This summer, I suffered a computer crash. Luckily, I saw it coming — it would have problems, temporarily freeze, then lock up and crash. Despite my efforts to clean out unnecessary programs, processes, and detritus, the problems kept getting worse, and I knew that I’d ultimately have to erase everything and start over.
So, I did what anyone would do. I backed up everything I thought I’d need, made lists of the stuff I’d want to reinstall, and went ahead with the erase job.
Two things happened:
- I erased everything and reinstalled just the OS, only to find my problems remained. It turned out to be faulty RAM that I had installed six months before. Yes, I ran hardware tests, but they didn’t show any problems. Major thanks go out to Mariam, the angel on the Mac forum who saved my bacon. Ever since getting my new RAM, everything has run perfectly, like a Mac does when you don’t put junk in the engine.
- I realized that the way I had been working, managing information, and handling my digital life was way outta whack. I had backups, I’d worked efficiently, I’d streamlined my processes… yet until I had to start completely over from scratch, I had no idea how much fat there was still was left to trim.
Welcome to the butcher shop.
Now, I’m pretty sure—without Googling—that there are umpteen posts similar to this one out there in the world. I mean, productivity “hacks” are a dime a dozen, I realize. And, it’s not my intention to just air my laundry, so to speak.
But along with that little observation, my internal censor tells me I should just stop writing now. But to that censor—and yours, if you got one—I say two things:
- I don’t care. I mean, I think it’s great that other posts are out there, but since this is my virtual soapbox and my life, and this was a meaningful event that has shaped every day since, I’m going to write about it.
- I’m not a “productivity guru” writing about getting things done faster, easier, etc., as means to their own end. Gawd knows, everyone who has tried to implement increased-productivity measures in their lives has hit the point where they were tweaking their system more than actually doing things with said system.
But that’s not my intent here.
I don’t write about this to help you shave 0.4 seconds off your email time; I write about this because if you can walk away from your desk/laptop/iPhone with a few less knots in your shoulders and a clearer mind, then I’ve done my part. It’s about peace of mind, clarity of thought, and ease of being. Not to mention creating less waste and saving resources, both external (paper, space, time) and internal (thought, stress, and your creative potential).
That said…
I honestly don’t know if I could track every change that has come into my life since my self-induced electronic colonic, but I’ll share with you the biggies: the ones that I notice many times a day have improved my workflow and left me feeling much more peaceful about how I flow from from one task to another.
The big mind-shift happened as I went to download the software I had been using before the crash. I had taken screenshots of my Applications folder, so I could get everything back to the way it was. As I looked over the list, I realized that:
- there was a bunch of stuff I had downloaded that I just didn’t use any more (surprise, surprise),
- there were a few programs that were redundant, because other, better solutions existed… and now was the perfect time to take advantage of them.
Case in point…
Email.
I had been an avid—and satisfied—Thunderbird user for some time, after leaving Eudora years before. But I had also been hearing good things about just using Apple’s Mail, because of Address Book integration.
So, I Googled “mail vs thunderbird”, and I found this post by Dave Moyer, about using Gmail instead. Brilliant.
Why Gmail? Because:
- you can receive, and send from, other email accounts through Gmail. So, you’re not limited to just youraccount@gmail.com.
- all of your mail is automatically archived, just in case. Never lose an email again. And, because it’s all online, it takes up zero space on your own computer.
- there are plenty of helpful features (and extensions, via Google Labs) to manage your mail effectively, from labels to stars to filters and more.
- it runs out of your browser, so you don’t have to have yet another program running, taking up screen real estate, system memory, or time to download new messages. Translation: it’s faster.
- thinking of getting a new computer, ever? No more migration hassles; just log on from you new machine—or any machine, for that matter—and all your stuff is right where you left it. Translation: no fear of ever losing your stuff.
In Dave’s article, he said that everyone he talks to who actually gives it a shot ends up loving it within a week. It only took me a day.
Once I had embraced the “computing in the cloud” concept with GMail, I was curious to see what else was out there that would supplant my previous on-my-machine solutions. Next up…
Task Management.
Here is one place I’d been trying out all kinds of solutions for years, with never a clear winner emerging. I’ll spare you the exhaustive rundown, but the last program I was using to manage my projects and to-do’s was Things. Things rocks. I’m not a GTD’er, and Things is flexible enough to let me keep my projects managed how I wanted.
