Author Archives: Scott

Pens, Pens and More Pens

For a long time I have collected fountain pens.  Most people see that I have “nice” pens, but they don’t really understand the difference between a fountain pen and a pen that “looks expensive”.  In a nutshell, there are two things that make a fountain pen special.

  1. The writing tip has to last the life of the pen, not just the ink in the pen.  When a ball point runs out of ink, you throw away the cartridge AND the writing tip and put in a new one.  With a fountain pen, the actual writing tip stays and you simply add more ink, whether via bottle or cartridge.  It stays FOREVER.  Therefore it must be of very high quality.
  2. The other major difference is the feel.  A really good fountain pen should pass the “Zero Weight” test, holding the pen while applying zero pressure – only the weight of the pen itself – and drawing it across the page should produce a smooth effortless flow of ink.

It is the second reason that I am passionate about fountain pens.  Being able to lay down a smooth, bold stroke with no pressing, no effort means I can write for hours with little to no hand fatigue.  I also like the look of the line on the page, it’s very satisfying to see the pages fill up with strong bold strokes.

But that’s not really why I’m writing.  The real reason I am writing is that there appears to be a major shift in the Fountain Pen Market.

Great Pens.  Great Value.

For years good fountain pens were insanely expensive.  A “decent” pen cost over $100 and to get a great pen you were spending $300 to $400.  My Parker Duo Fold for example is an absolutely magnificent pen and cost around $450 a decade ago.  Well, when the economy tanked, people stopped buying things they didn’t need.  I believe fountain pens were already in decline by 2008, but the extra kick in the teeth didn’t help.  What that meant was that many stores stopped carrying pens and the selection of pens started to dry up.

Of course for the $500 and up crowd there was no recession so you still see some of those around – like Rolex watches.  Fine Jewelry for executives and diplomats I’m sure.  But for those of us who enjoy a great writing experience the market evaporated.  There was plastic or platinum and nothing in between.

To put it in perspective the best “low price” quality fountain pen I found was a Cross Townsend on sale for $80.

This past year however, something changed.  It might have started sooner, but in the last two months I uncovered an amazing array of fantastic quality pens that retail in the $20-$60 range.  Some of these pens write better than most of my high end pens.  And they are inexpensive enough to feel confident in carrying them around and not worrying too much about losing one.  Given that a decent roller ball at staples now costs $9, is it really that stressful to carry a $20 fountain pen?

Here is a hit list of my recent favorites that have impressed me with their writing and price point:

Lamy Safari Medium Nib:

This is just an amazingly robust pen.  You can find them on line for as little as $26, or for $35 at a stationer.  This plastic pen feels rugged and robust, and it is flawless with converter or cartridge.  One of my favorite pens I own 3 – one yellow, one clear, and one black.  They are all consistent performers.  You can leave them for a week, pick them up and they write like you’d never stopped.  They never skip, and the ink flow is even and smooth leaving a rich bold line on the page.  If you’ve never owned a fountain pen before I highly recommend this pen.  I use the Medium Nib.  I bought my pens from the stockroom in Phoenix, Arizona for around $35.

Kaweco Sport Classic Medium and Fine Nib:

I recently discovered this German manufactured pen on http://jetpens.com.  I’d never heard of Kaweco before, but after ordering one I ordered two more.  I own a medium and a fine nib pen.  They start 98% of the time and once flowing never stop.  While they are small and compact, they are absolutely a joy to write with.  The fine is not that much narrower than the medium and both of these pens retail for $22, a great bargain.  They are too short to take the long ink cartridges and converter, but there is an example of converting a Kaweco into a dropper fill pen.  If you do this I recommend getting the “ice” version so you can keep you eye on how much ink is left in the cartridge.

Aurora Style

Aurora is an Italian pen manufacturer I’d never heard of until a month ago.  I ordered two pens from them and both were two of the best most consistent writing fountain pens I’ve ever owned.  They instantly rivaled the Lamy and both look much more classy.  The Style is a bit pricey compared to the Lamy at $64, but it rivals and exceeds pens costing hundreds of dollars more.  I purchased my Aurora Style through penboutique on Amazon.com.

