Any Mac users out there?

[Jane M.]

Boy do I feel left out, with all of this "Ecco Pro" talk going on. Are there any GTD-ers using this forum who are on Macs? Right now I'm using Entourage (2001, not OS X) for my master task list (moderately useful) and Palm desktop for contacts. Yes, this hybrid system is confusing and somewhat silly, but I like to have my tasks and my email together (often I make tasks out of email), and haven't been able to successfully import Palm info to Entourage.

What does anyone else use?

I've been trying out a few of the new OS X shareware programs such as Slacker and Ideaspiral, but nothing has stuck.

For anyone who has tried Entourage X, is it worth the upgrade?

OS X is taking some getting used to (seems to me they're made it more like Windows...WHY?) but I'm going with it.

Jane

[Mardo]

Yes I am a Mac user.

I have a Visor because it came with the Mac connection with the software. I am using it just for the vanilla lists and memos that David outlned. I also enter appts in there. I want to upgrade to system 10 and I want 2 new imacs for the office. I am waiting because the key software I use for the law office is a system called Amicus. It started out as a Mac product and then went to pc mostly. They have ceased support for the Mac until they come out with their brand new totally updated System 10 compliant Mac version 6. Unfortunately they havent given us a date for this to happen. Having tried everything out there I love this product and dont want to change. So I am in limbo. Its ok since system 9.2 is working fine and its a major expense to change systems.Two new loaded imacs 4000, new laser printer 1000-1500 plus new versions of Microsoft office quicken and amicus, plus the reconfiguration of the airport, dsl etc. I figure closer than not to $10,000.00. Its not the machines its all the other stuff besides.
I have also learned the hard way not to get the first version of anything. My powerbook G3 is a great loaded expensive machine. but because I got the first version it doesnt have a connection to sync my visor to the desktop. Very very annoying.
I cant help with the email. I use outlook express. Any emails I need for specific cases get hardcopied into the file and or entered into Amicus. My mailing lists that contain info I may need stay in seperate folders or I use their archive.
Thanks for starting this thread. I hope other Mac users respond.

[Jane M.]

Hi Mardo.

Re: Synching Visor to desktop, I assume you mean it's a hardware problem, right? At one point I had that problem with an old Palm/Powerbook 190, but was able to find an adaptor. I'm sure you've looked, but just making sure.

Re: Visor software, from what I understand they haven't even produced an OS X update yet!

I don't use a handheld PC. As mentioned above, I had a very early Palm Pilot, but I never developed a real affinity for it and gave it to a friend who wanted one very badly. I should probably investigate them again. I know everyone says you can't live without one...

[Andymeg]

Another Mac user here. I have a year-old iMac at my home office (I'm a freelancer) and a three-year-old iBook for the road, and also a Visor Edge (I also got the Visor because it synced with the Mac). I do use OS X, and Entourage X, and I would love it if they could get the OS X-Entourage-Handpsring conduit working. Right now I don't do GtD on the desktop, just on the Visor, but I think I would if the sync to Entourage worked. I have Entourage open all the time and like the look of its calendar and task list (as opposed to Palm Desktop). I also have all my contacts in Entourage, another reason it would be nice to sync with the Visor address book. On the Visor, my main add-on applications are Shadow and DateBook5, both of which are great.

[Anonymous]

I just got in to GTD and love it. It seems that I have used almost every configuration of productivity managers out there over the years and I feel like I finally have found a home. I am also a power mac user and it took me a couple of days to figure out how I was going to integrate GTD in my existing system, but I finally figured it out and it works great.

I know being a Mac user in a PC world you need to be extra creative to get systems to work so I thought I would pass on my system to all of you other Mac users who care to read.

My gear and software list is as follows:

G4 T-Powerbook
Handspring TREO
Filemaker Pro Custom Database
Palm Software
Entourage for OS X. (Part of the OS X Office Suite)

We have a custom built Filemaker Pro Database that we use as a contact manager. I take the contacts that I want to carry on my Palm and export them from the Filemaker Pro Database to the Palm OS.

I use the latest version of the Palm software for OS X for my contacts, calendars, appointments and GTD.

For GTD, I create a to do's title in the to do section of the Palm software (Example Committments To Others, Phone Calls, Emails etc.) and then I create a memo with the same name in the memos section. I put all of my actionable tasks in the memo and then attach the memo to the to do. That way when it is on my desktop and my Palm, I can see my actionable tasks quickly, I can add, delete, update and rearrange priorities quickly as well.

I only use Entourage for email. I do not use the To Do or calendar functions. The reason is, that I like the Palm interface better and it syncs easier with my TREO. (For those of you not familiar with the TREO it is a Palm, GSM cell phone and has the capability to send and receive wireless email as well as browse the web using GPRS).

I leave Entourage and Palm up and running on my desktop all day and enter actionable items as they come up. When I leave the office I sync to my TREO and everything I need goes with me.

I also carry a small 8" x 6" leather folder with a 5 x 7 lined pad, business cards and a pen /pencil / palm stylus combo pen so that I can take quick written notes for my in basket.

I went through the Mac Forum posts and have some comments about what people said...I know it's been awhile since these messages were posted so please bear with me.

Jane M. Only make the switch to OSX when you have a little bit of downtime, there will be issues...As far as Entourage there are no major differences between the way Entourage for 2001 and the OSX version work other than operating within the new Aqua interface. However there are quite a few advantages to going to OS X.

Mardo: I hope they come out with an OSX version of Amicus for you soon.

I'm a little confused by the Powerbook G3 comment...are you saying that it has a serial connector instead of a USB connector and that is why you cannot sync to your desktop. If that is the case (as Jane mentioned) there are quite a few adaptors on the market (both serial to USB and USB to serial) that should do the trick.

There is a new OS X version of the Palm software which came out around Sept / Oct. I have used it easily on my Handspring TREO for a couple of months now with no issues.

[Anonymous]

I'm a mac user. I use a G4 at work and a TiPowerBook at home. I keep my GTD lists on the powerbook using Entourage. I am not entirely satisfied with Entourage because I find it makes my weekly reviews cumbersome. I am considering switching to Omnioutliner for GTD lists.

