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Overkill and back to basics
Published Thursday March 9, 2006 · Permalink

I decided to revise my old post on using a Palm for GTD. There have been a few changes during the last year or so, which justified a closer look at what I was doing:

• I changed jobs (and country), so I’m not stuck using that lousy Groupwise collaboration software anymore. Given that I work at a university, I can use whatever I want, and I have Outlook in my PC and Entourage in my Mac.
• There has been a real explosion of new applications that promise a nirvana for GTD freaks and ease of collaboration.

Firstly, do I need an ‘AJAX based’ collaboration suite to keep my to-do list? Most likely not, a piece of paper will do. Actually, this is my permanent struggle:

• I prefer paper over electronic form for writing. I am a slow typer and using a stylus in a Palm is very slow. However, there are two things that are easier electronically: updating information (rescheduling or changing contact details, for example) and reminders (alarms). The first problem has a simple solution: write with pencil and carry an eraser. The second one is the crux of my complications: I forget to check my paper diaries and reminders are the key to my survival. Thus, a service will be interesting to me only if it has reminders.
• I want synchronisation. I want to avoid duplication of effort as much as possible. There is no point on wasting time writing down appointments in different systems, which relates to the next point.
• I want consolidation or ‘one page to rule them all’. One of the main tenets of GTD is to keep only one system. Although there are several examples of ‘hacks’ to connect a number of of different tools to organise activities, I believe that in most cases they are just a bloody waste of time.
• The system has to be simple: I do not want fifty lists of things, endless configuration and tweaking. It has to ‘just work’.

Thus, my current work flow now has Outlook/Entourage that synchronises with my Palm Tungsten T3, which I carry with me all the time. The Palm just acts as a diary with alarms. The only added software is still Agendus Pro (which I have not bother on upgrading) and Bonsai (which I have not used for a while, but that I will try again).

So now there is synchronisation and consolidation (Outlook/Entourage and the Palm are mirror copies), I can carry this thing with me (the Palm) and if the Palm dies (as it did during the weekend for some strange reason) there is always the chance to check my items through internet, either using the Microsoft Exchange or connecting to my computers using Remote Desktop Client.

Back to internet services

Anyway, with my current system out of the way, I want to explain why I did not go for an internet service. The main reason is because I need to keep things easily accesible for when I am offline. Yes, I could try to access some of these services via my mobile phone, but it would cost a fortune to see things in a very small screen. In addition, a lot of the AJAXy interface would not work. Most services do not allow for synchronisation with a PDA.

There are also other issues like: Can I trust the data to the company? Will it go belly up in the next three months? Can I save or export my data in another format, so I’m not stuck using an unreadable mess?

If the programs or services promise to deliver collaboration features:

• Does my dad know about it? Would he use it without me spending more than five minutes explaining how to do it? For example, Skype passes this test.
• Does it require that all parties install or use the same web site? Yes? Discard the service, unless the economic advantage and features make it a must have. Skype comes to mind again.

Another question, Can I run it under my control? I always prefer something that I can install in my server over some ‘hosted by a start-up solution’. Yes, I am a bit paranoid about losing my data, but shit happens and one learns.

Finally, do not believe all the hype. 37 signals may be the poster child for that amorfous web 2.0 label. However, I do not think that their programs are of much use, and I rather prefer the software delivered by other companies. I mentioned writely (the equivalent to 37’s writeboard) before. There is also Zoho Planner, which is certainly nicer than any other web planner that I have seen. So, if you are interested in web software shop around.

PS 2006-03-17. In another example of reducing complexity, Rui Carmo got really excited about using Tracks for GTD. A week later he dumped the whole thing for Outlook and Citrix. The latter to allow for crossplatform access.

del.icio.us tags: gtd productivity webservices.

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