Rich's Random Thoughts

Google just launched a new version of Google Apps for US Governments.  Why do they need to have a version of their “Apps” product specifically for US governments?  Because of a sensible requirement that American government data be store only on US based servers.  I’m glad that Google Was able to do this for American governemnts.  What I’d like to know is when the internationally based version is going to be launched?

I live in Canada, specifically in the Province of British Columbia, and our government passed a law several years ago requiring that publicly funded institutions store personal data on servers in Canada only.  This makes sense especially in light of the US Patriot act, which allows for American law enforcement agencies to look through private data without necessarily obtaining a search warrant, and without notifying the owner of the data that they have been snooping around.

So Google, when is the Google Apps for Canadian Governments going to be launched? I’m looking forward to the press conference!

Here’s a link to the outline of the Mobile Computing Discussion I’m leading today at the UVic Libraries.  Once I’ve cleaned up the notes, I’ll post them below:

Reading List for Mobile Computing and the iPad Discussion:

• Reminders From Out of the Blue [please take note of the location features] – David Pogue
• Urbanspoon iPhone App Adds Augmented Reality – Barb Bybwad
• QR codes for libraries – some thoughts – Aaron Tay
• Evernote for iPhone – Jeffery Battersby
• Looking at the iPad From Two Angles – David Pogue
• What are mobile friendly library sites offering? A survey. – Aaron Tay
• Amazon.com’s Kindle fails first college test – Amy Martinez

Read more…

Do you want the good news or the bad news first?  I’ll start with the good news: Google Voice is the best thing that has happened to phones (including cell phones) and voice mail in decades… and it’s another free Google service!  The bad news: It is only available if you live in the United States.  So that means I cannot use it here in Canada where I live.

So for those of you living in the US, feel free to go to the Google Voice “Invite” website, and request an invite.  If not, take a seat on the bench beside me and wait for Google to roll out the service here in Canada.  Google has publicly stated that they will make Google Voice available in other countries, but have not given a time-table. So what are we missing?

Here are a couple more videos that talk more about specific benefits, and I’ll copy some text from the Google website outlining the features of Google Voice that explain why I think it is so revolutionary:

Use Google Voice with your existing number and get:

• Google voicemail: voicemail like email
• Voicemail transcription: read what your voicemail says
• Custom greetings: vary voicemail greetings by caller
• International calling: low-cost calls to the world
• Notifications: read voicemail messages via email or SMS
• Share voicemails: forward, embed, or download voicemails

Add a Google number to get these additional features:

• One number: a single phone number that rings all your phones
• Free SMS: send, receive & store text messages online
• Block calls: send unwanted callers straight to voicemail
• Record calls: record phone calls and store them online
• Conference calls: join several people into a single call
• Screen callers: hear who is calling before you pick up

I saw a great article on lifehacker.com about a combination money clip, and credit card holder.  I wish I’d seen this last week so I could get one for my birthday!

It cost $20 on Amazon.com, and can hold a fairly good wad of cash (up to 30 bills), plus up to 10 credit cards (5 on the credit card side and up to 5 on the cash side).  Here are some bullet points from their Amazon.com ad:

• Polished Stainless Steel
• Double-sided
• Securely holds up to 5 cards on the credit card side
• Can hold up to 5 additional cards on the money clip side
• Ultra-thin and light weight
• Personalize your Smart Money Clip with engraving

Drop Box synchronizes files between computers across the room or across the internet.  The service is free if you have 2GB of data or less.  For $10 a month you get 50GB of data storage.  I’ve used DropBox for several months now, and have to say that it works great.  It makes it much easier for me to quickly share documents between my Laptop (mac), my Work Computer (windows), and my Home Computer (mac).

Not only does it facilitate file sharing, but it also serves as an excellent backup system. While more expensive than Mozy’s $5 a month backup service, you do get a lot of extra functionality that Mozy does not give you.  DropBox works great on Mac, Windows and Linux computers, which means that it can be used on virtually any computer you own or can currently buy, including one of those cute little Net Books.

Another feature that some might find useful, is the ability to share sub folders with other people for collaboration purposes. As files are modified, previous version are kept so that if necessary you can revert back to a previous version of the document.  Files that are accidentally deleted can also be recovered, unless you manually purge deleted files.

I highly recommend DropBox for people who use multiple computers and need to share files between them.  Good luck!

Guy Kawasaki wrote a great article on 14 great ways to make your life easier by using Evernote.  There is a desktop client for Evernote on Windows & Mac Computers, as well as iPhone & Blackberry clients, so that you can capture and recall information where ever you happen to be.  I’ve narrowed Guy’s list down to the 9 that I think are most helpful:

1. Take notes. Taking notes in Evernote is way better than searching for that pad of paper that’s lost or at home. It’s also better than a text document on your computer because either you won’t remember the name of the document, you won’t have that computer, or you will have deleted the document inadvertently.