I don't have any problem synching Entourage with my visor. I have not yet figured out how to synch the two Macs. I suppose I could synch with the handheld and then synch the handheld with the other Mac. The problem is that Entourage allows more than one category and the handheld will not. Entourage's use of more than one category is critical. It is the best feature of Entourage as far as GTD is concerned. A next action can be listed under the category for the project and also in a context oriented place such as @a calls, or @waiting for.

Rob Blau

[Mardo]

Thanks for the info on the adapter for the PBG3. My new computer guy is coming in to install OX10 onto one computer so we can get use to it before buying a G4 and a new IMAC next year. He is also bringing an adapter.

The timing was terrific. My dsl connection is /was Direct TV internet. My former computer repair guy highly reccomended them and it was a good service. unfortuantely last week they sent an email saying this is your 30 day termination of service notice we are getting out of the dsl business. the cable people were here this morning and this afternoon the hookup change should be final.

It's great to see some Mac talk here. Anyone in a service business? If so what are you using for billing software now that Timeslips wont support system 10?

[Anonymous]

Anyone in a service business? If so what are you using for billing software now that Timeslips wont support system 10?

I don't bill with it, but I keep track of my hours wth Time Track Carbon.

Jane M.

[Anonymous]

What does anyone else use?

Jane

I'm partial to Life Balance from www.llamagraphics.com

-bob

[Andymeg]

I use StopWatch Plus to keep track of hours, although it doesn't do billing, either.

[cre8fstmpr]

The first version of Entourage I've had access to is X, and it syncs with palm perfectly, so I'd say it is really worthwhile.

[Anonymous]

...It's great to see some Mac talk here. Anyone in a service business? If so what are you using for billing software now that Timeslips wont support system 10?

I suggest TimeSlice. There is a learning curve, but it's powerful, flexible and it does generate invoices. I'm a user but not otherwise affiliated with the product.

Try this link:

http://www.casadyg.com/products/osx/?PHPSESSID=bc2b9409eadf2ab22845abd4adfda1ff#tslice

[Anonymous]

Llamagraphics' Life Balance is women-owned and coded, and was originally developed for the Mac/Palm platform, (it's now available for Windows). It also has a desktop component which syncs very well with their Palm software.

It combines three functions: an outliner (great for making lists and sub-projects), a calendar, and a to-do list which is related to both the outliner and the calendar. What is very diificult to grasp quickly, and what is also not at all GTD-recommended practice, is that the software allocates priorities as to which items show up in your daily to-do list. It makes a crucial distinction between what is "important" (file taxes; get a life); and what is "urgent" (call dentist about toothache; pay rent today), with the emphasis very firmly on what is "important". Therefore "pay rent today" can easily show up 10 items below "get a life" on your daily to-do list ...with possibly disasterous results.

To be fair to Life Balance, it is not designed to help you Get Things Done; It s designed to help you balance your priorities in ALL aspects of your life. To this end, it encourages you to put non-work related goals and tasks into the system.

I spent/lost about a week trying to figure out how to best use Life Balance(which has an active GTD user base in its discussion groups). I do like it. However, I am not using it on a daily basis, mainly because it's not good for calendaring, and also because it does not have a contact manager built in.

Another possibility is Daylite for Mac OSX, from marketcircle.com This has a beautiful, very slick OSX interface and is trying to be the Mother of all Swiss Army Knives, combining an ACT-like sales tracking program, a Personal Information Manager with Tasks and Projects, and a Calendar?appointment Manager. I had hoped this would be the program for me--but its task management capability is its weakest point. Looks great, but incredibly disappointing and frustrating in practice

Sometimes, I wonder if writing my own program in FileMaker Pro (which basicallyanyone can do) wouldn't be the best solution; alternatively,b using a good OS X outliner (like OmniOutliner) would probably be best for GTD lists.

So I STILL haven't found the perfect solution....!

[Mardo]

Guido, I too have been evaluating Daylite, the Market Circle program. I am a lawyer and the premier law office management program Amicus, which orginally was a Mac project, went to the dark side and stopped updating the Mac version. For over a year now they have said they are coming out with a new version for the Mac but won't say when. Last time I checked they had taken mention of it off their web site. I called and they said they still think they are going to go forward with a Mac version maybe by the end of this year. I have converted one computer that's not airported with the others to system 10 and I love it. I want to buy two new computers and go completely to system 10 this year. I need a back up. Market Circle looks like it may do what I need it to do-Linking Projects, clients, related people, plenty of space for notes and to do's but it's definitely going to take some time and does not have any timing. A lot of it, the sales prospects stuff, is geared toward sales people. The time and billing issue is another problem since Time slips is no longer supporting the Mac and wont due a system 10. the MacLaw listserv is working on developing their own system. I would be interested in hearing more about what you think of Market Circle.

[Anonymous]

Glad to hear I'm not the only one trying to make this work.

I'm looking for suggestions on how to make GTD work with OSX and a Palm IIIc. I use entourage for email, and would like to keep the system as streamlined as possible.

Entourage's task manager just doesn't seem sufficient for projects bigger than 'wash the car' and I don't like how critical links between information are lost in the sync to palm. And other than time-specific events, there's no way for hot actions to rise up to my attention.

Also looking for some practical advice on incorporating the '50,000 foot' (big life stuff) specifics into this system- I've considered keeping this separate as a mind-map but I don't trust that I'll keep on it if it's not right at hand.

Any advice? Also reachable at james@macanufo.com. Thanks.

[schakwin]

I am also a Mac user. TiBook at home and at work. I use paper for daily calendar stuff and note taking during the day and Entourage for Project list and sublists and phone book. I've fond paper much easier to use than the Palm on a daily basis. I also use a voice recorder for "on the fly" note taking.

I'm a lawyer and find that the GTD system is tough to implement and difficult to maintain -- a constant struggle against inertia and chaos -- but well worth it when I do it.

I don't think much of the various productivity software. From my POV, they aren't flexible enough and they tie you to your computer. The computer is invaluable as a kind of "mother ship" but if you're like me and need to be in different places, you are better off with paper (I use a Day-Timer with 5x8 pages) and a Palm.

