During the last few years, my basic tools have not changed. As I said in my last post, for a long time I tried to limit myself to using only one task management application. I would periodically switch between Trello and something else (Outlook tasks, Wunderlist, Todoist). Eventually, I realised that I could use different tools for different jobs. For me, a good organisation system should enable you to do the following, and this is what I use:
As many may know, I am a big fan of Todoist and have written a few blog posts about Todoist. But a few weeks ago I installed Microsoft To Do and used it exclusively for a few days to see how it compared.
Within two days I returned to Todoist. I wanted to capture a few thoughts about why.
(Note: it would appear that either there was a significant update to Microsoft To Do in the last two weeks or my laptop was only able to install an older version because a few of the niggles I had with it appear to have been resolved in the latest version, which I installed on my desktop PC.)
I do like a good Sublime Text 3 plugin, and this is one that offers functionality that I was missing since upgrading from ST2 a while back.
TodoReview scans the comments within your code (either open files, project files, or both) and builds a results page that allows you to easily open and jump to the appropriate lines in these files. It’s as simple as navigating to the appropriate line and pressing Enter.
The plugin has four common comment keywords built in, but using regular expressions these can be extended beyond:
Not only is this plugin useful for your own code projects, you can also use it to scan through third party open source projects to get an insight into their code. For example, WordPress 4.1.1 has 196 TODO: comments. My favourite is this:
Man o man is this ugly. WebKit is the new IE! Remove this if they ever fix it!
For the last 14 years I’ve used Microsoft Outlook to manage my life. Last week, with some trepidation I moved to Google (Gmail, calendar, and contacts) and something else for tasks (I’ve not quite settled on it, although Todoist is currently a very strong contender). I thought it may be useful for others in a similar situation to document my experience.
Over the years I have used Microsoft Outlook 2000, 2003, 2007, and most recently 2010. I have synchronised it with various Psion handheld computers, with Windows Mobile, and I’ve used it for the last four years with a hosted instance of Microsoft Exchange 2010 from the excellent, UK-based Simply Mail Solutions.
ActiveSync kept sinking
I moved to Exchange in 2010 mainly because I was having issues synchronising my Windows Mobile phone via ActiveSync with two PCs: home and work (below). Synchronisation didn’t always work successfully and I had no end of problems: duplicated, missing or deleted content. Enough was enough, so I looked at the options.
Move to Exchange
At that point, in 2010, I considered moving to Gmail but Windows Mobile 6 didn’t support Google data particularly well and I had no real need to share my data with anyone else but myself. My main concern was synchronising data between devices not between people.
So I research the options and in the end I moved to an Exchange 2010 account rented from Simply Mail Solutions. It cost me around £70 per year, plus my domain name. But I felt that cost was worth the expense when set against lost time and frustration due to synchronisation failures.
With this model everything was synchronising with the Exchange server in the cloud. It was fast, it was efficient, and I never once had an issue with duplicated or missing content. I could add a task on my phone during my walk to work and when I got to the office it was already there on my PC. It felt like magic.
When I moved away from Windows Phone a few years ago and bought a Google Nexus 4 it had support for Exchange under its “Corporate” account settings. So, again, there was no need to move. If it ain’t broke…
Why move to Google, then?
What has changed recently though is that now I do need to share my data with (my wife) Jane. To add another user to Exchange was going to be expensive and unnecessarily complex, particularly when you factor in which domain names we use and that Jane was already using Google mail. The logical conclusion was for me to move to Google.
eM Client for mail, calendar and contacts
One of my hesitations about moving lock, stock and barrel to Google was that I’m not particularly fond of the standard Gmail or Google Contacts interface; Google Calendar is okay; Google Tasks is terrible.
As I said, I’ve used Outlook for a long time. It’s become very familiar and some of the workflow processes have depended on features exclusive to Outlook. I would need to find something else, as Outlook’s support for Google doesn’t extend much beyond IMAP support for Gmail. If you want to synchronise your Google Calendar with Outlook you can forget it: it’s a clunky business at best, and impossible at worst.
Someone I follow on Twitter mentioned eM Client which claims to be the best email client for Windows. I gave it a go, trialled it alongside Outlook for just a week and decided that although it lacks a few features that I really like about Outlook this was perfect for my needs. I will write a more complete review of eM Client in a later post.
Something else for tasks
Like Outlook I like that everything is together: email, calendar and contacts. I decided not to use the tasks as support for Google Tasks isn’t great even on Android.
For a week I trialled Wunderlist, which is one of Lifehacker‘s favourite to do apps. I’d tried it before but after a week I still wasn’t convinced: I wanted to use their Windows 7 client but it simply wouldn’t synchronise with the Android app, plus the Android widget was clunky. So I gave up.
That’s when I stumbled on Todoist, which I really like. The Android app is clean and simple, the Windows app just works, it synchronises really quickly, and the widget is perfect for my needs—it does what I need, and works the way that I want it to.
I expect that I will stick with Todoist for the near future.
How to move from Outlook to Google
Moving from Exchange to Google was fairly straight forward: mildly complex but not complicated. Here’s what I did:
Synchronise Outlook calendar and contacts data with Google using demo version of Sync2. It allowed me to copy all my data from Exchange to Google Calendar and Contacts with no restrictions.
Add Gmail account to Outlook as an IMAP email account, then copy (or move) emails from Exchange/Outlook account to Gmail.
With everything moved over and essentially backed-up to Google, change MX records in my domain name DNS. Basically, this tells all email to go to my web hosting company (Heart Internet) rather than my Exchange server (hosted by Simply Mail Solutions). The DNS took about 4-6 hours to update.
Create a forward for my email address so that it all gets passed on to Gmail. I did this within my Heart Internet control panel.
Install eM Client and add my Google account. All my data, email, calendar, and contacts is then synchronised with eM Client.
The nervous bit was waiting for the DNS to update, as you need to set the MX (mail) records correctly otherwise it doesn’t work. But as soon as my [email protected] emails started trickling into my Gmail account I knew that everything was fine.
So far I’ve been using this set up for a couple of weeks and I’m really appreciating having only one place to check email; I’m loving that Jane and I can see each other’s calendars so easily.
I think this is going to work. I wish I’d discovered eM Client and Todoist before now.