But again, I wanted something that was stored/synced automatically online, so I wouldn’t ever lose data. And, at the same time, I was examining how I stored the information related to my projects, and tangential snippets of stuff that invariably surface while working on a project. Saving everything to files, folders, and browser bookmarks just didn’t seem like the way to go, not when so much savvier solutions are out there.
And then I found a program that could handle my task management AND my incessant exploration of the web, all synced online, and all free. I danced my everloving jig, bowed in gratitude to the universe, and promptly fell in love with Evernote.
Evernote allows you to capture notes, screenshots and images, and URLs of anything, anywhere, anytime. It works on Macs and Windows, it works on iPhones and mobile devices, and it automatically syncs with a web-based version. It’s simple and intuitive to use, allows you to tag entries, create multiple “notebooks”, and search easily.
And, get this: it even scans the images you put in, and any words that are in the images will also be searched. Daaaay-ang, that’s sweet.
Here’s how I use Evernote:
- I have a Design notebook that’s my default, and as I browse the web and learn new tricks related to my webdesign business, I grab screenshots and the address of the page for later. No more saving webpages in overstuffed folders on my hard drive, no more endless browser bookmarks, no more “I know I saw a solution for that once… where was that/what did I do with it?” This alone saves me hours. Hours.
- Each note that I make from something online contains a screenshot, for easier visual browsing and memory-jogging. I also make sure to take advantage of Evernote’s tagging and url-linking feature, so I can easily find notes later, and jump to the site I got it from when I need more info (I sometimes save big chunks of code, but typically just save a snippet of the original to save time and stay in the flow of what I’m doing).
- I make a new notebook for each of my design clients, and while I often create individual notes within it to store various chunks of info, there’s one “master” note in each one where I keep lists of what needs to be done. I use sections to keep everything organized, and label them @Next, @Questions, @Waiting, and @Launch. Once glance and I know exactly what’s next for each client.
I can’t imagine working without Evernote, it’s that universal for me. And, sometimes I lose track of how all my projects need to be managed and what’s next. Rather than go through each notebook one at a time, I rely on Remember the Milk.
Remember the Milk (RTM) is another online, free-to-use service that excels at to-do list management. It can be used via the web and/or mobile devices, but my two favs are the Mac Dashboard Widget and the Google Mail add-on. My RTM list, made up of the top “@ Next” items from my projects, shows up in the right sidebar of my Gmail page, so not only do I see it every time I’m in Gmail, but I can also easily add tasks that come up as a result of communicating with people.
Oh, and appointments? I ditched iCal, too, in favor of Google Calendar. No more Address Book, either; Gcal stores contact information, too. It’ll even pull data straight from those that email me… I rarely even have to enter anyone’s information in manually.
See the theme emerging, here?
Online, backed-up, accessible from anywhere, one less program running… all these simplifications mean less “mental overhead” for me, faster computer performance, and the peace of mind that I’m not going to lose my data if my machine breaks. I breathe regular sighs of relief, believe me.
Now, it’s possible, I suppose, to lose my data if Google’s/RTM’s/Evernote’s servers were to somehow all crash. But which is more likely… that I’ll mess something up, or they will? Besides, if I was ever really concerned about it, I could always sync their machines with mine, and keep local copies. Ultimately, that’s a great idea, I just haven’t gotten around to it yet (pray that those aren’t famous last words!).
I do, by the way, use an automatic data backup service, too: Mozy. Pre-crash, I used to backup all kinds of stuff. Now, post-crash, I’ve realized that most things I can put on cd’s or dvd’s and back them up myself; it ties up less internet bandwidth that way. But I do backup my applications settings, passwords, keychains, and such through Mozy, because those are the essential bits of information that will allow me to reconstruct my system easily, should a problem arise. And because I’m constantly using, revising, and changing that information, an auto-backup setup is ideal for keeping my backups up-to-date, whereas I can backup photos once a month and still be pretty well-protected.
Your Mileage May Vary
I realize, of course, that these solutions aren’t for everyone. And, I may never have made some of these changes if I weren’t forced to by my crash. In that way, the crash was one of the better things that happened to me this summer.
I’d whole-heartedly recommend that you examine the way you work, and see if any of the kinds of solutions I’ve come up with here could help you be more productive or more at peace. Who knows, moving webward may be one of the better moves of your life.
