On this week’s episode of The Weekly Briefly I talk about the just-announced Amazon Echo. What can you use this first version for? How cool and practical will it actually be? What are some seemingly-glaring omissions in Echo’s functionality? Are devices that just listen for us to talk to them the future? How does an always-on, always-listening device like the Echo help us to “unplug”?

Sponsored by:

The Weekly Briefly: On Amazon’s Echo

In local news, I’ll be speaking at this month’s Coffee & Design meetup. If you’re in the area you should come.

It’s on Friday morning, November 21, and will be held at Meers Advertising (map). The meetup is free, and we’ll be serving free coffee and bagels.

Side note about Coffee & Design: it’s an awesome, monthly gathering of designers, developers, makers, etc. I’ve been a handful of times and it’s always really great. Even if you can’t make it out for this month’s event, you should keep their monthly events on your radar.

Kansas City’s Coffee & Design: Delight is in the Details

Dueing it Wrong

It wasn’t until a few weeks ago that I realized I’ve been using OmniFocus all wrong ever since the Forecast View came to the Mac.

The Forecast View is awesome. But it’s not where your daily to-do list should live.

I don’t know about you, but if I look at my to-do list, it is mostly things which I want to do today. Only one or two (at best) are things which actually have a hard and fast due date of today and need to be done.

By living in the Forecast View, I’ve slowly developed the habit of setting the items which I want to get done as being due today. Or, if I know I can’t get to it today then I’ll set it to be due tomorrow or the next day. Seems natural and logical when your in the middle of it, but it’s actually not the best way to go about things.

My usage of Due dates and the Forecast View mirror Chris Bowler’s exactly. In his weekly members-only newsletter, Chris recently wrote:

I was a heavy user of due dates, but the reality was these dates were fictitious. It was more a case of when I’d like this task to be done or worked on. This could be a problem as some tasks truly were due on a specific day, but they would be mixed in with other tasks in the Forecast view that were more wishful thinking than anything else.

I was able to get by with this usage for a couple of years. My habit was to simply push out the due dates when things got crazy and desired tasks did not get done when I had hoped.

Same here. Fortunately, Chris pointed me to Sven Fechner’s excellent OmniFocus Perspectives Redux series, which is helping set me straight with a much more logical — and honestly, a much less stressful — way of managing my daily task list.

Check out:

(If you’re using Due Dates for juggling your “things I want to get done today” list, then I highly recommend you read the above four articles in the order I’ve listed them.)

In short, you should create your own custom perspective for “Today”. And let that list show you all the tasks which are either Due today or which are Flagged. When you are doing your daily review and scrubbing your list, don’t think about what’s due — because it should already be given a proper due date — instead, just flag the tasks you want to get done that day. Then, go to your Today perspective and now you’ve got a list of items which are both urgent (i.e. due today) and important (i.e. flagged).

Another cool thing about using this Today perspective is that you can pull it out into its own window and “Minimalize” it by hiding the left and right sidebars and hiding the toolbar. And you end up with nothing but a list of your task list for the day.

I use an OmniFocus-only Keyboard Maestro macro to opens the Today perspective in its own window, automatically hides the sidebar, toolbar, and inspector, and then resizes the window to be 475px wide and 600px tall.

OmniFocus Today Perspective

Two notes about using the Today perspective like this: (1) You need the Pro version of OmniFocus 2 in order to create custom perspectives; and (2) in the setup window for that perspective you’ll want to have it open in a new window, so that the changes to window size and hiding the sidebar, et al. don’t mess up your Main OmniFocus window.

See here for how the macro works. Download it here.

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It’s the stuff like this that I love about OmniFocus. It really is the best GTD app out there. I’ve been using it every day of my life since early 2010 and I’m still learning and improving on it. Not to mention the brilliant and clever community of folks who use OmniFocus and share their knowledge with the rest of the world.

Up next for me is to get a better handle on using Contexts and Project Folder hierarchy so that when I am doing “work” work, I only see those tasks, and when I am doing “peronal” work I only see those tasks. But, one step at a time, Shawn.

Dueing it Wrong

Khoi Vinh on the new iPads:

Apple knows better than anyone that computing technology doesn’t win the market on specifications. What wins is superb software that makes people recognize how their lives could be made better by owning the underlying hardware. […]

I do believe that the cure for Apple’s iPad woes will not be thinner, more powerful hardware alone, but also a whole new class of apps that take a completely different tack to imagining how people can work with computing technology.

iPad at a Crossroads

Ever since I set up my iMac, I’ve been having a few hiccups with Keyboard Maestro.