2. Take pictures. Got into a fender bender? Take a picture of both cars, the other car’s license plates, and the other driver’s license. Drink a great bottle of wine? Take a picture of the label. See a book that you must read? Take a picture of the cover. Evernote has a great iPhone app that enables you to upload these pictures directly to your account.

3. Save documents. When I receive a document (PowerPoint, Word, Excel, or PDF) that I’ll need again, I forward it to Evernote for safekeeping. This is easy because Evernote provides a unique email address to enter documents in your account. I do the same for pictures that people send me. This is very useful when you use more than one computer to create documents or send/receive email.

4. Photograph business cards. Rather than collecting a pile of business cards that you’ll never go through, photograph them with your iPhone and send their images to Evernote. Evernote recognizes text on the card, so you can search for names such as “Apple” or “John” when that’s the only thing you can remember about the person. If you’re using Evernote on a mobile phone, it can also geotag the photo so that if you can only remember that you met the person in Cupertino, you can still find it. And you can save trees: When someone hands you her card, take a picture of it and hand it back.

5. Track expenses. When you get a business receipt, photograph it, and send it to Evernote. Then you or your secretary can grab it later for expense reports and tracking. I lose many of my receipts, but if I stick them in Evernote, there’s a backup when I need them. If you’re really anal, you can configure your scanner to sendyour receipts to Evernote so you have great looking scanned receipts.

6. Store your online passwords and receipts. Whenever I buy something online or create an online account, I forward the confirmation or receipt to Evernote. Now when I forget my password, registration number, or date of purchase, I don’t have to go through all sorts of gyrations to recover them. (This happens approximately once per week.) You can, by the way, encrypt portions of documents at Evernote for greater security.

7. Retain news and content from websites. As you come across interesting article, use the Evernote web clipper to review and use later. It’s much more likely you’ll read these articles than if you bookmarked it unless you’re a fanatic about processes such as organizing, synching, and reviewing bookmarks. Even if you are, bookmarks often break when URLs change. It’s much better to have captured the article once and for all.

8. Record the wisdom of whiteboards. Think of Evernote as a poor man’s Smartboard to convert text on a whiteboard to a digital format. This means that after the enjoyable day at the company offsite, just take a picture of the whiteboard and send it to Evernote. Evernote will scan the text so that you can search for the word “mission” to find the fifty-word mission statement that you promptly forgot. This works for projected slides, too.

9. Dictate your thoughts. The Evernote iPhone application enables you to record your thoughts and then upload it to your account. This is perfect for when you have a brilliant thought and want to ensure that it’s not lost among the detritus in your brain. If you give your secretary access to your account, you could make a dictation on the fly, and he can listen to it back at the office. [I personally use Reqall for transcribing text - Rich]

One thing I’d add to Guy’s list is Evernote’s ability to consolidate your itinerary into one place when you’re travelling.  Very handy indeed.

Cost: Free or $25 per year - URL: http://reqall.com

For only $25 per year (about $2 per month) you can record 30 second messages that are then transcribed and then sent to your e-mail or other application of your choice.   The most simple way to use ReQall is to record messages that are sent to your email address.  If you want to get a bit more sophisticated in your use of ReQall, you can setup a link to Outlook, then you can send transcribed messages to Evernote, Google Calendar, Outlook Appointments, or Outlook Tasks.  All you need to do is install a small ReQall application on your computer to interface with ReQall.

The quality of the transcription is quite good, and in my experience is typically only inaccurate when I do not speak clearly, or if the word is not commonly used (like some legal vocabulary may be).  The service uses real people to transcribe the notes, so that you have a better chance of getting the message transcribed correctly than most computer based voice to text programs are.

Need to remember a list of things to do back at the office: You’re having lunch on campus and as you’re eating you remember a number of things that you should do before the end of the day.  You don’t want to forget them, you you launch ReQall on your iPhone and tell it what you need to remember.  Within one minute your to do list is sitting in your email inbox ready for you to return to your desk.

One other feature that ReQall touts, which I have not used extensively, is it’s ability to be locationally aware.  So if you are your local grocery store, it will use the iPhone’s GPS capabilities, to recognize where you are, and remind you that you need to pick up milk and bread.  This is a very cool feature indeed.  I’ll do some testing to see if it works as advertised.

ReQall will actually work on any Cell phone (not just an iPhone), but it does have an iPhone application that makes it easy to look at the transcribed messages. To use ReQall on a regular cell phone, all you do is call ReQall’s 1-800 number and you can give jot your message to transcribe, and tell it where you want it to go.  Very cool indeed!