Retro 51 Tornado

The Retro’s were recommended to me when I bought a high end Lamy that failed.  (I had to send it back for service.  More money does not always equal a better pen).  The Retro 51 writes wet, and starts 99% of the time, but on the whole it is an amazingly consistent pen, comfortable and has a real quality feel.  Like the Aurora it is made out of resin so it doesn’t feel like plastic and the metal appointments (clip, cap ring, and base) all make this pen look like it should cost a lot more.  You can find them from $32 to $50.  It’s interesting that this pen looks very similar to my Delta which cost $100 and it writes about the same.

The Rest…

Over the holiday I purchased a number of other fountain pens, including several Platinum Preppy’s and a Sailor Clear Candy.  Platinum and Sailor are both Japanese pen manufacturers.  The Preppy’s are interesting because they cost <$4 each but they have proven to be inconsistent.  Some write great, others have ink flow trouble.  I bought them because they are super easy to convert to a dropper fill.  There is a great blog on this at (http://blog.jetpens.com).

The Sailor is a tad scratchy being a fine point, but otherwise it is a decently servicable pen.  The real disappointment were the pilots.  The first pilot pen I bought was an inexpensive F-78.  It was a joy to write with and matched my Lamy except that it was a tad light and thin for my taste.  It was an inexpensive pen that felt cheap.  So I bought a Prera.  At $56 it was a disaster.  I had to return it.  Then I got a Pilot Lucina ($67) expecting it to be closer to my F-78 but a much nicer, heavier pen.  It is much nicer looking, and more comfortable to hold.  In the end however, it also struggled with ink flow.  It looks fantastic, I just wish that it wrote as well as it looked.

Close but no cigar

Final mention goes to Noodlers.  I really like their inks and they recently produced the Ahab Fountain Pen.  This is a big fat pen with an enormous reserve.  It is designed to be user serviceable and comes with an o-ring suitable to convert the pen to dropper fill.  For $20 these are fun Celluloid pens, but they often struggle with spotty ink flow.  They’ll flood the paper then dry up suddenly, then return to gushing.  You feel like you’re writing with a small hose at times.

Many Great Options

As a result however I have never had so many great pens to write with.  And as you may have noticed all of these pens were under $100.  It seems like combination of things have made a wide range of great, low cost fountain pens available.  More than I can ever remember.  If you have never used a fountain pen before the time has never been better to try one out.

For my money the best result has to be the Kaweco’s.  For $25 or less, they are simple to put in your pocket, they always seem to work, and they are just fun to carry around.  Second place goes to the Aurora Style.  While they are a little on the pricey side they never once disappointed me.

– Scott

Some links:

http://jetpens.com

http://shopwritersblock.com

and of course Amazon.

Ants Marching

Okay, this is kind of gross.  But if it helps someone else it is worth sharing.  The area where we live in is absolutely saturated with LBA’s – little black ants.  We have had every kind of bug guy out, and NOTHING seems to keep these dudes at bay.  As long as they stay outside, we can live with it.  But when the weather turns cold, or sometimes when we flood the yard (we have flood irrigation), they move inside.

I’m pretty sure the ants have setup a nest inside one (or more) our walls.  But when they showed up in our closet, I felt like I needed to do something.  I have heard the Borax and sugar works in getting rid of them (poisons the queen) but in my experience it never worked.

Until, I came across a YouTube video that contained the real “trick”.  The recipe is simple but brilliant.

  1. Mix 1/2 cup sugar with 1 cup warm (or hot) water.
  2. Add 2 tables spoons 20 mule borax.
  3. Stir until everything dissolves

Now here’s the magic part:  Soak up the syrup with cotton balls

The cotton balls really make all the difference.  The mixture will be thicker than water, and sticky.  But soaking it up with cotton balls allows you to drop the balls on an ant line.