Some of my macros work, but not all of them. And Keyboard Maestro keeps telling me it needs to be given accessibility permissions in Yosemite’s System Preferences even though I’ve already granted the app permissions.

Turns out, this is a common problem if you install or migrate Keyboard Maestro to a computer that has a clean install of Yosemite. The problem is that though Keyboard Maestro itself is being granted accessibility permissions, the Keyboard Maestro Engine is not getting those permissions. Thus, it has issues running in the background.

But! There is a fix. These steps outlined by the KM developer, Peter Lewis, worked for me:

Generally you can force the system to add Keyboard Maestro Engine with this sequence:

  • Open the System Preferences → Security & Privacy preferences.
  • Switch to the Accessibility settings.
  • In the Finder, control click on Keyboard Maestro.app, and choose Show Package Contents.
  • Drill down into Contents / Resources and find the Keyboard Maestro Engine.app
  • Switch back to System Preferences.
  • Click the Lock icon in the bottom left and enter your admin password.
  • Drag the Keyboard Maestro Engine.app into the list.

Even if nothing appears in that last stage, it may still have worked. Launch Keyboard Maestro and see if the setting is actually enabled, and if not, try restarting.

Yosemite Accessibility Permission Problems with Keyboard Maestro

Alternatives to the Just Checks

For the past 3 months I’ve been working on my next book. It’s called The Power of a Focused Life and is all about things like life goals, time management, work-life balance, creativity, the tyranny of the urgent, focus, and more.

Over the past several months, most of the episodes of my members-only podcast, Shawn Today, have been about the topics and ideas I’m writing and researching for the book.

I just recently finished the crappy first draft, and it’s around 16,000 words. I wanted to start by getting everything written down that I had in me — the first draft is just me straight-up writing down the things I know and the things I do regarding these topics. It’s a great start, but there is a lot more ground I want to cover.

And so now I’ve begun the second phase of writing, which involves intentional research. I’m now reading articles, books, and teaching series from others so I can find out what I’m missing and add more content to my second draft of the book.

All that to say, I recently read an article and book about identifying and changing habits.

It got me thinking about one of my own worst habits: checking Twitter.

One of the reasons I wear a watch is to help keep me from pulling my phone out as often as I would. If I want to check the time I look at my watch. Because as soon as I’m holding my phone, it’s instinct at this point to swipe-to-unlock the thing. And then, once the phone is unlocked and I’m staring blankly at my Home screen of icons, I’m going to want to launch an app. But because I unlocked the phone without any clear plan for what I needed to do, the next thing I know I’m checking Twitter. And all the while, I don’t even know what time it is. See? It’s a bad habit.

There are three components that make up a habit: Trigger → Response → Reward.

The keys to changing a habit are to start by figuring out what the reward is — what is it that you’re seeking to gain by carrying out the habit action? Then, learn what the trigger is so that you can head it off at the pass or prepare for it. Finally, you insert a new, healthy action as the trigger response instead of your bad action.

Now, let’s just assume that compulsive checking of Twitter, Facebook, and email are bad habits. And by that I mean they are habits we want to change. I know I personally would like to check Twitter less often. (Have I ever gained anything by checking Twitter while standing in line at the grocery store or while waiting at a red light?)

For me, here’s what my Twitter checking habit loop looks like:

  • Trigger: I have down time; I’m bored; I’m waiting for something or someone. Common times this occurs are when I’m standing in line somewhere, when a commercial break comes on during a football game, when I’m waiting for water to boil, etc.

  • Response: Pull out my iPhone, launch Twitter, and just scroll through tweets.

  • Reward: Pacify my boredom and/or get a short-term gain of social interaction because someone @replied to me or whatever.

What I need is a new action to do when I have down time.

Of course, it’s important to mention that there is nothing wrong with being bored. In fact, those little moments of mental down time can do wonders for our long-term ability to create, problem solve, and do great work.

For the times I do want to use my iPhone when I’m waiting in line at the grocery store, I’ve come up with a few alternatives instead of just checking Twitter.

These are a few alternatives to the Just Checks:

  • Scroll through your Day One timeline and read a previous journal entry or browse some old photos and memories.

  • Launch Day One and log how you’ve spent your time so far for the day. Doing this for a few weeks can also be super helpful for getting a perspective of where your time and energy are being spent.

  • Write down 3 new ideas. These could be articles you want to write, business ideas, places you want to visit or photograph, topics you want to research, date ideas for you and your spouse, gift ideas for a friend, etc. These ideas never have to to be acted on — the point isn’t to generate a to-do list, but rather to exercise your mind. Ideation and creativity are muscles, and the more we exercise them the stronger they get.