OS X is terrific. It is stable in ways that previous OSes were not and allows full multitasking. There are some aspects of old Mac that everyone was used to and liked but I don't miss extensions and the sometimes finicky chooser. Learn this OS (you can learn it on a casual user basis in well under an hour) and don't get upset about what it isn't, enjoy it for what it is. Once you get it you'll be very pleased with it.

[Ambar]

I have been a Mac user for years (I am a Unix system administrator by trade) so I find OS X completely delightful and an "about damn time!" arrival on my scene.

My GTD interface looks like this:

palm m515 w/cradles at work and at home
iBook
Windows 2000k (my employer's PC)

On the Palm:
Life Balance
Datebk 5
Handy Shopper (organizes lists like nothing else)

On the Mac:
Eudora for email (nothing else I have seen is better)
Life Balance
Address Book
iCal

On the PC:
Life Balance
Outlook

I am extremely fond of Life Balance for GTD implementation. It's true that LB's own philosophy is to encourage you to balance your efforts in various areas (that you define!), but this can be toned down quite a bit by changing preferences. Personally, I appreciate the philosphy, and think it meshes nicely with my use of GTD.

If you think you might want to try it out (LB offers a free 30-day trial of the programs), your first stop after http://www.llamagraphics.com is probably http://www.actionable.org/files/ where you can download the "starter files" and documentation for a couple of approaches to GTD on LB.

As for an email program, I've determined (as discussed in previous postings) that tightly coupling my action lists to my email program is not for me. The very few emails I get which have greater-than-2-minute-actions associated with them, get an actual reminder put into Life Balance. I've found this is most productive. My bills are handled as part of my weekly review, so I haven't had a problem with late bills. :-)

I use the Mac default address book and calendar managers. iCal is not the best thing since hot cocoa, but my schedule is not terribly complex.

Cheers,

Ambar
http://ambarconsulting.com/

[Anonymous]

Entourage's task manager just doesn't seem sufficient for projects bigger than 'wash the car' and I don't like how critical links between information are lost in the sync to palm. And other than time-specific events, there's no way for hot actions to rise up to my attention.

While I agree that Entourage's task manager isn't very full featured, it's sufficient to implement GTD methods. The first step is creating categories for all of the contexts mentioned in GTD, including a "Waiting For" category. Entourage X can use multiple categories on a single item, so you can attach "Waiting For" to any task. (Once you assign "Waiting For" you can append something like "W/F new car wash" to show what needs to happen.) Assign different colors to all categories so they are easily differentiated, and then sort then in the task window by category.

As for there being no way for "hot actions" to rise to your attention save time-critical events, what criteria were you looking for? You can sort via category, so check where you are, look at the category, and decide what needs to be done. This has always been the part of David's system that is entirely dependent on the user.

Also, all of the important lists (someday/maybe, projects, etc) can be made into memos, as well as agendas (you should make an agenda category). As for information in links being lost in the synchronization process, well, that's just the way it works--I don't think it's any different for any other program.

Really, I use Entourage X for *everything* in the GTD system, and I find it's really quite good. If you have any more specific questions, just ask.

[alsa]

I am using ShadowPlan on both Palm and Mac. Yeah, they have a Mac desktop version but it's beta still. Works OK for me. I also use Personal Organizer from Chronos because it's the only one that syncs with Datebk5 categories

[avanderbilt]

I am using Tinderbox for everything except calendar and address book.

Calendar and Address book I use the Palm / Palm Desktop for.

I boil everything down through layers of Tinderbox using Agents and get my "Supercontext Lists" agents ... these get Nakajoki-Viewed out to Shadow in various ways. I use Shadow on teh Palm because it's easy to get stuff into. But I organize and process on my iBook only for these lists.

Tinderbox is amazing. I can tell you, for example, which people I care to keep up contact with that aren't involved in anything I'm doing right now, which of my Projects do not have next actions, and everything I can do at the local cybercafe. My tasks and projects are on a giant mind map. It's brilliant, fast, and as complete as you wish.

On the down side, it's kind of a frontier. I've had to work hard to translate my system into Tinderbox for the last week or so. I've had to do some very geeky things in the process.

http://www.eastgate.com/

[Anonymous]

After reading "The Myth of the Paperless Office", I have gotten the confidence to go back to paper for those things where it excels. I have a paper binder that contains all my active lists, and use a Palm m105 for my portable reference (addresses, reference lists, checklists, quotes, etc.) I find the hybrid makes the best use of the functional fortes of both paper and digital. Paper isn't old-fashioned -- it just excels in different things.

I was frustrated with the constant search for new and better in the software world, then learning and upgrading, etc. led me to a simple solution. My Projects, Next Actions, and Someday/Maybe lists are simply folders on the desktop all inside one GTD lists folder. I have nine folders:

@ calls
@ office
@ computer
@ agendas
@ errands
@ home
@ waiting for...
Projects
Someday/maybe

Each individual item becomes a folder inside these folders. The folders contain nothing but folders because they are just my lists. Project support goes elsewhere. I use Print Window 2.1.1 to print out each master folder and then bind them once a week in the tabbed sections of my GTD binder. In-between Weekly Reviews, I just use the paper lists for adding and crossing off. Very fast, no tiny screen to scroll, no new software to learn and upgrade, no Grafitti to deal with. Backing up means copying one folder. Plus, I keep each Next Action (that is tied to a Project) in its Project folder, and then drag an alias to the correct Next Action folder. A quick scan through all the Projects in OS X column view shows me that I have Next Actions for all my Projects. During the Weekly Review, I delete all aliases and start over. This forces me to touch everything once which helps with the "staleness" factor.

I also keep an "on deck" subfolder in some Project folders to capture any future actions that are taking up mental space. The combination of single Next Actions and the occasional On Deck actions handles 93% of my Projects in that it gets them completely off my mind. It is interesting to me that the Project size has nothing to do with it. Our one-day trip to an amusement park required a plan to get it off my mind, and a book I'm writing has a single next action. By the way, 93% is a real number. I suggest you check your Projects list and see which ones require writing down more than a single Next Action or 3-7 On Deck actions in order to get them off your mind. I believe it will be much less than you think. I find it is about 80% Next Action only, 15% 3-7 On Deck actions, and only 5% full-blown plans (outlines, calendars, etc.)