But does it work?  Check it out:

This was one of 5 cotton balls we dropped on the ant line.  Within an hour of dropping them all 5 were swarmed with ants, but 24 hours later they were all virtually empty and the total number of visible ants had dropped to 4.  That’s right FOUR.  Total.  You could count them on one hand.

In the past what would happen is we would spray, wipe, clean, and pray.  Eventually the ants would show up somewhere else, usually within 12 hours.  But with the Sugar Borax cotton balls, the ants seem to be receding, and not coming back.

So if you’ve got little black ants, give it a try.  I hope it works as well for you as it did for me.

Kindle Fire To the Rescue

Or… I dropped my iPad2.

So I wrote about how un impressed I was with my Fire, and as I turned back to my iPad – I noticed that my slick – solid – sturdy aluminum case – was dented!  And not just any dent, it was dented right where you plug in the connector.

Disappointment #1

Apparently it slipped off my arm rest in my F250 and landed just right on one of the steel posts that holds in the back seat.  Until you really look it it, it’s kind of hard to believe how tight the tolerances are on these things.  No way could I get a pair of pliers into the gap to straighten it out.

And with no access to the connector plug, there is no way to charge the darn thing.

So I made an appointment at the Genius bar and took it to the apple store.

Disappointment #2

Turns out Apple does not have an accidental damage policy for these things.  And they can’t repair it.  Say what?  That’s a 64GB 3G iPad!  What do you mean it can’t be repaired?  Not by apple anyway.

Suuuuuuck.

Fail #1

I go to Fry’s electronics and buy the smallest, skinniest pliers I can find and try to straighten the port myself.  No joy.  All I’m doing is scratching the surface and I’m afraid I’m going to break the board inside the slot.  Time to get help.

Let’s hope there’ s not a Fail #2

So I go online, find a company that says they can repair iPads.  I sign up, and take my baby to Fedex and ship it out.  God help me.

Kindle Fire to the Rescue

So that leaves me tablet-less…  or does it?  I still have my Fire!  And so I start to poke around with the skinny 7″ unit.  Without the option to use my iPad I’m forced to really assess to the Fire.  And now I have to say… if I couldn’t own an iPad I would definitely want one of these.  And if I didn’t already own an iPad, I think I would give the Fire some serious consideration.  If you don’t know what you are missing then the Fire is a very impressive little box.

Works for my books, I’ve downloaded a couple of games and they work pretty darn well.  And I can stream some old TV shows (Why isn’t Quantum Leap part of Amazon Prime?  Really?).  It’s not iTunes and the iPad but this little bugger cost $800 LESS than my beefy iPad 2.

And I now see that they’ve added email and some other useful apps.  I still find Android scattered and generally not nearly as polished as iOS and iOS apps.  But for $800 still in my pocket I think I could learn to live with it.

I’ll update when I know how my repair went.

Facts Suck

Or the death of a good story.

So I was talking about Coral Castle with some friends, and I remembered some stuff from T. Lobsang Rampa (thanks for the reference dad).  And then it hit me.  When I first heard about these things… there was no internet.

Funny, I wondered what the internet had to say… sigh.  Facts suck.

First Coral Castle.  If no one saw Ed Leedskalnin lift this stones, then no one owned a pretty decent camera back in the thirties to take these pictures.
Apparently the secret of the great pyramids was a block and tackle.  Or as Ed was quoted as saying, “he understood the laws of weight and leverage well”

Well, turns out another trouble maker from FLINT Michigan learned those laws of weight and leverage pretty well too.  Only this guy is alive today and owns a video camera.

A carpenter by the name of W.T. Wallington it seams figured out that if you understand the laws of weight and leverage you can move around some pretty massive stones with not a lot of effort, BY YOURSELF.

http://www.theforgottentechnology.com/

Check out his videos.  They are ridiculous.  Turns out a very heavy stone is exceptionally stable on a fulcrum.  In other words, stick a pebble under a big hard stone and you can move it easily.  The heavier it is, the more stable it is.  In his words:

once a weight is close to balance on a single point, rotation can be initiated and the object becomes stable

For those of you keeping score at home (check your physics text), the clever idea here is that he’s using the LOAD as the LEVER.  By using the principles of balance and inertia he is able to move really have stuff quite easily.

