About a software - and what you would need it to do so you think it would be useful for you

After trying out many different ToDo tools, I found that none of them makes using these tools fun. I don’t have a mac, otherwise I would certainly use something like “Things“, as the introduction movies look pretty nice and simplicity defines the software.

Nothing on the PC? Well, not entirely: we have A LOT of REALLY BAD solutions for Windows. Firstly, Outlook. This one is too simple, and office is high priced. You cannot organize ToDos with Outlook. Then an unlimited number of applications that fill your screen and give you 1 million buttons. Require about 10 hours to use first time. Missing a good PC-ToDo-tool, I looked for web applications. Toodledo is a nice service, but the interface just sucks. And you won’t use a bad interface anymore, as we’re living in modern times where usability engineeriing is reality … sometimes. Additionally, the web-software needs me to keep an eye on the browser everytime, which I just don’t like. If I want to get things done, I shouldn’t need the browser for that as we all know where that leads (youtube).

Therefore, I only depend on the iPhone-”Todo”-app, the only one thats pretty much usable. Sadly, I don’t have a 3GS, and the 3G needs about 5-8 seconds till I can see the screen and the app is started, so thats not perfect too. I often let this app run at work, but seeing the screen still takes 3 seconds.

So, what would you do? Usually, if you want a certain software-tool that exactly fits your needs, you just try out some, and after you didn’t find what you were looking for, you just use the next best thing OR just decide to throw away the idea completely. Well, that is, if you’re not programming software. So I decided to write down some requirements and asked at Abelssoft (the company I work at) if we could do something like this. Well, we could try :-)

So I’m asking you: What is the most important requirement, a todo-tool should fullfill, so that it would help YOU? What we found out is that it needs to fullfill the following:

• easy to use, intuitive to use
• small, compact interface thats in the background, popping up from time to time to ask if you still do <this>
• tells me what I should do next
• rapid way of adding new todos (and a rapid way of setting importance, due dates and stuff)
• only necessary properties of todos (some want projects, some categories, everyone contexts, some tags, some planned time…)
• good organisation of todos (projects? recurring todos? inbox?)
• good filtering (if I search something, I need to find it instantly)

We had another giantic list of things that COULD be nice, but we’ll be trying to keep it sleek. And we found out that most people have very different ideas, what a todo tool should do more than the above. My boss wants project planning stuff like how much hours will this item take (I won’t want this). I want it to be able to synch to my iPhone (others don’t use iPhones). Some want dependencies between single todo-items (like this one can only be ready after another one), but how can you build this in without blowing the tool up to one of the complex tools already available? Some want projects while others find them confusing. Some want time-management-functions inclused. Some want further project-planning stuff like delegating ToDos or connectors to projectmanagement solutions like JIRA included. Choose and divide, young jedi.

Also, the GTD-philosophy seems to get in the way sometimes. For example, “Folders” don’t make any sense to me when you have contexts. They’re some kind of tags gone worse. That said, I like tags more. For these and some more reasons, I’m not sure if we should follow a certain philosophy (like the 30-year old GTD), as these were born in times when computers were not that essential in people’s everyday lives.

What do you think? Which feature would let you use a ToDo-organizer?

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(This is kindof a double post, as I’ve not posted real stuff for some time)

Its very impressive how our life shapes with all the little things we learn. And its all those little things we change in our lives that makes everything a whole new experience. You think I’m on drugs? Nope, I ain’t!

The most time of my life, I’ve been a logical person who had difficulties in understanding human nature and human behaviour. As a logical person, I advocated that no man should ever lie in no situation, and the world would be a better place. Teachers laughted, schoolmates laughted, some tried to persuade me that this just isn’t true. I only trusted upon my logical view of things and nobody could change my perception. Guess what? The human race would be long eradicated by a nuclear war if no man could lie.

These were the times when I trusted my own beliefs most, even when people told me something else. It was a very long stage of my life, but I finally made the next level: trying to understand, why people have another opinion, “try out” for some time if this opinion works for me and then accepting or rejecting that opinion/position/view.

For example: I have always had long hair and split ends. Guess that I didn’t understand that I need to use conditioner to make that go away. My opinion was: chemical stuff can’t help my health or the health of my hair. And I was wrong. When I began using conditioner, the split ends were getting better.

So many things just seem like utter nonsense when you see how people behave sometimes. Like watching casting shows in TV. Like smoking. Like going drinking and dancing in a discotheque. Like making music. I even thought listening to music was a strange behaviour when I was about 14 years old. But after some time, you try things out, and some work for you while others don’t. I began liking music and going out to parties for example, but I never liked smoking even if I tried. Well and then after some time, you even try to understand women - a hopeless attempt, some men might think - but even there you can make progress if you really try to understand their point of view.

What I changed this year

Its just that I have a little bit of free time for the first time in about one year - therefore I’m writing this post. And I’m reflecting on what I changed this very year. Change is usually something people don’t like, because their instincts tell them that change is dangerous and that they should just keep everything as it is, because it won’t get worse that way - that is good for survival, the instinct implies. This instinct is called fear. A small interlude from Dune:

I must not fear.
Fear is the mind-killer.
Fear is the little-death that brings total obliteration.
I will face my fear.
I will permit it to pass over me and through me.
And when it has gone past I will turn the inner eye to see its path.
Where the fear has gone there will be nothing.
Only I will remain.

