get it done

Every so often I return to Priacta’s interactive GTD software comparison table, which rates and lets you compare more than 160 productivity apps that are compatible with David Allen’s Getting Things Done (GTD®) approach. What made me notice get it done was the high score for GTD–compatibilty (6/10) it received from Priacta, placing this browser–based to do app almost on an equal footing with feature–rich ToodleDo. My interest piqued, I decided to check out the free 15–day trial version and share my findings with you. Continue reading

pagico launches version 6 for desktops

Okay, I confess. I have had a serious case of blogger’s block. As Shakespeare (almost) wrote: ‘I have of late, but wherefore I know not, lost all my mirth [interest in productivity apps]’. Maybe the Christmas pudding was too heavy. Maybe it was quitting my job and setting up a little business of my own. Maybe it was Leo Babauta’s zenhabits injecting a healthy dose of productivity agnosticism into my life.

So what spurred me on to put mouse to wordpress again? An email from Ryo, my software developer pen pal in Japan, who politely enquired how I was going with my review of Pagico 6, the latest upgrade of their productivity flagship for desktops, which was launched on 20 February 2013. Now I have never met Ryo, but the persona emerging from his emails is a kind one, with a commitment to excellence — not the sort of person I would want to disappoint. ‘Lift your game, Ozengo’, I thought, and share the news about Pagico 6 with the bloggerocracy.

I decided to start things off with a one–minute brainstorm about features that matter to me in selecting an app for managing complex projects. I came up with these: structure, ease of use, flexibility, reliability, informative, completeness, collaboration, portability, tracking, visually attractive. There was one more, but I cannot read my own handwriting… I am happy to give Pagico 6 a ‘tick’ against all of these features (except handwriting recognition). So let us have a look at a screenshot. Continue reading

portable productivity: pagico’s iphone app

Pagico launched its iPhone app today, a to-do list with a difference. In addition to individual task and project management, it supports team collaboration.

Today’s launch rounds out a productivity suite that already included task and project management apps for Mac, Windows and Ubuntu desktops and the iPad. Pagico has a unique take on task management — see my recent review of the desktop app for more information — and its special character has survived the transition to the iPhone very well.

Pagico Plus was developed for the iPhone from the ground up and offers a clean and colourful user interface, fast data entry, searching and syncing. It is available from the iTunes Store for $9.99 and complements Pagico’s iPad and desktop versions. The iPhone app requires IOS 6 and is compatible with the iPhone 4, 4S and 5. Read on for more information and screenshots. Continue reading

pagico’s productivity platform

Every now and then, good things can come from checking your Twitter account. The odd bon mot from the irrepressible Stephen Fry or, in this case, stumbling upon a little productivity gem. Pagico is the handiwork of a small development team based in Japan. The developers describe their product as ‘a comprehensive planner that manages notes, tasks, files, projects and contacts’. It supports individual planning as well as team collaboration and is available for Mac, Windows, Ubuntu, iPhone and iPad.

Pagico is a desktop app that has been around since 2007. It is rich in features yet also somewhat idiosyncratic. It took me a while to find my way around the app and how workspaces can be configured, but it was worth the effort. Pagico has some unusual features: it lets you manually rearrange your tasks on a ‘dashboard’ that looks like a Gantt chart; and it can turn your project steps into a slideshow. Pagico at times feels like a mix of IQTELL, OneNote, MS-Project and KanbanFlow. That is not to say, however, that Pagico is derivative; it has its own intrinsic logic and is an original, versatile and beautifully executed app, particularly on the iPad and the iPhone versions. Interested? Let’s have a closer look… Continue reading

total, relaxed organisation with donedesk

Why would someone produce an excellent browser-based productivity app like donedesk and make it available, free of charge, to individuals and teams alike? The key to answering this question can be found in the history and objectives of a company called Priacta.

Priacta focuses on time management training, coaching and software. They have developed an approach called total, relaxed organisation (TRO), which they see as building on the work of Stephen Covey (The seven habits of highly effective people) and David Allen (How to get things done. The art of stress-free productivity). Priacta presents its TRO model as an innovative workflow and time management system that can free up almost 600 hours per year. Their website outlines the differences between the GTD® and TRO approaches.

The folk at Priacta have certainly done their homework: one of the features of their website is an interactive software comparison table that describes the key features of more than 160 productivity apps and lets you compare them from the perspective of their compatibility with the Getting Things Done® (GTD®) and Total, Relaxed Organisation methods. The Priacta team did not stop there, instead developing a productivity app of their own. Enter donedesk (drumroll). Donedesk is free because Priacta expects to derive its income from training. There is also a more pragmatic reason: collaborating with others requires a shared software platform and requiring payment for an app would limit its uptake.

It is worth noting that TRO does not require the use of donedesk; Priacta delivers TRO training built around any compatible app that the client is already using. I am not connected in any way to Priacta but I like the integrity of a company that rates its own app, donedesk, a modest 5.5 on a (gruelling) 10–point scale. Asana, a very similar app, receives the same score. Priacta rates Omnifocus a low 3.5, citing the app’s lack of support for teams and collaboration, while the older but feature-rich ToodleDo scores an impressive 7.

