Task Management

For the past few years I have been trying to find the perfect solution for task management. I try to follow the Getting Things Done model for organizing my “stuff”. Even before I followed GTD I tried different tools for task management. For years that simply meant using the built in task functions in Outlook. When I switched to a Mac I continued to use Outlook for about a year or so for mail and tasks since I wasn’t comforatable enough with iCal, Address Book, and Mail. By 10.3 or so I switched over and began using iCal for task management. iCal is a good calendar program, but it isn’t so hot for tasks (in my opinion). I used it since it was what worked when syncing my Treo’s. I wanted to have the categories stay intact so I had problems with Entourage. That left me stuck with iCal. I tried Market Circles’s Daylite for a while. In the version 1.x days or even the early 3.x days it wasn’t the best with syncing with the Palm so I used it on and off again but I always ended up back with iCal. It wasn’t the best solution, but it was the one that worked for most of the basic functions. When Daylite 3.5/3.6 came out last summer with Sync Services support I switched back to Daylite. I had problems with my computer that forced me again back to iCal. By the time I got my iphone I knew I needed to find a new solution for task management, since the iphone didn’t support iCal tasks. Daylite is coming out with an iphone product that looked perfect, and there were a few other products out there that did similar functions, but my new job threw a kink in my plans. See next paragraph!

During this entire time using a Mac based program was not an issue since the two companies that I worked at didn’t care if I used my own Macbook. My boss at Partsearch at one point allowed my tech team to buy Mac’s when we wanted to. He even got one. My current job however requires me to use a windows PC exclusively. This poses a problem for me. If I used a desktop program to manage tasks I would have to choose between data I can only access at work or via my work laptop or data that I can access only at home or via a PDA. Neither option was appealing to me. For the first 3 weeks at my new job I was using outlook for work tasks, and continued to use iCal for personal ones. It was becoming apparent that I needed to take the plunge and choose one. I couldn’t decide! Then I remembered I signed up for Hiveminder. It is a web based task tool by Best Practical. They are the guys that make Request Tracker, a favorite issue tracking tool I have used at a few companies. I started using that site for my new tasks. It was an ok experience. I had some issues with the usability of the site so I wasn’t sure if I would continue using it.

The overall idea of a web based tool did have my curiosity. In the past I had discounted a web based tool since I wanted a full featured client. Now I needed the flexibility of accessing my data anywhere. I went to Lifehacker to see what reviews they had for web based task management or GTD tools. I found a few that looked promising. That was when I came accross Remember The Milk. I remembered reading reviews about RTM a while ago, and every review was positive. So after signing up and playing with 2 or 3 other services I signed up for an account with RTM. It has only been a few days, but I have all my active tasks in RTM. So far I have found it to offer most of what I am looking for. I can have lists, tags, due dates, & reminders. It has a good search function. Adding of notes isn’t so hard. It also has a quick entry for for tasks (Hiveminder’s is better, but you can’t have everything). I also like that I can access an iPhone optimized version of the site. It isn’t an offline client, but it is close enough. I can also view (unfortunately not edit) my tasks in iCal. I just downloaded the gmail plugin for RTM that allows me to manage my tasks in my Google Apps account. That looks very promising also. The other major feature I love is the offline mode thanks to Google Gears. If I had any doubt that I would be trying this service for a while it went out the window with the offline mode option.

Remember The Milk

For now I am exploring what I can do with RTM. As it stands now task management is now another function I can perform via a web app, and not an installed application. More about that in a later post.

So why am I rambling on for paragraphs about task management? There are a few tools (hardware or software) that I live and die by. Managing tasks is one of those critical tools and I have been in limbo for ages with mediocre options (Daylite excluded, it rocked but I was never 100% right for my situation). With Remember The Milk, it looks like I have a great tool, and I have options with how I access it. I like that. I know I am fickle. In two weeks I might be writing about some fatal flaw I found in this service that makes it not right for me, but for now this is the way to go for me!