If you understand that you can choose what you want to change, if you conquer this instinct, you’ll recognize that every change that you do is a positive change in the end. Otherwise you wouldn’t have accepted it … or you just undo it and change back.

And I changed a lot of little things this year. My dear. I hope you my dear reader can reflect the changes you went through this year too. If you want, you should also make a small blog post about what happend this year in your life, because I’d really like to read that. I came to the point where I can say that I love changes - and hearing about them. So this year:

• I began my diploma thesis on 01.01.2009 and over the course of the year, I needed to unclutter my life to be able to get it done. Some would call this lifehacking. I just stopped playing computer games. Boom. 30% more time. I stopped organizing my week and began organizing my day. Boom. 100% more things got done. I began struturing my online information-digestion through feeds and twitter. Boom. Learning stuff while keeping yourself informed in the shortest time possible. All impressive changes, and needed ones, if you want to use time more effectively.
• I found a job at the local software company Abelssoft. My salary is fine and didn’t need a car to get to work - again a lot of money saved. My colleagues are very nice and I like working with them - and I also like the work itself, which is a very important matter in being happy, I believe. I also just learned a new programming language (C# .NET) and Abelssoft paid a certificate that measures this skill. Thanks again! You can follow @Abelssoft on Twitter, and this is the website (german verison here).
• I bought a flat with my girlfriend. A big one. In the times of economic crisis and a drop in (bank) interests, it seemed the smartest thing from a economic perspective. But if you think about the non-economic perspective, its a way more binding statement towards my girlfriend, than a marriage would be. And I’m very happy about my decision. Believe me, the flat is completely new, big and I feel superb when I’m there.
• I left the church. That means approximately +400€ per year. Nice. I never really believes in god anyways, and if I did, I don’t think Jesus would love me more if I paid the church’s fees.
• Now for some more little things which changed in my information-digestion: Feedly. After learning what feeds are and how to use them via the Firefox-addon Brief, I just switched to Google Reader to be able to synchronize my feeds (and mainly let those that I have already read not show up anymore) with my iPhone feed-reader. Now that I use Google Reader which in my opinion has a cluttered and unintuitive interface, I found the Feedly-firefox plugin, that lets my feeds look like a newspaper. Hooray, the times of dead paper are gone - and with this kind of interface, maybe I can teach my girlfriend to use feeds someday too.
• I began listening to podcasts on the bike. Used music before, but riding bike is pretty boring, and I more like listening to music while I’m cleaning up or doing the dishes or something. Fould the following podcasts (both german) to be very interesting: Z and Bitsundso.
• Another small thing that impact my personal life more than I would have ever imagined: the iPhone. I learned how to use this device as personal organizer (respectively main calendar), ToDo-list, shopping list, feedreader, client for all social networks I use (Twitter, Facebook, Xing, StudiVZ), TV-guide, online-banking-client (damn, I can do bank transfers everywhere with this thing!), (video) camera, instant messenger, radio, podcast-player, music player, navigation-device, pdf-document-reader, voice recorder, gaming device (did you know we have Command and Conquer, Duke Nukem, Need for Speed and many more really good things?), weather information service, eBay-client (which works better and more intuitive than the actual ebay-website), wireless USB-stick, translator, YouTube-client and even TV-reciever (okay, I don’t get too many channels with it). And I can use it as telephone too. You wouldn’t believe it! In one tiny device. All very usable. Thats definitely an upgrade for my personal management.

So I hope your lives got some upgrades too, I’m very pleased with mine this year. For the next year, I’ll have a small list of goals that I want to get done (and that I just entered in my ToDo’s goals section):

• Try getting more professional at my job.
• Buy some stuff, so the new flat isn’t all that empty.
• Write some more blog posts.
• Main point: I’ll try meeting more friends - I kinda lost sight of them this year and definitely have to change that. But from now on, I’ll have at least my weekends free to tackle that.
• Play more pen and paper role-playing-games. I miss that, was always fun.
• Go on vacation with my girl.
• Get a private server-machine running 24/7. Needs to be low-energy-comsuming and not too expensive. And needs to be silent.
• Set up a new blog. This wordpress thingy here is too slow, the design isn’t what I want now, and I plain hate PHP. Whats your pick for another blogging platform?
• Buy a playstation 3 - the Wii has too many bad games, I want more good stuff. And a blueray player too.
• Pay back the money my parents borrowed me.
• Upgrade iPhone when there’s time. If you’ll jailbreak, its more time investment, so you gotta plan wisely.

Feel free to answer with your own changes from this year or your plans for next year. Expect to hear more from me more regularly, like every week. Or something like that. Over and out for this week.

Image by koalazymonkey via Flickr

So after about two weeks of using GTD-life-enhancement with “ToDo” on iPhone, Toodledo as online-synch I have some basic thoughts wheher this helped me. You can find the last post about this here: Why using ToDo-Lists and GTD?.