Let us now look at what donedesk has under the bonnet.

Continue reading

ozengo’s top 10 tips for taming omnifocus

Finding a task management app that appeals and blends in with your working style can take quite some time. At some stage you have to make a choice, stick to it and make it work. Unless, of course, you really enjoy exploring new productivity apps. I find it fascinating that developers come up with so many different approaches to the questions of what do I want/have to do and what is the best way for planning and keeping track of all these activities.

While I have settled upon Omnifocus as my preferred task manager, I am virtually always exploring one or two other apps at the same time. Right now, I am tinkering with asana and Donedesk (if you subscribe to my blog you will be notified by email as soon as the respective reviews  go live). Part of the attraction of entering tasks in a brand new app is the sense of exploration, coupled with a feeling of control: those first fifteen tasks stand there, neatly lined up, tagged and prioritised. They signal the new you, who will wake up clear-headed, have days of stellar achievement and seemingly effortlessly accomplish life goals… Any new app feels sleek and fast, like a regatta boat. By contrast, your trusted old task manager, with its hundreds of tasks collected over the years, can seem like a lumbering nineteenth-century frigate returning from a long ocean voyage, slowed down by the shroud of built-up seaweed on its keel.

It is not a fair comparison of course. Most promising new apps start revealing their flaws or limitations once you have used them for three or four weeks. For me, my ongoing struggle with Omnifocus has been how best to filter the multitude of my tasks in the absence of tags and using only the tools that are provided in the app: perspectives, start dates, due dates and flags. In this post I want to share my learning and workarounds with you in the hope that you will try, or stick with Omnifocus, which I consider the best productivity app around for Mac users. I am not in any way associated with the Omni Group.

If you are not a Mac user, or you want to look further afield, I recommend Priacta’s interactive table comparing productivity apps that are compatible with David Allen’s Getting Things Done® (GTD)® approach. Continue reading

the to-do list called todoist

Be warned: mention Todoist in conversation and everyone will hear to do list. Maybe it means I mumble. Maybe it means that people hear what they expect to hear. Maybe it means all the good names have been taken and app names are becoming more contrived. Maybe I am over-thinking this.

Todoist is quite a decent browser-based task management app and the basic version is free. Its user interface is reminiscent of GQueues: clean, simple and colourful, with a list of projects on the left and a task list in the centre of the page. The app is easy to use and can be set up to work with a getting things done® workflow. There are mobile versions for the iPhone and iPad.

Entering and sorting tasks in Todoist used to be irksome: you had to click on the ‘add task’ button, click on the ‘save’ button and then on the ‘I’m done adding tasks’ button. Re-arranging the order of tasks in a project used to be similarly cumbersome. A recent update has simplified these processes and introduced interesting new features, so you may want to give this simple but powerful app another chance. Continue reading

things 2 and omnifocus compared

The choice between Omnifocus and Things has been a matter of discussion in the mac community for a number of years now. Each of these two task management apps has its proponents and detractors. For some, Things embodies elegance and Omnifocus complexity. However, users who have used both often keep shuttling back and forth, seemingly unable to choose between the two. When using Things they miss the hierarchy of subtasks and subfolders available in Omnifocus. After switching back to Omnifocus, they miss the simplicity of Things and the ability to attach multiple tags to a task. They find being restricted to using a single context in Omnifocus frustrating as it means, for example, that allocating a ‘waiting for’ context to a task means that the original context has to be removed first and possibly reinstated later. In Things you just add a ‘waiting for’ tag alongside your original tag(s). But what a pity tasks cannot be indented…

The recent release of Things 2 for Mac, iPad and iPhone makes it worth revisiting this discussion. Things 2 introduces a number of significant improvements, including cloud synching, a daily review system, improved date picking on the iPad and integration with Reminders and Siri. These new features are described clearly on the Things website; my aim in this post is to compare the current functionality and the respective strengths of Omnifocus and Things 2.

Continue reading

no more herding cats: schedule meetings online with doodle

Oh the joy of convening meetings. Fifteen participants from different organisations. Some using Outlook, some Lotus Notes, some not quite sure what they are using. Some can never meet on Wednesdays; others work only on Wednesdays. City participants want to meet at the start or the end of the day. Country participants want to meet around lunchtime so they can leave and return home at a reasonable hour.

Sounds familiar? Online scheduling tools will not resolve issues of preference or availability, but they can minimise the time you spend finding out about them by sending emails or leaving phone messages all over the place. I have been using Doodle, a free browser-based scheduling tool, ever since my eldest daughter recommended it to me. Continue reading

IQTELL’s beta as a GTD-compatible task manager

In my previous post I introduced you to IQTELL’s virtual workspace, which brings together all your calendars, email accounts, contact information, tasks and notes into the one gargantuan browser-based application.

In this post I want to use a couple of screenshots provided by the IQTELL team to zoom in upon one of those areas and take you on a tour of IQTELL as a task manager. Continue reading