3000 @ Canon
• Compare:
  • Froogle
  • Price Grabber
  • Epinions
• Buy (your purchase supports 43 Folders) :
  • Buy.com (Best deal: $59.95 after rebate)
  • Amazon ($69.99 after rebate)

This sexy little number looks like a toaster oven from 2001 and has an awful lot of cool features given its sub-$100 price tag. Most importantly for our purposes, it takes a big pile of regular old, drug-store index cards and prints whatever you want onto them at a clip of about 10 seconds per card. It also has a 150-sheet, cassette-loading paper drawer (similar to those on the old LaserWriters). This means that you can load up the tray with plain printer paper without removing your blank cards from the top loader —no juggling, and no disruption to your “normal printing.”

It’s a great photo printer and a fast, middle-quality text printer, but if you’re looking for a cheap way to print index cards from your Mac, I think this is a great choice.

One of the most basic concepts Peter Walsh talks about in _It’s All Too Much_ brought a total breakthrough for me. If the stuff that you accumulate doesn't help get you closer to the life you want to have, it's simply not worth keeping. Period.

Obviously (and unavoidably), this goes for a family room that's turned into a junk drawer for DVDs and books, and you can clearly see it evidenced in a kitchen where no flat surface is free of junk mail, bills, and newspapers. Those you can't miss.

But, for me, the real story is about the ways you try to solve clutter problems solely by getting more space or obtaining more containers -- jamming all those DVDs into cabinets and stuffing those newspapers into bigger volume baskets. The clutter doesn't need a prettier package; it just needs to go. Now, and in very large quantities.

As I’ve said before, items can sometimes linger on your TODO list a lot longer than you’d like, and it can be tricky to understand exactly why that is in each case. I’m convinced cringing is often a factor.

Seems like every time another Mac user looks over my shoulder, they freak out over the number of little icons I have up in my menubar. And -- like all Mac geeks -- we have to immediately start trading information, learning tricks, and sharing tips. I'm sure you know the drill by now.

If you were looking over my shoulder right now (and I hope that you are not) here's the stuff you'd see in my menubar.

The larger version on the Flickr will, where appropriate, let you mouseover for the name and a link, but I'll save you the trouble of a click by repeating the links below.

• Adium - excellent IM app
• Skitch - Beta of a mind-blowing screen capture app
• Twitterrific - Gives me my Twitter crack
• iScrobbler - Relays my "now playing" info to Last.fm
• quicksilver - Duh. It's Quicksilver
• Spirited Away - Handy app that hides non-active apps. As seen in my MacBreak demo. Would benefit from an update to Universal Binary
• ChronoSync - Very cool app for keeping two folders synced
• Growl - Notifications out the booty (personally, I like "Music Video" style notifications)
• SynergyKM - App to let you share a keyboard and mouse between multiple computers. Haven't gotten it working yet, but I plan to.
• Remote Desktop - Control one Mac from another Mac.
• Apple .Mac Sync - Almost-saving grace of the overpriced and underpowered .Mac suite is automatic syncing of iCal, Mail, contacts, etc.
• SoundSource - Free app for changing sound inputs and outputs (highly recommended for musicians and podcasters)
• Spotlight - It's a piece of crap, but it's our piece of crap. I tend to use the Quicksilver plug-in more often.

We’re fortunate right now to see so many great tools emerging to help people get their act together.

Products like 37 Signals’ Backpack and TaDaList are beautifully constructed, entirely usable, and have an amazingly high sense of fit and finish. It doesn’t go without saying that these products are also very fun to use. At the same time, a clever little app like GTDTiddlyWiki comes along that’s lightweight, portable, and is also very fun to use. And, although I haven’t played with Trumba or Sproutliner much yet, I understand they’re both turning a lot of heads and are—you guessed it—very fun to use.

These are all Good Things, and I couldn’t be happier that the quality of tools we’re seeing is so consistently high. Kudos, tool persons. You have all done a good job.

Still, as attracted as all we users naturally are to adopting these new apps, I have a growing concern that I want to share. And while it’s not directly related to these particular products, I do think it goes to important attitudes we have about seeing tools as panaceas for our productivity and time-management problems.