You’ve got to check out his videos showing moving these things around.

Finally, he kills my pyramid odyssey dream.  (one of my favorite books).  Because he does what no one else seemed to be willing to do – some MATH.  Turns out, with these techniques, you might not need that many people to build the pyramids.  At least not as many as people thought.

For continuous hoisting at the Great Pyramid working a 40 hour week, 50 weeks a year, and for 25 years, only 20 horse power would be required.

If you watch his videos (see the Egyptian Hoist) it becomes obvious that a little ingenuity, and some clever use of physics makes man a pretty awesome creature in his own right.  No extra-terretrials needed.

Doh, that clever, clever brain of ours!

So I’m a little sad that these fun stories appear to be no more than that, fun stories.  But how cool is that we live in an era where not only did someone figure it out, they videoed it and put it on line for my entertainment!

Brilliant.  Wait, maybe we DO live in magical times.

Kindle Fire

So,
I got my Kindle Fire. I ordered it the minute I first heard about it. Except for the Kindle 1 I order a new kindle every time they introduce one. Largely because I’m a big fan of eInk displays. I’d look at some other readers but… I now have a pretty darn large book collection with Amazon so I’m “tied in”. I really love the way their system works so why move? Again it’s the software.

But I also own an iPad, and I was anxious to see what Android could do. In fact, almost everything I own is Apple if it has a battery now (Phone, Computer, Laptop, Tablet). I’ve head so much about Android – I wasn’t going to buy a phone to check it out, and $500 for a tablet I’d hardly ever use seemed like a waste. But an Android Kindle sounded like a great idea, especially for $200.

So here’s what I learned.

It’s a not an iPad

While that may be obvious, one of Apples real strengths is their attention to detail. They charge a premium but they also deliver for that premium. Excellent screens, snappy response, everything just “works”. Android is becoming the new windows. In other-words, android appears to be the king of it-works-well-enough.

Everyone points to, there aren’t many apps. But it’s more than that. The Kindle Fire is really highly tied to Amazon’s services. Like the original Kindle it is not a general purpose computing device, or even general purpose media device. For example, how do I load personal videos onto the Kindle? And what about my photos? Can I put those on a kindle?

If it is possible it is not obvious. No, the Kindle is a portal into content you buy and manage through Amazon.

Secondly

It’s unresponsive at times. You just get so used to touching the iPad and it responds to you instantly. Most of us use computers crippled by bloatware, or anti-virus filters (Macaphee would you PLEASE JUST STOP!) and crud, and time that it’s really are to have a computing device that responds INSTANTLY to your touch.

There are multiple times where in using the Kindle I thought it had crashed, or hung up, or I wasn’t sure what was going on. It would just sit there unresponsive. It was weird.

But it’s only $200!

Now, I am probably unusual in that I have both units. What’s more, the kindle was cheap enough that it was worth the try. If you don’t have a tablet yet, or an eReader it really does fix some of the things that people didn’t like about the original Kindle and maybe that’s where it should really be compared. In fact, Amazon may consider it a triumph that it is being compared to the iPad and other Tablets instead of being compared to the other products in its family – the eInk readers.

(Cr)Apptastic

Before I move on, I do have one final dig, and it’s more of an android issue than a Kindle issue. The weird thing about buying a new platform is that you are looking for new experiences. New software. New newness. However, very often what happens is that you end up buying the same applications you know from other platforms.

Plants vs Zombies? Got it on my phone, my iPad and now my Kindle. EA Sudoku. First got it on my DS. Now I have it on everything I own. (I just really like their version of it.)

OliveTree Bible reader. Best bible reader I’ve found.

However, one thing about android is that sometimes, stuff doesn’t work. Or it can be confusing. Take plants vs Zombies. There is a kindle fire version! But also a regular version for sale. Why are both available? What’s the difference? Other than the title, it’s not obvious or easy to find out. And take OliveTree’s bible reader. I own several bibles, but when I click on the link for the store more on the Kindle… it doesn’t work. Nothing happens. “What?” They shipped this?