SugarSync

I have been using .Mac on and off for a few years as a remote file storage location for my documents. The service was the only one that I found that had a workable system that kept a local cashed copy on my computer and synced the changes to a central server. The problem is that .Mac doesn't work that well. I stopped using it back in January when my annual renewal was coming up. I didn't want to keep paying it since I didn't think I was getting my money's worth. In June I changed my tune since the MobileMe functionality was coming out with the iPhone 3G. I thought those added functions were worth it the fee, and if I was already paying for the MobileMe syncing I might as well use the iDisk feature as well.

That decision hasn't worked out well for me. I constantly get sync errors when I have documents open that iDisk is trying to "automatically" sync. I have had iDisk totally corrupt two of my personal wiki's I have using VoodooPad.

I was happy to stumble upon an article that talked about among other things different file syncing and storage services. I had heard about Xdrive, and Box.net, but I looked up a new one called SugarSync. On paper it does everything I need:

  1. Price is reasonable
  2. Mac & WIndows clients
  3. Local (or multiple local) copies as well as the server copy
  4. Sync on when changes happen
  5. Plus it offered other features that I didn't think of but probibly could use.

Best of all the reviews were all really good, and from reputable people like Mossberg and Pouge (I hope I spelled their names right). With all this good "sounding" information I signed up for a 45 day trial with 10gigs of file space. I am slowly syncing my documents folder to their system now. According to their status meeter it will be about 7 more hours before the data is fully synced. I will then give it a true test drive at work tomorrow. I will also be able to install the Windows agent on my Vaio laptop at work and see if I can access everything. That was something I couldn't do with iDisk.

Mobile Phone Savings

Back around March / April time frame I upgraded my mobile phone plan to the new unlimited minutes option from AT&T. I was using my mobile for just about all calls and my usage on the phone shot up. Then in June I was able to make outbound calls via Skype but have my caller ID come up as my mobile #. That change allowed me to use my computer to make most of my outbound calls. In July my mobile usage peaked, but towards the end of the month I began to seriously use Skype over my mobile. I mean why use my mobile when I am sitting at my desk at work or at home where I spend most of my time on the phone anyway? Because of this huge decrease in the usage of my mobile I am switching to a cheaper plan when my billing cycle changes next week. I will save $40 a month by going to a 900 minute plan with rollover. That might even be over kill at the usage rate I am going but I don't want to chance it. The cost of Skype in and out for one year is around $61. I make that back in under two months. Now all I need to do is wait for more friends of mine to use video chat and I won't need to make any calls at all!

Apps That Should Be Written To Be Put On My iPhone 3G

I know the iPhone App Store is only a few weeks old but I really would like to see some apps that I am used to on the palm. I don't miss the Palm OS, but some of the apps I had on my Treo's were very helpful or fun.

SSH Client – someone wrote a Telnet client, but lets face it if you are a decent network or systems person you really want SSH and not telnet. Or both!

FTP Client – Probably wouldn't use it that much, but a cheap or free client would be a nice to have.

Quicken or an expense program that will export inputed data into a format that Quicken will read. Am I the only one that uses Quicken that wants this? They make a Palm and Windows Mobile version!

Call Recording – This was a must have for me on all my recent phones. Until you have it, you don't realize how much you need to record calls. Especially when dealing with vendors, support people, etc. Had it on my Palm Treo's and my Nokia E61i. I actually didn't use the Treo 750 because it couldn't record calls. Not having this function was a trade off I made when getting the iPhone, but I would hope someone would write a program to do this!

Skype – probably too much to ask for since you can't use VOIP applications via the 3G network, but Skype would be nice!!!

There is probably more, but for now that is all that I can come up with.

Apps Found on My iPhone 3G

I have been using my iPhone 3G for a few weeks now. So far I am a fan! There are still a few things it cannot do (call recording!) but overall it is a great phone. I have downloaded a ton of free and paid apps. Some of my favorites installed on my phone now are:

GrandDialer – Basically an app that will do GrandCentral's click to dial. I haven't used it that much yet, but so far it is really cool.