GTD only > 2 minutes

The first (logical rule) I came across is: never put something you can do in under 2 minutes on a ToDo-list. Do it instantly! This helps resolving loops like “Put the other item on the ToDo-list”, so I guess the rule was made by a computer scientist ;-p … no really: if something is done quickly, just do it!

GTD vs. Calendar

First it has to be noted that GTD has some paralells with using a calendar. You’ll put appointments with people (like go to the doctor, have an interview with, etc.) and recurring appointments (like a weekly meeting with your colleagues) in a calendar, as you got one certain point in time when you have to do that. GTD is more about listing the stuff, that has no exact point in time when it has to be done. I’ll put there items I need to to at work and stuff that needs to be done at home.

Context

Context is the situation you’re in when you need a certain part of your ToDo-list. I don’t need my work-list at home and I don’t need my home-list at work. This is what contexts try to solve. In the GTD-programs I use, you can set a context to each item. On ToDo for iPhone setting your actual situation to a context lets the app hide all other todo-items. Contexts get automatically set on todo-items if you have set that certain context. On Firefox I need to set everything by hand, but its pretty easy. Use contexts, they mean the world.

The contexts I use are work and home. I also use another context thats called “boring-time”. When there’s nothing to do at home (or soon in the christmas-holidays), I look in that list. I put topics for blogposts to write, books I’d like to read and private projects and stuff like that in the boring-time-context. I didn’t solve one of those since I use GTD, seems I got too much other stuff to do :-/

Hotlist

You can set a “due date” (and time) on each todo item. This is the time when you should have solved a todo or the last point in time when you should begin working on the todo. You can also define a priority (like none, low, medium or high). When you then look at your “hotlist” (or “Focus”-list as its called in the ToDo-app), only the more important stuff and the stuff with a near due date gets shown, at least in the iPhone program its also filtered by the actual context that is set. This helps seeing the important stuff through the other clutter.

The due date has another important meaning. As its the time when you should start the ToDo if you didn’t do it before, you get a message (that looks like an SMS) in the iPhone app.

Problems I didn’t solve so far

I tried making a short list of items I need to do in the morning. Why? Hmm. I tend to walk around in the morning, not knowing what to do first. Sometimes I forget my umbrella and get cauht by rain. Therefore a small list would be nice. There is an option to let items recurr (any timespan, every day for example; I use this for getting the trash out every two weeks), but I didn’t like to see all the stupid items like “do breakfast” in the list. Maybe this can be solved with the iPhone ToDo’s “Projects”. Those can be used to set sub-items, but it gets synched to the Toodledo Service as single items, so I’m not sure if it works that good (tried it once, “inTheMorning”-project with subitems, set to recurr every day, but the subitems didn’t resurr somehow, so I sat the and got an empty project recurring in the morning).

Then Outlook 2003 made problems. I used another thrid party-app linked on toodledo to sync the ToDos with outlook 2003. Sadly, Outlook realizes its data gets changed and ask the user (me) for permission. This wouldn’t suck if you could allow it forever, but you can’t. Outlook just doesn’t support it, so you have to click “okay” every ten minutes, when the third party app tries to sync. Stupid outlook. Didn’t try it with a newer version so far. Outlook seems like a crappy ToDo-solution anyways, as you got no chance to define contexts (at least in 2003).

When I have more insights, I’ll let you know! So far, get stuff done! ;-)

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First things I wanna put straight:

• I sometimes have issues keeping track of what I’m supposed to do, when to do it and in which order.
• Sometimes I heard about GTD on twitter or in blogposts, but when I tried to read into it I thought that I don’t really feel like learning another complicated system for stuff that I can solve with small slips of paper.
• I always wanted to use my iPhone for ToDo-lists, as I use it for everything else in organisation: contacts, calendar … so why not todo-lists?
• I feel that I can be doing things faster if I used some kind of organised approach to my todo-listings, therefore I just thought: why not try out another fancy internet-solution? And synch it with an iPhone-app, so I always have my lists at hand?

Thats exactly what I’ve done. After all, these apps and internet solutions build on the same GTD-principles, and therefore learning GTD seems to be important for programmers of those tools, but not for the end user like me. But of course the solution to my problem wasn’t only to download some software, as you’ll have to think about what software solutions you use and for which set of tasks this works. After all, many things like appointments fall into the realm of calendars; and many “small tasks” should not be set on a todo-list at all, as those tasks are too small (”check todo list”; checking this item is superflous) or too large (”be happy”; falls into the realm of so called goals). Then some software has limitations about what you can do with your todo list (like outlook). So everything need to be planned a bit, so you get a solution you can use.t

And this is the main issue. Usability. I need a system that can remind me what I have to do for the day and that doesn’t take loads of time to configure. So far I can’t make a clear statement, but I see some issues and problems here and there - while other parts of my solution seem to work perfectly. I’ll tell you in my next post if the solution I try is usable or if its utter nonsense to try to use online & mobile applications to get yourself remebered and organised.

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