But I digress. I suppose in principle the reason you get a Fire, or a Kindle for that matter is that Amazon is expending tremendous effort to make sure that they media they present on it runs really well. And for the most part, their video, music and book interfaces work really well.

I’m very tempted to sing up for Amazon Prime and while I have it for a Month I’m using to watch some TV episodes. I’ve uploaded a small part of my music library to Amazon Cloud Player so I can try that out as well.

But in truth, I’m tied to iTunes, so this probably won’t make a big difference for me. I have so many ways to listen to my music around my house the fire won’t be how I consume music.

Kindle Fire vs Kindle 3

But like I was saying, the Fire really should be compared to the traditional Kindle. And if you look at it from that point of view it is an outstanding product at an oustanding value.

Display

The main comparisons are obvious. You now have access to video and color content. The presentation of books with images is so much better on the Fire than it is on the Kindle 3 with it’s eInk display it’s not funny. However, in broad daylight the Kindle 3 still rules. Get some direct sunlight on your Fire and you have a hard to read screen. Nothing beats eInk for sunlight. Not that I get to spend a lot of time reading in the sun, but it is one of my favorite things to do, if I can get a sunny day is to read something good on that amazing black and gray screen. The closer it gets to paper the more awesome it is.

Given however that 90% of my viewing is indoors of some kind I have to say…

Advantage: Fire

Size and Weight

The Fire is a comfortable size – 7″, but the weight and thickness are a tad disappointing. I really like the slimness of the Kindle 3 and it is light.

Advantage: Kindle 3

Note: The new Kindle touch should be an improvement over the 3 even extending the difference.

Battery Life

This is a no brainer. One of the things that I love about the Kindle 3 is I can charge it once and use it for a week. The Fire’s battery life is roughly on par with any normal computing device or netbook who’s battery life is measured in hours instead of days.

Advantage: Kindle 3

Keyboard

This isn’t as obvious, but I actually like the Kindle Fire screen keyboard better than the Kindle 3 keyboard. Why? While you may argue that buttons are superior to little virtual boxes, for me the reality is that I type on a kindle so rarily that giving up that much realestate to a keyboard seems like a waste. I would MUCH rather have a bigger screen, and the Fire does that. Plus I’ve just gotten used to typing on a touch screen. What’s more with 7″ of screen, the Fire keyboard feels HUGE compared to my iPhone.

There you when you need it, gone when you don’t.

Advantage: Fire

Web Browsing

Duh…

Advantage: Fire

Ruggedness

I haven’t dropped my Fire yet, but I’m going to guess…

Advantage: Kindle 3

Conclusion

So at the end of the day, if you own an iPad there really is absolutely no reason to buy a kindle fire unless you are a tech nut like me and you could buy one heavily subsidized with Amazon gift card points like I did.

If you don’t own an iPad and you have an old Kindle, it might really be worth taking a look at the thing. It is a pretty awesome upgrade to a normal kindle and it will get you some iPad-”like” features that you’ll probably enjoy.

If you are looking for a real tablet however… The iPad can just do so much more than the Kindle, and it does it better, with more polish, you just have to ask yourself is it worth the extra $300?

By my way of thinking yes. For example, I wrote this on my iPad. Not doing that with a kindle. And this is cheaper and easier to use than my laptop, plus it’s more versatile with a longer battery life.

Now if you’ll excuse me I have some Zombies trying to get into my house. I need to go plant some pea shooters and sun flowers to take them out. That is how you stop Zombie invasions right?