  • Send a text message to a friend or family member to tell them how awesome they are.

  • Don’t get out your phone at all.

These alternatives are meant to be healthy. Meaning they have a positive long-term effect and satisfy the same reward as before. The point here is to not default into the passive consumption of content (it’s so easy to do that anyway). If you’ve got any ideas of your own, let me know on Twitter.

Take advantage of those down time moments and allow our minds to rest for a bit or else engage our minds by doing something active and positive.

Alternatives to the Just Checks

This year’s Christmas Catalog feels like it has circled back to the first holiday guide I ever put together on Tools & Toys. It was late November of 2011, and I still clearly remember writing that year’s catalog from a hospital room.

My wife and I were about 5 months pregnant with Noah, and she began having some bleeding. It was serious enough that we went to the hospital to make sure the baby was okay. Fortunately everything was fine. But — as hospitals are wont to do — they kept us there for 72 hours so they could monitor Anna and the baby.

Anna was immobile, so she spent her time wrapping up the final edits to the book she was writing. And since I could work anywhere with an internet connection, I just logged on to the hospital Wi-Fi and decided I’d spend my 72 hours putting together Tools & Toys’ first holiday gift guide.

My wife and I now have two amazing boys. And I can’t help but consider with deep gratitude what the holidays will mean for my family this year. For me, the things I want most are the things which cannot be bought: time, health, memories, deep conversations, roaring laughter, rest, and the opportunity to serve others.

And it is with this in mind that we tried to take a different approach to this year’s guide. As I wrote in the opening letter, this year we have done our best to avoid listing out a vast array of crap that has found the inferior sweet spot between impractical, unaffordable, and meaningless.

We’ve also chosen three charities that we’ll be giving 10% of our gross income for November and December to, and we’re inviting you to do the same.

And, speaking candidly, this gift guide is a huge contributor that helps us keep the lights on. November and December are our biggest months for income, and help average out the slower summer and fall months. You don’t have to buy something on our list to support us — you can share the guide with your friends and family, and you can even just click through our links to Amazon before buying something else — we’ll still receive a kickback that way.

* * *

Now that November and the holidays are upon us, I am genuinely looking forward to the upcoming weeks. Work-wise, we have some awesome articles and reviews in the pipeline for both Tools & Toys and The Sweet Setup. But also, personally, the holidays are a fun and special time. My cousin Nate is coming to town for Thanksgiving, and I’ll be slow-cooking the turkey in the backyard smoker. My oldest son is old enough to enjoy the Christmas Tree shopping trip. Etc.

Moreover, I am hoping that this season I’ll be able to serve you, dear reader. I hope the work we do on Tools & Toys and The Sweet Setup will help you save time and energy for any gifts you may be buying. And I also hope we’ll be able to contribute to the sound of reason. Helping remind ourselves others that even in the midst of the holiday hustle and bustle, quality time with friends and family is the best thing.

The Tools & Toys Christmas Catalog

Tinderbox is the tool for notes, a powerful way to visualize, analyze, and organize your most important projects. Tinderbox lets you create smart documents that help organize, reorganize, and evolve your thoughts over the course of months and even years. It’s a great tool for writers planning their next book, teachers planning their courses, product developers and designers who need to create their next big thing, and anyone who wants to organize their thinking.

A professional tool, Tinderbox normally costs $249, but this week save $50 and pick up a copy for $199. A household license has been discounted to $239.

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My thanks to Tinderbox for sponsoring the site this week. It’s called a tool for notes, but it is so much more than that. It’s an incredibly deep and feature-rich application meant to help gather and organize tasks, ideas, plans, research, information, and so much more. You can use it to outline, mind-map, organize and analyze data, write, and so much more. Tinderbox truly is professional grade.

I love that James Fallows — who wrote one of my favorite gadget reviews of all time — uses Tinderbox.

Tinderbox 6 was just recently released. It was a product two years in the making, and as it says in the copy above, this week Tinderbox has been discounted 20-percent for shawnblanc.net readers. An individual license is normally $249, but is now just $199. They’re also offering $5 off Mark Bernstein’s book, The Tinderbox Way.

Tinderbox: the tool for notes (Sponsor)

Recently IKEA announced their first electronic sit/stand desk and it looks pretty great. Sit/stand desks are awesome. I’m standing at my desk right now, and if I wanted to sit down instead I could just push a button. In fact, I think I will…

My original “standing” desk was an IKEA Galant. I write “standing” in quotes because it wasn’t meant to be a standing desk. I extended the telescoping legs out to their max and even that was about 3 inches too short, so I put some wood blocks underneath the legs. Safe.