Weather Bug – because I like to know the weather.

iTrans NYC – fantastic NYC subway maps, plus transit alerts

Facebook – because I got addicted to it back in May!

iDrink – You never know when you need the ingrediants to make a fantastic drink

GoContact – send contacts details quickly. It is amazing how often I need to do this

Loopt – Location based stuff is just fun. I just wish anyone I know used it

aSubnet & Instant Byte – Subnet calculator. I also have some unit converter software specifically for technology. Very helpful. I am waiting for an SSH client, and a cheap FTP program (the only one out there is $10).

iNetwork Test – runs a test of my wireless connection and keeps track of results and the locations they were taken. Very cool.

Mobile News & NY Times – my fix of the news.

1Password – website password management on my iphone. I love this on my Mac and it works great on my phone.

SplashID – I had this on my Palm for ages, and the concept is the same. My password library with me anywhere i go, but in a nice secured format.

Remote – iTunes / Apple TV remote that just works.

PwGen – random password generator. I have a program like this on my Mac, but a portable one is cool. In my job creating passwords happens all the time!

BigTipper – I hate calculating tips, this makes life easy.

Flashlight – It is just cool!

and More…

I Cannot Stand The Blackberry Pearl

I cannot stand the Blackberry Pearl! I know it is a really small phone, and it is a Blackberry but it drives me crazy. The only reason to have a Blackberry is to use it for email. I think all other functions of it are sub-par as smart phones go, so to have an email device without a full keyboard is driving me up the wall. My office gave me a brand new Verizon Wireless Pearl when I started and I tolerated the horrible keyboard since it was the nicest phone they had. The last straw was about two weeks ago when I was writing my boss and the dam predictive text or whatever you call it could not type out LAN, nor could I cancel out of the options it was giving me.

Early last week I had our telecom person switch me to an Blackberry 8800 that my predecessor had. That phone is huge, and kind of sucks but it has a full keyboard. I will use it until we can figure out why we cannot get the iPhone or any other Wireless Active Sync device to connect to our Exchange 2003 server.

iPhone Attempt Number Three

I freely admit that I went out and bought an iPhone on the second day they came out last year. I also admit that I bad mouthed getting one, but got one in hopes that my assessment was wrong. It turned out that I was right. I couldn’t use the original iPhone. It was too limited in what it could do, and had too many quirks. Last year the line wasn’t so bad on the second day, and it moved quick. I think Jayson and I were done with the line in like 30-40 minutes tops.

This year was a totally different story. I wanted the new phone. On paper it had almost everything I am looking for in a phone, and the lines were huge and slow. So far my assessment has been good. The two issues I have with the phone is the touch keyboard is small, and I make key errors allot. Hopefully i will get better over time. The other issue is like all smart phones with installed software, it is buggy. I have had two apps reboot the phone already. This isn’t really Apples fault, but lets hope the iPhone doesn’t turn into the Palm OS Treo’s that require me to reboot them on at least a daily basis.

This is my 3rd iPhone. I did buy two of the originals and returned them. The second attempt was me trying to see if I was too critical of the first one I had. Turned out at the time I wasn’t too critical. I couldn’t use the original version of this hardware. Of course I had major issues with the first version of the Treo as well, and then ended up having many versions of the later models.

Now reading this you will rightfully think that I harp allot on certain technology gear like a mobile phone. My mobile is my only phone. It is with me almost all the time, and is always on. It is my link to everyone. It contains all my contacts, schedule, notes, etc. it also keeps me sane with games or reading when I have down time while out and about. This is not unlike many people. The issue is that I wont put up with sub par stuff. So when I read that on paper this new phone will be able to solve most of my issues, I want one.

iPhone 3G Unboxing - 1 iPhone 3G Unboxing - 2 iPhone 3G Unboxing - 3 iPhone 3G Unboxing - 4 iPhone 3G Unboxing - 5 iPhone 3G Unboxing - 7

3 Hours Wasn’t So Bad

After what felt like a really long time the new iPhone 3G came out today. I had mixed thoughts of the first generation iPhone, even though I bought one the second day they were out. I also returned it two days later. I also tried again a few months later, and yet again returned it. The first generation phone had some limitations that I couldn’t get over. The new 3G version however is a different story. Really, it is a different story. I am writting about it in a future post so I won’t cover it here. Neadless to say when the new iPhone came out, I wanted to get it right away. I have been growing warry of my Nokia E61i as the weeks pass by. The launch of the iPhone 3G couldn’t have happened any faster!