Cost: Free - Website: http://evernote.com

Evernote allows you to clip web pages, images, PDF file, word documents, etc, on your computer, and then access them on your iPhone!  Evernote makes all of the files full text search-able on your desktop and your iPhone.

Evernote

On the iPhone itself, Evernote can be a wonderful tool for capturing thoughts and images while you’re away from your office, or accessing things on your cell phone that you’ve captured on your desktop computer.  In my office, the easiest way for me to record things it by typing, or better yet, copying and pasting.  Away from my office, typing anything of length on the iPhone can be painful.  Thankfully Evernote gives you options.  First, you can type in, or edit notes already in Evernote.  So if my itinerary that I’ve put in Evernote changes, I can go in and edit the text to reflect the change, just like I can in the desktop version of Evernote.

Accessing Clipped Articles in the Library: You’re in the library and need find the reference in an online article that you clipped so you can do further research in the musty stacks.  Take our your iPhone, launch Evernote, do a key word search for the note you’re looking for, and in seconds you have the full article in front of you.

Evernote on the iPhone

I also have the option of making a audio note.  The note is recorded on the iPhone, and then synced with my Evernote account so that it will be downloaded to my computer(s) next time I log on.  I can then do what ever I need to with the information in the audio note.  An interesting feature that I have not needed, but could be useful, is that the iPhone tags each audio or text note with the GPS coordinates where the note was taken.

Lastly you can take pictures of things you want to remember in store them in Evernote. An example of how you could use this is that you can take a picture of a sign, and Evernote will make the text in the picture full text search-able for you.  One way that I use this feature personally is to put all of my favourite Dilbert and Calvin & Hobbes cartoons into Evernote so that I can search the cartoons’ text for key words.  It is not perfect (as it depends on the clarity of the words), but it’s pretty good.

Searching for Text in Photos and Drawings: You’re looking for the Calvin & Hobbes cartoon that you clipped last year, as it fits in perfectly to the lecture on “Risk Analysis” you’re about to give. Simply open Evernote on your iPhone or desktop computer and do a key word search for text in the cartoon.  If the text is relatively clear, you’ll have the cartoon in front of you in seconds.

One specific application that I love is using Evernote for traveling.  I add my itinerary, my car rental, hotel and conference information into Evernote so that I can access it anywhere.

For the non iPhone users, Evernote has BlackBerry and Windows Mobile versions of their software, as well as Windows and Mac client software.   If Evernote is not installed on a computer you are using, or if you are using a public computer, you can always use the web based version of Evernote, which is quite capable.

It may be a case of more style over substance, but for people switching from Microsoft Office to Google Docs, the change to the editing tool bar will help smooth the transition. No major new features have been added in the update (at least none that I’ve noticed), but the new tool bar does feel more comfortable, and brings the task of editing text in Google Documents closer to what I’m used to when editing blog posts, and posting on modern bulletin boards.

This follows an update last week that allows you to crate a form to fill out to enter data into a spread sheet rather than entering it in field by field. Google has a long way to go to match the feature set that Microsoft Office offers, but they are slowly adding the features that most people use. It won’t belong before average people will be able to move to Google Docs and not miss much of anything… and gain collaboration features that you don’t get with Office, unless you have an enterprise IT department behind you.

I found a great article by Merlin Mann of 43 Folders on how to keep your e-mail inbox under control. There are a few people at the Law School I work at that have enormous inboxes… One individual has over 20,000 messages in his inbox. One day I got a call from him because his e-mail program (Outlook) was crashing on him. It turns out that Outlook does have an upper limit on the number of message it can hold in an inbox.

Here are the highlights from the article:

The basic idea is to firewall processing as a discrete phase you go through no more than every hour or two at the most. For God’s sake, don’t live in your Inbox if there’s any way you can avoid it.

Processing determines as quickly as possible what, if anything, to do with each piece (in ascending order of urgency and importance):

• delete it
• archive it
• defer it for later response
• generate an action from it
• respond to it immediately (if it—literally—will take less than 2 minutes or is so Earth-shattering that it just can’t wait)

Then as often as time allows, I return to the response and action folders and crank through as many replies and complete (or generate) as many todos as I can—usually in 5-email sprints.

The critical point, as ever, is to focus on action and not on the administration and housekeeping. If the action is just a response, respond. If it requires more than a return email, either do it or get it in your “next actions” and keep moving.

As I said in the Google Group post, “you have to remember you’re in the business of making sandwiches—not deciding the prettiest way to stack the customers’ orders.”

Zen slap: An email auto-check set for every minute means 60 potential distractions every hour, or almost 500 per day. Look back at a week of your emails and ask yourself: how many distractions was that really worth? How much crucial, instantly actionable email did I receive to make it worth shifting my attention over 2000 times?