I worked at that desk for about 6 months, but after a while I very much missed having the option to sit and decided that if I had to chose between sitting or standing then I would sit.

The standing bug kicked in again toward the beginning of this year. I honestly just got tired of sitting all the time, especially first thing in the mornings. I would come downstairs to my office with a hot coffee and a million ideas for the day, and honestly I wanted to stand up and work because I had energy.

So I set my IKEA Galant back to its standing position and worked that way for a couple of months when I decided it was time to invest in a non-stationary standing desk (not unlike the sit/stand desk IKEA is making).

The desk I picked up is this Jarvis adjustable height desk. I wish I’d bought it years ago.

  • The height range is 23.5 – 49.5 inches.

  • It can be attached to any desktop slab that is at least 42.5″ wide and 21″ deep.

  • The control panel has an LCD that shows you the exact height (to a tenth of an inch), and has 4 memory presets.

The Jarvis desk control panel

  • The motor is fast and quiet. Lowering my desk from its standing height of 40.4 inches down to sitting height of 24.5 it takes 15 seconds. And the reverse — lifting from sitting height to standing height — takes just one second longer. The motor starts out slow as it begins moving, speeds up, and then slows down when it reaches the memory preset.

Standing is awesome. I am here, at my desk, for anywhere from 6 – 10 hours in a day. I nearly always stand for the first half of my day, and usually stand for the second half as well. If, in the evenings, I have computer-related work to do — such as editing photos — then I usually will sit.

There are some things about the IKEA desk that are great. It has a 10-year warranty, it’s inexpensive, it’s motorized (no hand crank), and it comes with a desk top slab.

But there are things about the Jarvis I think are better. It has a vastly superior motor control panel, with better buttons and the 4 programmable memory positions.

In his review, Estes said this about the buttons on the IKEA desk:

The only other gripe I can think of are those ugly buttons. Not only are they ugly, they’re also a little bit finicky. They’re barely buttons, really. […] When you’re adjusting the desk, moving your finger even slightly to one side or the other will disengage the button, and the desk will stop moving. You get the hang of it, though. It’s just a bummer that IKEA did so much great work building a beautiful desk and then skimped on the gadgety bit. Then again, IKEA’s never been into gadgets.

Moreover, the IKEA has just two buttons — up and down — and no display to let you know what height the desk is at.

What’s awesome about the memory positions of the Jarvis is that you know your setting your desk to the exact height every time you adjust it. Because the IKEA controller doesn’t have a height indicator you’re adjusting by feel every time.

Though, to be fair, in the comment section of his review, Estes says he likes not having a memory program:

I don’t actually think I’d want presets. Much to my dismay, I found myself adjusting the height constantly. I really liked to be able to change my posture by tiny amounts. Now it’s hard to go to the office and deal with my big dumb stationary desk.

But the memory programming is, for me, is alone worth the $39+ extra. And really, that’s the only significant difference. You have one point of interaction with your adjustable height desk: the control panel. Having easy-to-use buttons and a programmable height memory is pretty darn nice.

And it’s not just about making the desk easier to adjust. It’s also about consistency. My body posture has a lot of habit built in, and if my desk is an inch off, I never feel quite right.

All that to say, I’ve had my Jarvis desk for 4 months now and it’s doing great. I don’t ever plan to replace it until it dies. My friend, Ben Brooks, has had his Jarvis desk for over a year and it’s still going strong as well.

Adam Clark Estes’ Review of the IKEA Sit/Stand Desk

There are just four sponsorship slots left for the rest of this year. And, honestly, they are really prime times.

  • This upcoming week, starting Monday, Nov 3, is still open. And it’s great timing because on Tuesday we’ll be publishing our Tools & Toys holiday gift guide.

Update: this upcoming week is now booked, but there are still a few more spots for the year.

  • Also, the last two weeks of December are open. These are two huge weeks for web traffic because people looking up which apps and accessories to install on their new iPhone, iPad, or Mac. They’re also shopping around for what to buy with the gift cards they got.

So if you’ve got an awesome product, service, or company you’d like to promote then please do get in touch. If you email me in the next couple of days to book a spot, I’d be more than happy to work with you to make a deal.

Sponsorship Opportunities

On this week’s episode of The Weekly Briefly we continue on in the Power of a Focused Life series. Today’s topic: habits and routines. Specifically, how we identify the things that trigger our habit and routine actions, and how we can change and improve them.

Sponsored by:

Building and Changing Our Habits and Routines