One of my favorite principles in David's new book asks if you are organizing because you like organizing or because it is helping you get things done. Being an ex-FranklinCovey junkie, I know the feeling of focusing more on the tools than the outcome. I would suggest you find something that works well for you, and stick with it for a while. Latest and loudest can affect your choice of tools if you let it. javascript:emoticon(':wink:')

Scott Moehring

[Mardo]

Are any Mac users using Chronos Personal Organizer with GTD? If so how do you use it? I know it syncs. Thanks in advance for your help

Mardo

[alsa]

I have the Chronos organizer on my Mac and it does sync with Datebk5 categories which is nice, but I find that I do most of my planning now on my Palm directly within Datebk5 and ShadowPlan

[Mardo]

I gained some information on the MacLaw listserv that I thought might be of interest to GTD users. When I posted asking if anyone was using Chronos Organizer two people said that when they used it they lost older notes and data. They noticed it when they synced but their backup was corrupted also. As I understand it both of these lawyers used the multiuser version.
One of the posters who was looking for more than Entourage/Palm etc for case management but less than the 100+ feature versions of case managment software said they he is very happy with Daylite.

[alsa]

I have looked at the updated Daylite program and it's superb. It support Palm synchronization for OS5 devices that support categories in Datebook internally (such as a Tungsten T3). I am going to possibly look at switching to Daylite from Personal Organizer. Check it out: http://www.marketcircle.com/

[Mardo]

Is anyone using Now up to date and Contact for GTD and project control?
I am hopefully within a few months of converting the office to my new beautiful souped up G5 and 20" screen and my secretary's new IMAC. I have to choose my contact/calendar/project software first. I have narrowed it down I think to Daylite, Personal Organizer, and Now up to date.
Thanks in advance for your advice.
Mardo

[Anonymous]

Another Macintosh user here.

Mac OS X 10.3.2
Handspring/Palm Treo 600
Entourage 10.1.5 for OS X

New to GTD thinking. very exited to begin. David is training me one-on-one next week. My staff gets trained at the end of the month.

Has anyone translated the David's Workflow processing using MS Outlook for us Mac users within Entourage?

I use most every application within Entourage. It all syncs with my Handspring/Palm Treo 600 phone.

No problems. no worries. In one word: seamless

[Mardo]

Stephen can you expand on how you use Entourage. Especially for projects etc.
I envy you the one on one training. I hope you post how it goes.
Mardo

[Anonymous]

Recently there has been a great deal of discussion amongst GTD enthusiasts on the Daylite users' forum. Participants are exchanging tips on how to best implement GTD methodology on their Macs.

In case you're not familiar, Daylite is the most comprehensive CRM solution for the Mac (similar to Goldmine on the PC). You can learn more about Daylite at www.marketcircle.com.

The Daylite users' forum can be joined by visiting:
http://lists.marketcircle.com/mailman/listinfo/daylite-talk

Regards,

Tom

[Mardo]

Thanks Tom. I just signed up.

[Anonymous]

I use this on my office Mac and home laptop, each running OS 10.3.2, and on my Treo 600. This program synchronizes seamlessly with all three. It makes implementing GTD easy and intuitive. It is built to integrate into the Palm desktop but can also integrate with other systems such as iCal. They even have a template and a tutorial designed for GTD users. It is pricy but I think it is well worth it. I have tried other programs but this is the one which really thinks in the way that GTD users think. Here is a link to the company site. I suggest you do the month trial to decide if you like it before spending any money.

http://www.llamagraphics.com

Here is a download link to the tutorial on using the program for GTD, by the way this is really well thought out:

http://www.actionable.org/files/GTD.with.Life.Balance.pdf

Here is a template that will be helpful too:

http://www.llamagraphics.com/resources/exchange%20files/index.html

I am surprised that there has not been much discussion about this great program???

[ceehjay]

I've tried it -- too complex for me. I prefer a few simple lists. I also prefer to make my own choices about the most important next action. This was one of those programs that took so much of my time that I realized I really wasn't getting anything done.

Life Balance has been mentioned here before, and it does have its devotees. You'll find a few Shadow Plan folks here, too. I've also tried SP, and it met my needs better than Life Balance. However, I'm back with a version of the Plain Vanilla GTD. I tend to stay more focused when I keep it simple.

Just my opinion --

[Anonymous]

I am surprised that you find LB complex. To me it really is easy. Let me give an example of the way this program saves time...

I used to use Omni outliner to plan and track my projects, then cut and paste or retype the action items from my projects into palm todo. Then when the @items were completed, it was back to the outline again to check the completed items off there, after I already had done it in my todo list.

Now LB is my outliner and it does all of this for me, saves me time. It automatically transfers the action items to my todo list, and it automatically checks off the completed tasks in my outline.

I looked at shadowplan which works in a similar way. If I had a PC, I would consider it, but the mac beta makes mistakes and it did not lend itself to being a trusted system that I could rely upon.

As far as selecting the action items, LB does not force you into doing one action item over the other. You can choose which ones you want to do.

Anyhow, this is a system that works for me, maybe it doesn't work for everyone.

[Anonymous]

Nova-mind, a great mind-mapping program, it updating their software shortly (2.0). It will soon have the capability to export via opml. LifeBalance, a great program which takes outlines and puts them into context specific todo lists, has just acquired the capacity for opml import/export.

Using these two programs together, one will soon be able to easily mindmap an idea, organize it into an outline, transfer it to context specific todo lists which you can carry around and check off on your Palm - AND ONLY INPUT THE DATA ONCE!

Hey David Allen, its time to make the switch to Macintosh!
:D

[Mardo]

By this time next week I should have my "way cool" (as David Allen would say) G5 with the Apple 23" monitor. I winced hard when I wrote out the check but since it was six years since I bought my last computer I figure something that I am going to be looking at 6-10 hours a day until 2010 deserves to be way cool.