November 12, 2008, 1:47 am
Very cool post regarding your journey! Sounds like you landed in some pretty cool apps. Now the you have settled down, I would like to introduce a new concept to you
We just did an integration with evernote. Pelotonics is my company and we are a group collaboration system. Now you can take your evernotes and turn them into tasks and messages within Pelotonics. It is pretty cool. Check out this use case video I put together to illustrate one way of using it: http://www.vimeo.com/2024523
We are also planning to integrate Google Docs and RTM into Pelotonics.
Thanks for sharing your experience. I think it is not too unique!
Troy Malone Pelotonics.com
November 12, 2008, 11:26 am
Hey Troy — your Pelotonics system looks pretty sweet. Very cool that you’ve integrated Evernote into it, too. Good luck with it!
December 8, 2008, 8:09 am
Hi Adam,
I just wandered back over to your website after a long absence when I saw Mark Silver’s new site. Hooray for you helping him create such a beautiful wordpress-y thingo. Love that!
And thanks for this post. I get freaked out just looking at it, but I know it’s a direction I need to look… New apps. Time consuming at first, but can’t live without em once you get it, right?
Maybe I will make 2009 my “year of getting the systems sorted”… now there’s a project!
Blessings, Yollana
December 10, 2008, 9:37 am
Thanks, Yollana — I’m glad Mark has a new look, but I’m even more excited for him that everything is now on WordPress. Much, much easier to work with than the old system of .html files and includes.
And don’t stress out about the “new app” thing… with everyone, it’s a gradual process of getting clear on what works for you, and how software can help you manage what you do. I’ve abandoned a number of systems in the past because I spent too much time managing the system, and less getting the actual work done (I’m talking to you, DA).
So take it slow, play around, and above all, consider how you do your best work. Keep that first and foremost, and the rest will come into focus.
Good luck!
December 14, 2008, 2:18 am
Hi Adam!
What a cool site! And blog. The same thing happened to me this past April. My computer crashed and I was so annoyed with the whole Outlook fiasco that I switched my email and calendar over to Google Apps. My whole http://www.neatandsimple.com email system is hosted by Google now. I love it! I can even do email with me laptop in the car while my husband is driving - and I never have to worry about synching. it’s the best.
I can’t wait to try out evernote it sounds awesome!
That aside, I think the universe drew me to you in affirmation of the idea I’ve been mulling over lately about breaking out of my neat & Simple brand “box” and consolidating my online ventures under my own name. That means resurrecting and reinventing arianebenefit.com. I want to have it done by the new year and set up wordpress.
I do web design and development with dreamweaver now…but I think it’s time to take the plunge. I’m going to contact you about helping me with this. : )
December 14, 2008, 2:58 pm
Thanks, Ariane; isn’t the whole Gmail/GCal thing amazing? And Google Labs keeps adding cool new features, where you can see and make calendar appointments while in Gmail, add Tasks on the fly, you name it. And yes, definitely check out Evernote… it’s the answer to so many yearnings I was having. I use it constantly.
And re: WordPress-ifying your site is a great idea (in my biased opinion, of course!). I just helped a CrossFit gym who was doing the Dreamweaver-thing get their site onto WordPress, and they’re happier than kids in a candy store. (Once they’re live, I’ll give more details… but I’ll share no URLs before their time. ;-) )
December 15, 2008, 6:48 am
Hi Adam,
I first “met” you when I listed to Mark’s interview with you on how to enhance your intuition. Loved the interview! I’m still stumbling in the dark in that area and hate admitting in class when asked to share what I intuited that often it’s a big nothing. So your interview with Mark really encouraged me to continue to practice and I”m just hoping I have the big break through!
Found my way to your site when I saw Mark’s new site — very nice layout with soft, yet grounded colors. But this article has really changed my life. After reading your article, I decided I was just going to do it and jumped into Gmail and haven’t looked back. I actually enjoy checking and reading my email now. I haven’t had the time to really dig into Evernote just yet, but I love seeing my to Do list from Remember the Milk right there in the Gmail sidebar.
So I just wanted to thank you for this post, — it encouraged me to make the leap and I’m loving these new apps!
