The Yankee Clock Peddler and his travelling companion start out on a sales tip in a rural area, and they stop for the night at a farmer’s house. In the morning before leaving to make sales call in neighbouring communities, the clock peddler asks the farmer if he’d store a clock for him for a couple of weeks, and that he’ll pick the clock up on his way back home. The farmer agreed to this, so the Peddler wound up the clock and placed it on the farmer’s wall before leaving (the farmer does not yet own a clock).  When out of ear shot, the traveling companion asks the clock peddler why he left the clock at the house. Didn’t he want to sell the clock on the trip?  To this the Yankee Clock Peddler replied, “don’t worry, by the time I come back in a couple of weeks, the clock will be sold… the farmer will happily buy it from me.”

The moral of the story is:  “We can do without any article of luxury we have never had, but when once obtained, it is not in human nature to surrender it voluntarily.”

Here are some of the ways my iPhone is an article of luxury that I could not easily do without anymore:

• I consume almost all my news on my iPhone and to a lesser extend on my iPad. I start my day reading the news in bed on my iPhone. This way I can be up to speed on the news before heading out for the day, and I don’t wake my wife before she needs to get up at the same time.  For reading new I use the built-in Safari web browser, Zite and Flipboard. Sports with ESPN sports.
• The other thing I do before getting out of bed (and at other times during the day) is skim through my email in the Gmail app, as well as my to-do list in GoTasks (GoTasks hooks into my Google Task list).
• As I get ready to leave for work in the morning I check out the built-in Weather app so see what I’m facing weather wise before getting on my bike.
• Before leaving campus around 5pm, I download the 6pm CBC news (from an earlier East coast broadcast) and then listen to it on the way home in the Downcast app at double speed.  Why at double speed to you ask?  Because my bike ride home only takes 15 minutes, so at double speed I can listen to the whole 30 minute news cast on my commute home.  I also listen to a lot of technology podcasts for news and continuing education.

My iPhone also comes in handy for:

• Settling bets.  If there is disagreement over any obscure facts over dinner or in a conversation, it’s nice to know that it can settle the argument in 30 seconds with my iPhone and Siri or Google.
• I frequently read books in bed, over lunch, or if I have some idle time. Kindle, iBooks are my favourite readers (Kindle ebooks tend to be less expensive in my experience). The place in the book you’re reading syncs nicely between iPads and iPhones, so you don’t have to keep track of where you are if you read on both devices. I love being able to easily change the font size to match how tired my eyes are at any given time. I think the changeable font size will be a big selling feature for older readers.
• Lastly, I love to be able to share photos with family and friends when I’m out and about, rather than take time to upload them to Facebook from my computer when I get home.

I’d argue that one modern-day incarnation of the Yankee Clock Pedder’s windup wall clock is the iPhone. Once you’ve had a chance to use used an iPhone for a while, you’ll probably end up wondering how you did without it. I’m confident that would be the case for the intrepid retired women I talked to last week.

• Kindle & iBooks – The Kindle and iBooks readers are the only apps you’ll probably need for reading books, and PDF files that people email to you. Both Do are excellent eBook readers, but books typically cost less in the Kindle store. On the other hand, I’ve found it much easier to get PDF files into the iBooks reader, so you’ll want to have both installed on your device. Don’t waste your time on the Kobo reader.
• Zite & Flipboard - Zite is a free personalized magazine for your iPad that automatically learns what you like and gets smarter every time you use it. Flipboard on the other hand had a little bit slicker interface than Zite, but it does not learn your likes and dislikes as you read over time, but stick with the sites and categories you’ve chosen to read. I’d try both out to see which you like better.
• Facebook & Path - Almost everyone is on Facebook now, and if you are, you should install the Facebook app. The user experience using the app is much more responsive and polished than the mobile web browser interface. You might also want to try out Path. Path allows you to post through to Facebook if you choose, or limit your posts to other Path users.  If you try it, I suspect you’ll like it.
• Evernote - An excellent tool for capturing, syncing data between your desktop and cell phone. I love the ability it gives me to take a picture of a white board, and then later do a key word search on the text that Evernote has OCR’ed for me. I like to call it my “external brain”.