My plan was to get up a little early and head over to an AT&T Wireless store near my office. I was hoping that the line at an AT&T store wouldn’t be too bad. If it was I could always just leave and goto work, since it was only a 3 block walk. All in all I was willing to commit about 2 hours to the ordeal, and if it looked crazy I would goto plan B. Plan B was to go the 5th Ave Apple store that is open 24 hours sometime later in the evening with the hopes of getting a shorter line at night.

I got to the AT&T store about 7:40AM and there was already about 50 people in line. I found out later that if I got there around 7 it would have been more like 5 people in front of me. I waited in line with everyone else for about 45 minutes. The line was moving slowly but I saw progress. Then an AT&T rep comes out and said that they were already out of 16GB Black models. Of course that was the one that I wanted so I was not too happy. I figured I could still get a White 16GB model and it would be ok. A few minutes later another AT&T employee came out and said that by the time they got to our area of the line they most likely would be out of all 16GB models. At that point I said forget this, and went to work. All told it was about an hour of time invested, but I made it to work before 9AM so all was well.

My original plan was to go home after work and come back to the Apple Store on 5th Ave really late (I figured 10-11PM would be late enough that most of the line would have dissipated). I hadn’t been sleeping much this week since I had some sort of minor bug. Nothing crazy but I didn’t really want to go back out again later. Instead I headed out of work a little early and went up to the Apple Store. Now this plan was only good for me since the day turned out to not be really hot. It was actually very nice and comfortable outside so waiting in line in the sun wasn’t so bad. if it would have been a scorcher day my plans would have been radically different. New toy vs staying cool, I am siding with cool. There is limits to my craziness.

The line there was really long (see photos below), but as the security guy said it was the shortest it was all day. The security guy I spoke to estimated the line from where I was to be around 2 hours. I didn’t have anywhere else to be, and I wanted the phone so I decided to see how long I could hold out on line. The thing about me is that I don’t like lines. I get that from my dad. If I could order something online I would, but if you want something right away you sometimes have to brave the lines. I once waited in an airport 11 hours, and stuck on a plane another 9 hours or so another time. That was just to get home, so waiting 2 hours for something I actually wanted was worth some time. It is crazy rationalization but not the craziest I have made, so what the heck.

iPhone 3G Launch Waiting in Line at the Apple Store on 5th Ave - 2 iPhone 3G Launch Waiting in Line at the Apple Store on 5th Ave - 1 iPhone 3G Launch Waiting in Line at the Apple Store on 5th Ave - 4 iPhone 3G Launch Waiting in Line at the Apple Store on 5th Ave - 3

To keep myself occupied I listened to my iPod, read the news via Avantgo on my E61i, and just did allot of people watching. A line like the one I was on really brought out the diversity of the city. It was interesting just to watch and listen to my surroundings. The security guy turned out to be right and wrong at the same time about the wait. It was about two hours from when I started until I got into the actual Apple Store.

Once inside however the process was no where near finished. The store itself was pretty empty compared to other normal days that I have been there. They split people into two new lines. One at each end of the store. Each line went just as slow as outside. At least now I was in AC and near a bathroom if needed. Of course it wasn’t so hot outside so the AC wasn’t such a big deal.