I am getting Office 2004. The computer store says they think its arriving next week and several of the Mac sites have echoed that. I really like the fact that they have a greatly expanded project center in entrouage. I hope that it will be all I need for my data base.

Here is hoping it improves my productivity!

[Anonymous]

For an extremely flexible and intuitive task/project/think-tank program for the mac, try VooDooPad. It's tricky to describe, but if you have ever heard of a wiki, it's similar. Pads can be exported to the iPod. No connectivity to Palm yet. I have been using it for research/writing, but have recently started using it for tasks/projects. You can check it out at www.flyingmeat.com. I'm not associated, but was an early adopter.

Brian

[Mardo]

I just got the new Office 2004 and am sitting here setting up Entourage. The new Office Entourage 2004 has a project Center and it syncs seamlessly with my Zire71. Projects can be linked to tasks, contacts, memos, any office generated document, email etc. I chose to sync Contacts, calender, and tasks. I think this may be it- the contact and project manager that can keep projects together. There is also clippings from anywhere that can be associated with the project and you can even get driving directions from your office to a contacts address.I need to find out how many catagories can be assigned to a project. Key words fit in somewhere.
Its early days yet but I am optimistic.

P.S. This G5 and 23 inch monitor has made me very happy!

[Anonymous]

I had been looking for a Mac notepad application that allowed links and just picked up Voodoo Pad after reading Brian's post. I'm interested in hearing ideas on how to best configure it to link next-action and project lists.

DZ

[Anonymous]

I had been looking for a Mac notepad application that allowed links and just picked up Voodoo Pad after reading Brian's post. I'm interested in hearing ideas on how to best configure it to link next-action and project lists.

DZ

Well, it's pretty easy to configure to the GTD method. I made pages for each category (projects, tasks, waiting, someday/maybe, etc.). If you need a notes page, you simply turn the project into its own page and you can type away.

You can drop files onto pages and it will link to the files (also works for url's to web pages). If you drop a picture, it embeds into the page. The programmer is almost done linking Address Book cards, so you'll be able to drop those onto pages as well and it will link to the card.

You cannot sync to Palm, but you can download to the iPod. The program can export to a variety of other formats, including Word, HTML, etc.

See www.flyingmeat.com for more info. It's an inexpensive program and the author is very responsive to requests.

Brian

[Anonymous]

I read thru the messages and have looked at the various alternatives (other programs) and am pretty much maxed out with program buying and implementation = one more thing to do and learn!! I want fewer not more. I figure that I already own Filemaker (6, but will be moving to 7) and generally have the idea of templates etc. I would think someone has already created one for FMP (and there is a program to sync to Palm a FMP database, so that chore would be done. But, despite several googles on topic, no go.

If anyone does know of a Filemaker template, that'd be greaet.

I have a Cube (souped up) and also am a lawyer on the MacLaw list...

Thanks much for the discussion.

[Anonymous]

If anyone does know of a Filemaker template, that'd be greaet.

Thanks much for the discussion.

VoodooPad has continued to work well for me (now going on two months), but I use Filemaker extensively and I too would be interested if anyone discovers any templates.

As an aside, have you noticed how many views this thread has? Speaks well for Mac users, no?

Brian

[Mardo]

Jane I had a learning curve with osX but now I love it. Sherlock is fantastic. I tunes is wonderful, and Office 2004 with the Entrourage project center which syncs wonderfully with palm and links all documents, contacts, tasks, events memos etc etc was the missing key to be a list manager and my case manager. Once you get used to using the finder in panther everthing is right at your finger tips. And my G5 is sooo fast!
Mardo

[Anonymous]

Has anyone looked at the Filemaker Inc.'s application Tasks for GTD suittability?

I am personally anxious to see the Work Requests application they are releasing this month. The two (Tasks and Work Requests) can be linked together and with your contacts database.

You can learn more here: http://www.filemaker.com/applications/

[aderoy]

I have used this as a basic template for a task list database:


Name --- Project Name
Log --- Document # auto assign
Brief Description --- What is the goal or issue/step
Status --- open/close/inprogress/delay/defer/cancel (picklist)
Priority --- Red/Yellow/Green (Hot/Normal/Cold etc)
Open Date --- Date/Time item was opened / logged
Originator --- From whom did this request come from.
Assigned To --- Task delegated to (Picklist ?)
Due Date --- Date/Time for reply/follow-up
Last Updated --- Date/Time of last status
Additional Cost --- What is cost?
Progress --- Memo, details etc.
Team Assigned --- If needed (normally blank for me)

This of course does not have any reports etc (since it would be different for each and every database application -- used askSam under Windows or MQSQL under Linux for testing).

Food for thought.

[Anonymous]

Llamagraphics' Life Balance is women-owned and coded, and was originally developed for the Mac/Palm platform, (it's now available for Windows).

As far as I know two of the programmers are men (if it matters) and it was orginally coded for the Newton.

[Anonymous]

As Mardo mentioned, if you're using Mac and you like to apply GTD, don't look further. Office 2004 has everything you need in one single piece of software > Entourage Project Center. no add-ons, no complicated setup or integration of different tools, but just one simple & intuitive interface for managing your projects. i tried different applications (also the Apple iApps) but i never found a tool that was really simple and powerfull at the same time. i like to focus on my actions and want technology to help me, not to hinder or distract me.

another big advantage of Office 2004 is the Project Palette. a nice feature that you enables you to access your projects at anytime in every MS Office application (Word, Exel, PowerP) and link the docs to your respective projects.

i'm using the Project Center since a couple of weeks now and decided to use it for the rest of my staff (we're an advertising agency and everything is organized by jobs & projects). i'm sure it will improve our productivity with at least 10% ;-)

[Anonymous]

As far as planning out your project outline, listing and completing action items in specific contexts, I think LifeBalance is a much better and more sophisticated program than project center in office 2004.

[Anonymous]

Visit http://www.codejedi.com/ and check out the new desktop beta for Shadow Plan. It's a pretty fine beta. I'm glad to see my favorite GTD app appear on the scene for OSX. I can use it both at work (Windows) and home on my eMac, giving me a great deal more flexibility.