• DropBox – DropBox, combined with Document to Go Premium is a great solution for those who want to be able to edit MS Office documents on their mobile device, and have those files automatically sync back to their desktop or laptop computer.  See my previous Blog post for more details.
• Documents To Go Premium ($17) – Open & edit Word, Excel & PowerPoint Documents from all the most popular cloud sources: Google Docs, DropBox, Box.net & SugarSync.
• Notability ($1) – An excellent tool for taking notes, that also allows you to record audio and sync it with your notes as you take them, as well as import and annotate PDF files.
• Gmail – If you use Gmail, you’re punishing yourself by not downloading the Gmail app for your iPhone and/or iPad. The Apple mail app is ok, but you’ll be much more comfortable in the native Gmail app.
• GoTasks – I use the task manager built into Gmail, so this free app has been very helpful in giving me a elegant app interface into those tasks.  I actually prefer GoTasks to the native Google interface.
• TripIt – “Tripit turns all your flight, hotel and rental car confirmation emails into simple, mobile travel itineraries just by hitting forward.”  Once you’ve used TripIt, you’ll never go back to managing your travel itineraries any other way.
• Google Translation & Google App – Google translate let’s you type or speak phrases and give’s you back a translation in the language of your choice. The Google search app allows you to take pictures and traslate the text into another language.  It can also take a picture of a business card and add it to your contacts on your iPhone.
• Flixster – Want to get quick reviews for movies, or find out what time a show is starting locally, Flixster comes to the rescue. Flixster’s critics and audience ratings are usually very helpful.
• Photosynth – A great free tool from Microsoft for taking panoramic photos with your iPhone.
• Downcast ($2) – If you are a podcast listener, I highly recommend you try out Downcast.  Why? 1. you can skip ahead 30 seconds or 2 minutes with a press of a button. 2. You can download your podcasts over the air and not have to plug into your main computer to update your podcasts. 3. You can start listening to a podcast as soon as it starts downloading rather than be forced to wait until it’s finished downloading. 4. Lastly, if you want to seed up your listening experience you have your choice of 1.25, 1.5, 1.75, 2, 2.5 or 3 times faster than normal.
• AirVideo ($3) - If you already have a video on your desktop computer, but you don’t want to have to spend the time and effort into converting it into an iPad friendly format, Air Video allows you to simultaneously trans-code and stream the video to your iPad or iPhone over your wifi network.  This works wonderfully when you’re at home, but will not work when you’re on the road.  Even so, Air Video is a app I use on a weekly basis.
• Navionics ($15) - If you are a sailer or boater with an iPad 3G or iPhone, Navionics Marine software is a must buy! Not only does the software track your cruises, but gives you access to tide and current information.  Once your done on the water, you can upload your cruise track to Facebook, or email it to yourself or to your friends to view in Google Earth.
• ShipFinder - Ship Finder provides a near real time map show the location of commercial shipping in coastal waters. If you are interested in shipping, cruising or sailing in ports and locations across the world, this is an app that you’ll enjoy.
• Marine Conditions for Victoria BC – While this is more of a mobile web app than a true iPhone or iPad app, it is something I wrote myself. It allow you to view up to date weather, current and tide information for the Victoria, BC, Canada area on your mobile device. Enjoy!

How to sync and edit documents from my desktop computer on my iPad is a question that I’ve had ever since I purchased my iPad in April of 2010.  The good new is that I finally have a good answer, and  ironically the apps that facilitate the editing and syncing are ones that I’ve used for years now, one of which has just recently come to the iPad and iPhone… or at least recently came to my attention.  Here’s the equation:

Dropbox + Documents To Go = iPad Document Nirvana!

Here is what you need to turn your iPad into a document editing & syncing machine:

Step 1: If you don’t have a free Dropbox account already, then now is your excuse to finally download and install it on your desktop computer(s).  Dropbox is a cloud service that synchronizes files between your computers, and keeps them up to date. It runs on Mac’s, Windows & Linux. For example, I have dropbox running on my Mac laptop and Windows desktop computer. So when I save a file to my Dropbox folder on my desktop computer, that file gets save to my account on the dropbox server on the internet. The next time I turn on my laptop, it checks to see if any files have changed, and then if they have, download the changed files to my laptop.  It is a wonderful service if you use more than one computer (or computer & iPad/iPhone).  The use of Dropbox is free for up to 2GB of data, and then $10 per month (for $99 per year) for 50GB of data.  I personally subscribe to the 50GB plan because I store all my family photos there along with all my documents, but I digress.