iPhone 3G Launch Waiting in Line at the Apple Store on 5th Ave - 5

Once I actually got to a sales guy was when my problems really started. I knew going into this purchase that I might have a problem. The issue was that back in March I changed phone numbers on my AT&T Wireless account. Now what AT&T said they could do and actually do when they switched numbers wasn’t exactly the same thing. I was told that this could be a simple change and that it wouldn’t affect my contract in any way. Turned out it wasn’t. In the end most issues were resolved, but not everything. What had happened was instead of replacing my current number with the new one, they actually created a new line on my account and then removed the old one. That messed up my roll over minutes, contract end date, equipment replacement eligibility date, price plans, etc. The representatives I spoke to on the phone were actually very helpful in fixing most of my issues compared to the mess the people in the store caused. They fixed my contract end date back to when it was supposed to be. They got me back on the really good data plan that I had that was no longer offered. They could have tried to work on the roll over minutes, but since I was moving to an unlimited voice plan I told them it didn’t matter. I was more worried about the contract date than anything else. Unfortunately it turns out the date that was really important, the date I can get equipment at a discounted price wasn’t touched. I didn’t know it was important until later. In June I noticed that even though my contract was up in December I wasn’t eligible for a new phone until March 09. That didn’t make sense since even though my account was messed up in March, I never actually bought equipment at a discounted price. I called AT&T again and they did some research. They said that yes the date was messed up and that it was in fact an error on their end. They read me back the notes they put on my account basically saying that when I wanted new equipment it was ok to discount it for me. They did caution me that I may or may not need to call customer service when buying the new equipment. That was the reason I tried going to the AT&T store first, vs the Apple Store. So when I got to the end of the line and ran into a problem with AT&T’s computer it wasn’t a surprise. The question became, was I going to argue and end up having to call AT&T and wait on line for ages with them, or worse lose my place on the Apple line and have the last 2 1/2 hours of waiting be for nothing. I figured AT&T would have a huge queue on the phone on a day like today, so I opted to say screw it and just pay the extra money for the phone. I will call next week and see if I can get that money back, but I don’t think it will happen. I chalk the extra cost up to wanting to have immediate gratification!

After the issue with the AT&T price was over, my issues weren’t done. They actually had an issue approving my credit card. That was a total surprise to me, but the issue turned out to be the wireless credit card unit the guy checking me out used was having problems connecting to his wireless system. A few retries later I was all set. I browsed the store a bit more and bought a screen protector and a clear case. Once all my purchases were done, I headed home. The line looked a bit shorter as I was leaving, but it was at least a two hour wait at 8:30 at night.

All told my entire ordeal took about 3 hours. Was it worth it? So far I think so, but for me my mobile is one of the tools I use all the time so having a good one that works is critical. For the past several months I haven’t had one that worked right. I also got the model I wanted, the 16GB Black one! My thoughts on day to day use of the new phone will come after I use it next week. For now I am syncing it up with my stuff, and resting my feet!

The Nokia N95 Experiment

OK, so the idea of me getting a Nokia N95 turned into a bad idea. As much as I think it, in this day and age I need a phone with easy text imput. That means a keyboard, or maybe a touch keyboard (aka iPhone). The concept of a blackberry pearl or even just T9 text input from a Nokia N95 just doesn't cut it. As much as the N95 was a great phone in every other way I need the ability to input data quickly.

And you guessed it, that means I returned my N95 last Friday. I am stuck with the limitations of my Nokia E61i until the iPhone 3g comes out. Hopefully that will be an improvement over the original. If that is a failure I can either try my luck with the Nokia E71, the 61i replacement, or wait a really long time for Palm to get their act together and come out with their new OS.

Until July 11, I will try and figure out how to keep managing my tasks on the E61i.

Nokia N95, vs iPhone 3G

Since I wrote my post about getting the Nokia N95, I thought of a few things that get me wanting a new iPhone, and some that make me think the N95 is a better option than the iPhone.

Features that my new Nokia N95 does now or last year when it came out that the iPhone will do in July are: GPS, 3G data speeds, Wifi, 8gigs of music or videos, & sync’s to my Mac seamlessly.

Cool features that the N95 does that the iPhone doesnt are things like built in internet radio, regular radio (via headset), 5mp camera, & basically any S60 application can be installed on it. Oh, yes Apple being able to write software without any restrictions is a good thing, no matter how crash proof you want to make the platform. There has to be a better middle ground than what Apple does.

To be fair the iPhone does the following things that will probably get me to switch when it comes out. It will have a keyboard (well touch keyboard still counts), awesome email client, & mobile me.

There are probably more features that fall into all three categories but that is a summary of what I care about.