Check it out.

[TesTeq]

MB,

Visit http://www.codejedi.com/ and check out the new desktop beta for Shadow Plan.
This link does not lead to Shadow Plan site :? .
TesTeq

[Anonymous]

It did literally two hours ago - looks like it's been pulled by their host :(

[Anonymous]

The link works for me now - there were apparently issues that have now cleared up. Try again at:

http://www.codejedi.com/

- MB

[TesTeq]

Yes. I can confirm. It works for me too :D . It was "A Momentary Lapse of Reason" of the Internet :wink: .
TesTeq

[tulipcowgirl]

As Mardo mentioned, if you're using Mac and you like to apply GTD, don't look further. Office 2004 has everything you need in one single piece of software > Entourage Project Center. no add-ons, no complicated setup or integration of different tools, but just one simple & intuitive interface for managing your projects.

I'm a 6-year PC user (since I've been out of college) and also I die-hard Outlook user. But lately (as a design professional) I've been considering a switch over to the new Mac OS X system, since I hear rave reviews about it and not just from designers anymore. I like the specs (and look) of the G5 and its components but have been concerned about the transition from Outlook to Entourage. I also use a Palm T2 synced to both home and work. If I switched to Mac it would be home only.

But it sounds that BillG and possibly a couple other people have found the newer Entourage software addresses their GTD system as a whole. I use strictly Outlook for my GTD system and would expect to use ONE software program on the Mac OS as well.

I'd like to hear from other users who have recently made the PC to Mac switch, and also those who like Entourage and Project Center as their GTD system.

Does anyone use Outlook via the Virtual PC on Mac?
Is it possible to sync my Palm to a Mac at home and a PC at work without creating chaos?

thanks in advance.
erinn

[Mardo]

Erinn, Here is how I use Entourage 2004
My work projects are client centered, so my projects are by client name. When the project is closed I archive it, and as I have recently found when a project I thought was closed, became active, its very easy to open it again.

I have my related email on a project going directly into that projects file. I attach all contacts. I sort my contacts by categories, client, other side, lawyer, broker, financial advisor etc. So when I hit contacts under a project file I have everyone who is involved in a case right there. All my hard dates are in the calendar. I link them to the project. All My tasks use the standard GTD categories @office, @errands @phone and a few that are specific to me and linked. I use the sort functions due today and this week to identify those items that I have to get done on a time certain. I usually use a self imposed due date so I am aware of how long something has been sitting.
All documents that are drafted for a particular project are linked to that project. One clink and you are there. Terrific when a someone calls to review a draft. No running to get the file.
I create one note for each project and that's a running commentary on what I have done, info I need to remember, what's next etc.
I am going to create a check list for each type of project and I will link the appropriate check list as a note.
I also categorize clients by type-business, real estate etc. so that I can send appropriate newsletters etc to the clients. Since we can have multiple categories some appear under several categories.

The Project list doesn't link to the palm. But the older I get the more I like to work on a larger screen. I have the Mac 23 inch screen which I LOVE.
When I am away from the desk I need contacts, calendar, and task lists and all those link very well to my Zire 72.

For me its project support and GTD in one terrific package.

[Anonymous]

I'd like to hear from other users who have recently made the PC to Mac switch, and also those who like Entourage and Project Center as their GTD system.

Does anyone use Outlook via the Virtual PC on Mac?
Is it possible to sync my Palm to a Mac at home and a PC at work without creating chaos?

thanks in advance.
erinn

I'm not using virtual PC on the Mac, but I do manage to sync my Palm to Entourage 2004 at work and Palm Desktop for Windows at home. It created chaos the first time but I think that was mainly because I hadn't installed the latest conduit for Entourage.

The Project Center is a convenient way of looking at various project-related items--tasks, notes, e-mails, files--in one place, but not a lot of bells and whistles. As far as I know you can't use it to generate, say, a GANTT chart (though that's not my thing). Projects don't synch to the Palm, but that has been mainly a non-issue for me: the Project Center is not my projects list--it's more of a staging area for project support materials. My projects lists are categorized memos/notes. (Anyone know how I might print out a list of memos/notes from Entourage or Palm Desktop? Both apps only let me print the whole memo, not just a list of memo titles.

[Anonymous]

I'm a graphic designer, and have just implemented GTD in my own work. I've been reading these posts with great interest. I like how the project view in Entourage allows you to link everything to one project, but what I'd like to know is does it create a real projects folder? Or is it just a pointer? Ideally, I'd like to be able to save everything, including my graphic files (Photoshop, Indesign, etc.) into one place. It would be great for archiving and burning cds, as well.

As for the memo list print out, as far as I can tell the only way to do it is by doing a print window. Not too elegant a solution...

[selowitch]

I'm a Mac user, too, and I've just picked up my copy of GTD and looking to implement it.

[Anonymous]

For mac users, a valueable resource for ideas is Merlin Mann's http://www.43folders.com. It's an OSX GTD blog. The associated google group is also great.[/url]

[Anonymous]

Try some of these:

NoteTaker by Aquaminds http://www.aquaminds.com

You can actually embed live browsers via urls, and the link is dynamic, as the linked item changes so does the embedded browser in your notebook. It can fuction with GTD easily.

Also consider (http://www.devon-technologies.com) for their DevonThink (pro is in beta right now and should get the final testing in early spring.) The Personal edition can be "trained" according to how you classify data, so with in a week or so just drag whatever to the icon and it will self-classify and sort.

Also learning to use Llamagraphics LifeBalance. They have both Palm and classic and OSX desktops and you can buy the palm/desktop as a bundled unti at discount.

Hope that helps. I don't like Entourage enough to try and find work-arounds. I have gMail but haven't tried to set up GTD with the labels. Frankly, I get all creeped out by them scanning email and posting "custom" targeted ads to the mail page. I will probably drop private email out of google and keep it for storage via DropZone.

[Anonymous]

I'm just getting started with GTD. I attended David's seminar in Washington last week which was excellent. I'm excited but a little anxious about making it work.