Step 2: Install the free Dropbox app on your iPad (or iPhone, or Blackberry, or Android phone if you have one) via the Apple App store. Enter the same user name and password that you setup your Dro

pbox account with on your desktop computer.

Step 3: Again via the Apple App store, and install Documents To Go Premium – Office Suite. Make sure you get the “Premium” version for $16.99, as the basic version does not sync files with Dropbox (or Google Docs). Once you’ve installed the app, press the “Online” button on the bottom nav bar, and then the app will ask you what type of account you want to synchronize with. Select Dropbox, enter your account information, and you set.

That’s it!  You’ve now turned your iPad into a legitimate business machine so that you can word process & spreadsheet on the go, and sync everything back to your desktop computer.  Enjoy!

Serious Tools

• Evernote – Cost: Free or $5 / month – An excellent tool for capturing, syncing data between your desktop and cell phone. I love the ability it gives me to take a picture of a white board, and then later do a key word search on the text that Evernote has OCR’ed for me. – http://evernote.com
• Google Mobile App – Free – The app’s easy-to-use voice or image search feature locates what you are looking for without typing. Try an image search with Book or DVD covers, bar codes or house hold items. Google Goggles is a useful and fun tool. – http://www.google.com/mobile/google-mobile-app/
• Dragon Dictation – Free – Speech to text app that allows you to easily speak and instantly see your text content for everything from email messages, SMS, Facebook or blog posts – http://www.dragonmobileapps.com/
• Read it Later – Cost: Free – Allows you to bookmark interesting news stories on your desktop computer and then read those articles on your iPhone when you have a spare minute or two. It re-formats pages to make them easier to read on a small screen. – http://readitlaterlist.com
• myHomework – Free – Allows you to keep track of you homework, classes, projects and tests. If you need help staying organized this may be a useful tool for you. A great way to get your mom to stop nagging you about your homework. – http://myhomework.rigoneri.com/
• Wunderlist – Free – To Do list for iPhone, iPod Touch, Mac & Windows. An excellent generic GTD or Getting Things Done tool. iPhone/iPod Touch, Mac & Windows applications. – http://www.6wunderkinder.com/wunderlist/
• Mind Maps – Cost: Free or $7 – Turns your iPhone into a brainstorming, idea collection and thought structuring device – http://simpleapps.eu/simplemind
• iBooks – Free – a free ebook reader from Apple that allows you to read PDF files, and free ePub files from the internet. You can also purchase popular copyrighted books from Apple. – http://www.apple.com/ipad/features/ibooks.html
• YouTube – Free – Your teacher can’t explain something to you so that you can understand?  Try searching for the topic on YouTube and see if there is someone who can give you a good explanation. More often that not, you’ll find a master teacher that has taken the time to record a video for you. – http://youtube.com
• Google Docs – Free – Google Docshas real time collaboration capabilities, with built in version control, and all you need is a web browser.  If I was back in school, this would be the only tool I’d use for group projects. – http://docs.google.com

Fun & Useful Tools: They won’t necessarily help you with your school work, but they are cool none the less.

• StarWalk – Cost: $3 – Tilt your iPhone towards the sky to and the image on your screen will correspond to the area of the sky you are pointing your phone towards. A very cool app. – http://vitotechnology.com/star-walk.html
• Urban Spoon – Cost: Free – One of the funnest ways to find restaurants in your home town or on the road. Check out the “scope” to see how we might be finding our way around unfamiliar locations: visiting a new city or unfamiliar shopping mall – http://urbanspoon.com
• Run keeper – Cost: Free or $10 – A great tool that maps your runs for you via GPS. The integration between the mobile app and their website is outstanding. – http://runkeeper.com

That said, here are my current crop of favourite iPad apps:

1. Kindle Reader (free) – Amazon’s eBook reader has the biggest selection of current books at the moment. I have read close to 10 books on my iPad and love it as an eBook reader. I appreciate the ability to re-size the font size, look-up words instantly with it’s built in dictionary, and sync my furthest read location to my iPhone.  That said, there are a number of books that I cannot buy in digital format (are you listening W.W. Norton & Co, publisher of Patrick O’Brian’s Aubrey/Maturin novels?).
2. Flipboard (free) – “A personalized social magazine.”  It is the easiest and most user friendly way to browse your twitter feed (if you have one), or browse the online version of the Economist magazine for example.  In addition you can see the twitter comments that people have made about the articles.  This is a difficult app to explain, but once you’ve used it you’ll love it.
3. Air Video ($2.99) – If you already have a video on your desktop computer, but you don’t want to have to spend the time and effort into converting it into an iPad friendly format, Air Video allows you to simultaneously trans-code and stream the video to your iPad or iPhone over your wifi network.  This works wonderfully when you’re at home, but will not work when you’re on the road.  Even so, Air Video is a app I use on a weekly basis.
4. Read It Later (free) – Similar to Instapaper ($4.99), Read It Later allows you to bookmark articles that you’d like to read later while browsing news on your PC, Mac, iPad or iPhone, and then download those articles to read later on your iPad or iPhone. In the case of the iPhone, it re-formats the article so that it can be easily read on a small screen.
5. Kayak (free) – If you’re looking to travel, Kayak is a great tool to see what flights are available at what price.  It’s hard to explain how pleasant the software is to use.  I’ve found myself using Kayak at times even when I’m not traveling just to see how much it would cost to travel to Brazil, “just in case” I was able to go. In this case the iPad software is much nicer to use than the Kayak website. Even if you don’t end up purchasing your ticket through Kayak, it’s a nice place to start your travel plans.
6. Navionics Marine: Costal B.C. ($29.99) – If you are a sailer or boater with an iPad 3G or iPhone, Navionics Marine software is a must buy! The iPhone version of this charting application costs only $9.99, and it is well worth the money.  I wish I had the 3G version of the iPad with it’s built in GPS hardware so I could use this software on my iPad as well as my iPhone. Not only does the software track your cruises, but gives you access to tide and current information.  Once your done on the water, you can upload your cruise track to Facebook.
7. iBook (free) – Apple’s ebook reader is very similar to the Kindle software, except that the book selection for purchase is much smaller, but you do have the ability to view PDF documents and ePub books in iBook.  I use both the Kindle Reader and iBook depending on what I’m reading.
8. Adobe Ideas (free) – Want to draw a quick sketch or doodle? Adobe Ideas is the app for you.  Even if you can’t draw, you can always import a picture, and then trace it before exporting the drawing.  Fun and functional.
9. The Economist (free) – I love reading the economist, but having it on my iPad makes it much easier and convenient to read. It also allows me to listen to the stories if I don’t feel like reading them.

What are you favourite iPad apps?

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!

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

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!

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.

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!

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.

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?

Well, I can tell you that’s sage advice. It’s great when people make contributions in the form of ideas and proposals, but it’s even better when they’re written for busy people. Here are some examples:

• Making important points up front
• Clear taxonomy of headings, and lots of them
• Writing clearly and succinctly
• No long, unbroken paragraphs or tracts of text.
• Preferring bulleted lists with clear points to paragraphs.
• Use of emphasis in formatting to make important things clear

These days, I find I don’t have a lot of time to read everything carefully, so the better structured a document is, the more I get out of it. I frequently find I miss entire subsections or points of documents, even when there’s relatively little text, because of incomplete organization. My eyes definitely glaze over when i see a large block of unbroken text with few headings. At the very least, it’d be very helpful if folk would structure their thoughts into: "Problem" and "Proposed Solution".

Before you post, stop and think if you’ve written something in a way that’ll allow others to get the most out of it. Communicating your ideas effectively means you may get a clearer and quicker response from other people.

Currently the Google Desktop will search for key words in the following documents and programs: 

  Gmail

  Outlook contacts

  Outlook appointments

  Outlook tasks

  Outlook notes

  Outlook journal

  Outlook Email

  Outlook Express

  Word

  Excel

  Powerpoint

  Internet Explorer

  AOL Instant Messenger

  Netscape Mail/Thunderbird

  Netscape / Firefox / Mozilla

  PDF

  Music

  Video

  Images

A fairly complete list of applications and file types. This got me thinking… for an individual or small office, why pay thousands, or tens of thousands of dollars for a Knowledge Management system, when you will probably be using it primarily for key word searches to find documents?  Google Desktop will do 90% of what you need it to do for your knowledge management needs.  So unless that 10% is really important you can save yourself a lot of cash.

You may be concerned about privacy, and the ability of Google, or anyone else, accessing the data on your computer. Google takes pains to point out that none of your indexed information ever leaves your computer. You can read more about Google Desktop’s privacy policy on the Web site.

I highly recommend Google Desktop.  Now we just need to see the linux version of Google Desktop and I’ll be really happy!