Breathing Life Into a Dead Mac

Okay,

Way back in the day when we started working on THE ORIGINAL XBOX Microsoft sent us XBox Dev Machines – they were Apple Macintosh Pro boxes with Dual Core Power PC chips.  The original XBox was to have 3 cores.
That was in 2000.  After the project was over no one wanted the dev machines back.  We were allowed to keep them despite the fact that each box cost $10,000.  So I took one home and that became my first Mac.
I used it for about 5 years.  THEN IT DIED.  Sad… sad day.
So I bought ANOTHER Mac Pro.  Only this time I got one from Fry’s electronics so I knew it was a late model.  I saved about $700 but I was able to reuse most of the equipment from my Power Mac.
Now that machine – circa 2006 is starting to grind to a halt.  I mean what do you do with a machine that
can’t keep up with your typing or even play audio files?
To replace it?  Budget about… oh… $4,500.  Holy crap.
So – I did a little checking and I found a way to salvage my beloved tower.
#1) More RAM.  Mac’s have ALWAYS been very efficient with RAM.  2GB was enough forever with most apps being a 20-30MB (compared to their Windows counter parts that were 10X as big).  So my 4GB was huge 5 years ago.  BUT… most Mac applications now tilt the scale at 150-300MB.  Some as big as 500MB.  Open up 3 or 4 things and suddenly – you’re low on RAM.  So I was able to scare up another 4GB of ram for $100, doubling my memory.
#2) And this was the biggest.  Move to the boot drive to SSD.  When I bought my macbook air, the hardware specs were less than impressive but the Fanboys raved about it’s performance.  Why?  Because of the SSD Drive.  This is how bad my MacPro had gotten – with the latest software I could not listen to audio.  It was garbled and crappy.  What the heck?  A combination of low memory and slow swap disk
really killed the systems core threads.
But after $100 memory upgrade that doubled my RAM (8GB baby) and a much more expensive $450 upgrade to a $256GB SSD drive – my machine is FASTER THAN IT HAS EVER BEEN.
It’s like I have a brand new machine.  It’s crazy.
Eventully I’m going to get one of those $5000 machines with the dual quad core processors, 16GB or RAM and most important of all a 512GB SSD drive, but for now, I’ve got $4,500 worth of performance for $550.
And now I can listen to my music again.  With enough RAM for the processors to run free, and the super snappy response of the SSD my drivers function correctly.
Wunderbar.
Scott

GTD Sustaining (Part 4)

The On Going Battle

As I sit here and write this 33 tasks have become available for me to work on. Oh joy. Will I get 33 things done today? I don’t know. Probably not. More than half will probably get pushed off.

But that in itself is very useful. As I start to see projects being perpetually delayed, maybe I should reconsider them. Things that aren’t worth doing may never be worth doing. David Sparks talks about the value and freedom that comes from DROPPING projects. If you’re never going to get to it, then give it up. Let it go. Free your mind. I haven’t gotten there yet, I’m still coming to grips with all the stuff I diluted myself into thinking I could get done.

I feel like a project junkie. Yeah, I’ll take another hit. Just one more. I am a hoarder of the unfinished. How did we get there? That’s probably another story for another day. But the bottom line is that awareness is curative. Why would I take on one more thing if I’ve got so many things I’m not doing?

But the beauty of GTD is that it’s actually shocking how many things you can get done in parallel if you just tackle things by context. And that gives me hope, and makes me feel better about myself and what I am capable of.

So there you have it, an update about my personal GTD odyssey. I know many people have used the system and I thought I would provide more of a tutorial like David did, but I find the system really effective. I’m just worried whether or not I will stick with it. It’s a lot to manage. And spending so much time planning can be daunting. But I encourage anyone with a bone pile of moribund projects to give it a try. You may surprise yourself with how productive you really can be.

Those Sneaky B4$t#rd$!

Yesterday, I wrote about using Filters to clean up your email.  It has made a HUGE difference in helping me maintain an empty inbox.

There is a saying that you can not be efficient with email because for every email you ship out, you get 1.2 back.  So the more you email the more you get.

However, I wonder what the statistics are on all the sneaky ways email marketers (from companies you like!) work to get around your filters.

Every day.  every single day I get email showing up that does not match my filters.  Amazon.  Ebay.  Microsoft.  All companies I use, work with, or buy from.  I have filters for all of them.  More than one in fact.  Yet they keep coming.  Right there, in my inbox.  NOT in the folders I have carefully constructed to hold their chaff.  What the heck?