I have been a Mac user at home for years. I have a new iMac G5 and a basic familiarity with OS X but I have a lot to learn. At work I use Windows and Outlook. I've set it up manually for GTD but I'm hoping to get the add-on.

I haven't moved files over from my G3 Powerbook yet. I was using Entourage for mail and Palm desktop for contacts and calendar. So far I've been using Mail on the iMac.

I bought a new Palm Tungsten E today to replace my ailing Visor Prism. At my last job I synched it with the Mac at home and the Windows machine at work. That worked pretty well except that some recurring appointments would show up multiple times on the same day.

The software that people have described (Life Balance, Daylite, Shadow Plan, Entourage, etc.) all sound like they have very helpful features. I'm not sure how any of them would do working with the Palm and with Outlook. I'd appreciate any insights you might have.

Frances

[Mardo]

I went to the seminar in Boston. for the second time. Even though I had taken the seminar before I got more out of it this time, probably because I was aware of what I was not doing when David described it. It was a good group of people with some good questions. An ongoing family medical emergency has made the last month, very spotty for work and not having done a full review the week before the emergency has really shown up the value of doing the weekly review and the price you pay when you don't .
Next week we are closed Friday and with what I hope will be a medical issue that's well on its way to being controlled, I hope to have a full weekly review and to be caught up by the time the following Monday roles by.

I am still using entourage, and I am still very happy with it. There is a book out by the publisher Peach- something that has a new book out just on the project center. I will post the name when I get the book. I haven't found it in the book stores. They are not great about carrying Mac software books.

Have a happy thanksgiving everyone.

Mardo

[Anonymous]

Hi Mardo and others,

I was at the Boston event to and really had a great time - though it was my first!

I discovered GTD a few months ago and its been a great help. Since I am also a mac enthusiast, I thought I'd share what I'm doing and why.

For me, it is critical that I be able to share contacts and calendar info with my secretary. Neither one of us is in the office enough, so we have to share info as much as possible via means other than face-to-face meetings.

So, I use Now Up to Date and Contact. These programs have their frustrations to be sure, but they also have their perks - sharing is included, so that's a plus for me. I think the Now products, because of their age, are now over-developed. Some work should go in to simplifying them, updating the interface, and removing legacy features that no longer make sense. I could probably write an essay on that alone.

For email, I use Thunderbird. I have spent a LOT of time looking for a suitable email client. I've literally tried them all - and I would pay a small fortune for one that does all that I want. Thunderbird comes closest, and it is free! I find that Thunderbird allows for the fastest and easiest processing of email - that's the real key for me. Like most, I have about 100 - 200 emails a day - and most are crap. So I've got 15 - 20 essential emails, another 20 non-essential but worth reading and keeping emails, and the other 100 or so are crap. With Thunderbird, i can churn through them, delete or file them as appropriate, very quickly and easily.

I also have a very old CLIE T615. I plan to update this early next year. I was a bit disappointed in the Palm T5, but it will be a huge upgrade for me from the old CLIE. If nothing new from Palm comes out between now and January, I plan to get a T5.

I find the Palm very useful. While reading emails, I'll input follow-ups and to dos right into my palm - I find this faster and easier than switching to NUTD. I also use the Plam as a rolodex- so the truth is I don't actually *use* NUTD all that much - it's basically a synching system between me and my secretary.

My favorite feature of the Palm is the fact that you can click repeatedly on the "To Do" button and it will cycle through your different categories of to dos. I find this a wonder. I used to use Datebook 5+, but now I find it too cumbersome. I am currently experimenting with Agendus - I like it for the most part, and it maintains the todo cylcing feature that I like, but it runs slow on my old CLIE. I assume it will run fast on a T5.

I looked into Office 2004 and the Project Center when it came out. I liked it, but I also found it cumbersome. Plus, it's real value comes when you use all the other components of Office. Since sharing isn't included, and since the email client is not nearly as good as Thunderbird in my opinion, it's just not a good option for me.

I also use Omni products. The outliner they have is great for basic outlines and thinking through a project. OmniWeb is a great web browser, though I'm also found of Safari and Firebird. OmniWeb allows you to really focus on the task at hand - which keeps me from pointless web surfing.

ok....enough rambling....great to be here!

[joshwa]

See 43 Folders (http://www.43folders.com). Merlin's site is all about doing GTD stuff on the Mac. Has good reading for non-mac users, too!

[Anonymous]

I'm a Mac user (in a three-PowerBook household) and a relative newcomer to GTD. Perhaps my life just isn't very complicated, but I've found so far that I can manage the GTD just fine with the basics: Palm Desktop and my Palm and a few index cards strewn around the house. I've set up action lists pretty much as set out in the book, and so far I'm remembering to review them and crossing lots of things off.

I use StickyBrain for collecting miscellaneous snippets of stuff for reference, and I've just realised that I use my mail client, Eudora, for a whole bunch of things not related to e-mail: drafting text, filing information, etc.

My work (editorial, self-employed) is pretty straightforward, so I don't need complex project-management tools. However, like a lot of people here, it seems, I'm fond of organising toys and always on the lookout for the magic wand that will instantly tidy up my life and unleash all that energy pent-up creativity (yeah, right). Among the things I'm demo-ing are

LifeBalance (probably won't bother)
NoteBook
NoteTaker
Ulysses

iCal looks OK, but I do a lot of my work on an OS 9 system, and I want to be able to switch instantly to my organiser when an idea strikes. Palm Desktop is basic but functional.

I'm getting the sense that if you just review and think about your stuff, doing so will dictate the methods for keeping track of it.

[Anonymous]

Is anyone using the new version of DevonTHINK as a GTD tool?

I love a lot about it and think it is really cool, but I'm still trying to figure out if it's really useful. For some applications, I'm sure it is amazing - for instance, I know a lawyer who this would be a great tool for - put in all the materials for a case in all the various formats - PDFs, Word, Text, etc. - and then search like crazy. It's critical in his work to find connections to events, people, places that are revealing and unique....

But I'm not sure I have a use for it....as a pastor of a church, I thought it might be useful to store all my material for worship in there, and then find everything I've ever done for a certain Sunday of the year with a simple search..that kind of thing - but I'm not sure if the work to get there is overkill. I also wonder how it could be used effectively for GTD. Someone on 43folders posted something about this..but I just don't see it being any better than the todo app on my palm....

any thoughts?