All the best, Yael
December 15, 2008, 2:32 pm
Right on, Yael!
re: Intuition — it’s a process, that’s for sure. Just keeping trusting what you get, and keep asking. Certainty comes. It most definitely comes.
re: Gmail/Evernote/etc. — also a process! I’ve refined and adapted my systems so many times over the years, I wouldn’t recognize how I worked five years ago. But each new phase in our work and our personal development (i.e. ways of thinking/conceptualizing the world we exist in) tends to shift the needs of our “external” systems, so it’s always going to be an evolution.
Congrats for making your leaps!
December 30, 2008, 3:13 pm
I got an email today from an old friend, Marilyn Webster, about this post. Her questions, I thought, were good ones… and, ones that other people might have questions about as well. Marilyn said it was alright with her if I posted it here, along with my reply, so here you go:
And here’s my reply:
I was in the same boat when we moved here to the country; we almost went with a satellite provider, like a number of our friends did, but just as we were about to, a wireless internet provider showed up, and that’s what we’re using now.
When I was on dial-up, I definitely used less web-based apps. It’s definitely a matter of what works for you in your situation.
I totally hear you on the impatient thing; I find that there’s an inverse relationship between my patience and my bandwidth: the faster a connection I have, the less willing I am to wait!
Evernote is a great solution, I feel, but there are other “information managers” out there that aren’t necessarily web-based (like Yojimbo, or Bento, for example)… and, Evernote can always be run without having to synchronize with the web service. I’ve only accessed my Evernote account from the website-side twice, really; most everything I do is within the app itself.
And, of course, a lot of this depends on your workflow and the line of work you’re in. As someone who ran a web-based business for years, and now is 100% web-ified as a webdesigner, these tools work for me. But they may not be as necessary, or wanted, by others. I know plenty of high-tech web folks who swear by their moleskines and pens, too.
Besides, there’s nothing wrong with pen & paper - and hey, they even work in a power failure!
Hope this helps!
Blessings, Adam
December 30, 2008, 3:38 pm
Adam:
Came onto your post via friend and found it very enlightening. If I may be so bold, I’d like to add a couple of comments to the comments.
1. GMail is fantastic — - I’ve used it since the first Beta version came out and after the initial learning curve, found it indispensible. I have a number of GMail Accounts and even use a couple as backups (via forwarded messages) for email accounts which I am forced to use on other ISP providers.
2. I also love GCal — - having that reminder pop up in front of me is great. And as a Virtual Assistant, it allows me to keep calendars for clients which we can share access to. Makes it easy to add appointments and invite others to join us.
3. Since I work and live full-time in my RV, which allows me to change the view out my window at will, I had to find a good means of internet access. I’d had a Sprint aircard for several years. Last June I stepped up to a 3G Sprint Air Card which connects via USB. It allows me to use it on my laptop or my PC. The speed is as good as any cable connection I’ve ever had. Yes — - occasionally I find a location where the connection isn’t as good as it might be. During those times I find a local library with free WiFi or hit Starbucks or some-such to update things. When that happens I’m almost more productive because I write all my emails in WORD in advance and then just and cut and paste them into my actual emails when I get connected to the internet.
Loved your ideas and do plan to check out the Evernote idea. Karalyn
Add a comment
Comment Zen: Cardinal rule: Be nice. Please be mature, try to be helpful, and know that trolls will be banned.
Oh, and you can use these tags: <a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <strike> <strong>
And, from the blog...
Must-Read Articles
Innards
Click here for Archives and a Tag Cloud, and a Sitemap.
Search
Contact
cforms contact form by delicious:days
About
Monk at Work is Adam Kayce's website about webdesign, personal peace, and bringing your best work out to the world.
And, perhaps, a bit of a nutter.
Subscribe
Resources
Need some help on the inner side of life?
I took fifteen years of personal growth, healing, and spirituality, and distilled it into seven audio 'meditations' to help you with everything from inner peace to intuition to procrastination. Check it out.
Monk at Work is built on WordPress, naturally, because it rocks. It was designed by me, of course, with the intention of being simple, clean, and fluff-free.
It's also a good idea to use Firefox, because IE chunks a few things. And because Firefox rocks, too.
Hope you enjoy being here.
In general, my work is © 2009 Adam Kayce and Monk at Work, but if you're thinking to quote me or link to something I've said or done, then please be a stud/studette and use the BY-NC-ND Creative Commons License. It's the cool way to go. Much love. 3, 2, 1, Go!