[Anonymous]

what do people think of th Shadow OSX, incorporated with GTD?

THANKS,
a newbie.....
david

[Anonymous]

Someone on 43folders posted something about this..but I just don't see it being any better than the todo app on my palm....

The tools are the means, not the end. If you don't think you need it, well, maybe you really don't need it. You only need new software when your computer can't do the things your brain wants it to do.

I've been tempted by lots of magic-bullet applications and come to the conclusion expressed by (I think) Robin Williams, and I am probably not quoting exactly: "The Mac will help you organize and create, but it will not make you organized and creative."

That said, what the hell? Download a demo and see whether the latest magic-bullet app actually changes your life.
[/quote]

[Anonymous]

Is anybody using Entourage in OS X together with a PocketPC?

[joelcpa]

I am still using entourage, and I am still very happy with it.


Mardo, I just upgraded to Office 2004 and am loving Entourage's project center. Great for my client-centered life and GTD.

[gordyt]

Howdy Jane,

You had written:


Are there any GTD-ers using this forum who are on Macs? Right now I'm using Entourage (2001, not OS X) for my master task list (moderately useful) and Palm desktop for contacts. Yes, this hybrid system is confusing and somewhat silly, but I like to have my tasks and my email together (often I make tasks out of email), and haven't been able to successfully import Palm info to Entourage.
...
What does anyone else use?

I am brand new to the GTD world and am still in the process of updating my reference system. But I have played around with the tools a bit and will share with you what I am currently using.

Hardware:
1. Mac laptop
2. Treo 600
3. iPod

Mac Software:

StickyBrain, version 3.2.0
iCal
AddressBook
Mail

My Inboxes:
1. Physical inbox and home and work
2. Inbox in Mail application
3. Small notepad I carry with me everywhere.

If a thought comes to my while I'm out and about, I jot it down in a small memo pad I carry. I find it easier to write things down rather than enter it on the Treo.

My StickyBrain application is setup with the following folders:



completed_actions
complete_projects
future_projects
memo_lists
projects
reference
iPod/actions
agendas
anywhere
call
computer
errands
home
mikie (my wife)
office
online
waiting_for


Each project gets its own entry the the projects folder in StickyBrain (SB). The title of the project is as follows:

context/project_name

Examples are:

ags/Student Management Database
home/Garage Repairs
gnm/Sqlite Plugin

In these examples the "context" part of the project name is either the place or the company name (or abbreviation).

The body of the entries in projects contain additional project notes and links to project reference files.

Then, also in SB, I have an entry in the appropriate actions subfolder whose name is the same as the associated project name. The body of the entry has action steps. As they are completed I check them off and also append the date/time that it was completed. The entry will then be moved if necessary to the appropriate action subfolder.

SB allows you to link notes together, so the action steps entry for a project is linked to the project entry.

All of the action step folders are in a subfolder of "iPod". SB will sync anything that is a subfolder of iPod over to the iPod. This lets me have a copy of my Action lists with me when I am on the move even if I don't have my computer with me.

I use the standard iCal application for all of my Calendar type information tracking.

I use the standard AddressBook application for all of that information.

I use the standard Mail application for email.

My Calendar and AddressBook entries all synch to both my iPod and my Treo.

Hmm, I guess that's about it! I am glad I found this forum. It has lots of interesting information!

--gordon

P.S. Here is a link to the StickyBrain folks (http://www.chronosnet.com).

[Jane M.]

Thanks, Gordon, for that very in-depth look at Sticky Brain. I was trialing it before Christmas but too busy to really play with it before the trial period expired. Perhaps I will cough up the $40 and noodle around with it some more using your notes as a guide.

Also, since I made that original post (September '02, WOW), I've taken up with LifeBalance, which I do like a lot.

Have been resisting putting anything other than music on my precious ipod, but maybe it's time to get over that.

Thanks again -
Jane

[gordyt]

Hi Jane!

[quote="Jane M."Also, since I made that original post (September '02, WOW), I've taken up with LifeBalance, which I do like a lot.

Have been resisting putting anything other than music on my precious ipod, but maybe it's time to get over that.
[/quote]

I will have to take a look at the LifeBalance software. I'm a sucker for new tools! :-)

As far as putting stuff on the iPod. I say GO FOR IT! There is so much room on these things. I love having all of my contacts and calendars on the iPod.. Makes it easy to look up something or someone in a pinch!

--gordy

[dbenegal]

Gordon's review of Sticky Brain is fabulous.

I've been using MacJournal in much of a similar way. It's worth a try out and version 2.6 is free!

[gordyt]

Howdy dbenegal,


I've been using MacJournal in much of a similar way. It's worth a try out and version 2.6 is free!

Thanks for posting the MacJournal info. That's an interesting piece of software and I have not ever used it. Have to check it out now.

--gordy

[dbenegal]

Gordy while we await your review of Mac Journal, I have a question;

iCal doesn't have categories like Palm Desktop. I guess when you sync to your Treo you don't use one.

I'm using a rather round-about way:

Create a Calendar in iCal called Actions and then Prefix every ToDo with @Calls, @Work, @Online and then the description of the task. The Hotysnc to my Palm handheld.

A bit painful unless you or someone else has a better suggestion.

I switched back to using Palm Desktop though find my I miss sending and receiving Calendar events which iCal has and Palm doesn't.

dev

ps: Notational Velocity is a great app to have around for those random notes and thoughts and has a superfast find feature.

[Jane M.]

Over the past few months, I've noticed something disturbing. I only use Palm Desptop for addresses, not tasks or appts. Sometimes, rarely, changes I make to the addresses disappear the next time I open the file.
I'm a publisher. I recently published an industry directory, and this little glitch got me into hot water with a couple of accounts. It's affected my subscriber database too. At first it only happened enough times that I thought it must be my personal error, but a couple of days ago I found physical proof. Haven't yet contacted the company.
Anyone else?
I'm using OS 10.3.7
Thanks -
Jane