The longer I keep up this battle – I’m getting a much clearer picture of how many weeds I allowed to infest my mental garden.  If you only have room to hold 7 thoughts in your working memory, how can you afford to let 700 random ideas pollute your precious working mind?

This has been a crazy battle.  I’m wondering if I’ll ever win.  At least its down to 1 or 2 stupid new things a day, but I’m wondering if I can get it to zero.

Getting It Done With Focus! (Part 3)

OmniFocus

I first bought OmniFocus 6 years ago when the OmniGroup first created it. I worked through all the Betas and bought it when it was released. I even got it for my iPhone. But the lack of syncing made it really hard to use. And Man… it was COMPLICATED!

But now… I believed I could make it work. First, OmniGroup had introduced their outstanding free sync service. What’s more, my weeks of using RTM had given me a system. Something to implement. I didn’t want ALL the bells and whistles of OmniFocus. Just one. Folders. I needed to start grouping my projects in a way that I could handle them.

As the scope of my planning grew from a few dozen tasks, to a few hundred, RTM got me over that hump. But when my planning threatened to jump to a few thousand tasks (seriously), I needed more. But why a few thousand?

I’m 45 years old. As much as I’ve tried to pair down, it is unbelievable how many projects I have accumulated. I don’t know what your house is like, but as I walk through mine, I see video games I haven’t finished. Books I mean to read. Pictures that need hanging. DVD’s I’d like to watch. And those are just my personal projects. Then there’s the house stuff, the family stuff – and I haven’t even scratched the surface of work yet.

If you really go through 10 years of accumulated “stuff”, you might be surprised how many “projects” you’ve accumulated. Once I had success managing a few projects, I wanted to do more. And I still have not captured everything weighing on me. My life is fenced in by guilt. I see it in every corner of the house. The storage closet that’s full of broken head phones and cast off sun glasses. Boxes of pictures that need organizing. The Laptops under my desk that – well hell, they should be worth something right? Oh yeah and Linux is cool. I should be able to do something with that.

It’s simply overwhelming… and it’s there. Where I can see it. A daily reminder of failure. A pile of incompetence. Guilt, guilt, guilt. Get to me, get to me, get to me. Argh!

No wonder my brain feels overloaded. How can it possibly remember all this stuff? The answer is it can’t. And it shouldn’t try. But I need a system that CAN hold it all, so I can systematically, relentlessly, progressively plow through all this crap and weed out what I AM going to do and what I am NEVER going to do. Enough waiting. As Yoda said, “Do. Or Do not.” He’s right. There is no try.

OmniFocus Ninja

So once I made the decision to work with OmniFocus, I sought out people who really had used OmniFocus to see if I could learn anything. And what I came across was gold by David Sparks, the genius behind Macsparky.com. David created a series of 3 videos called being an OmniFocus Ninja. The direct link to the three articles are:

Part 1
Part 2
Part 3

David pointed out some REALLY useful tricks. Among them…

  • Don’t use Due Dates! Use Start Dates to move tasks into the future.
  • Use perspectives to create reports and views to really focus
  • Use Dragon Diction on the iPhone to dictate todo’s
  • Use MailPlane for gmail integration. There’s a brilliant clipping plugin and suddenly my gmail acts like my Mac Mail.

That last tip was HUGE for me. Why? Because it finally allowed me to get my inboxes at home and work to ZERO. How did I do that?

Step 1: Create filters for all the automated emails you get.

I mean, this is stuff I’m interested in or care about. But it hijacks my attention every time I go into my email. So I want those things to go into folders where I can view them at my discretion. Much to my chagrin, my supposedly 7 automated emails… turned into nearly 70 categories of newsletters, notifications, and ads. This doesn’t even include receipts (I want to see those. If I spend money I figure I better pay attention).
Guess what. My work email was the same! So a HUGE chunk of my inboxes got cleared out, and stayed cleared out.

Step 2: Start clipping into OF

The key here is that if an email requires an action, then I can clip a link to the email into OmniFocus for follow up. And sure enough, many email relate to projects I’m working on. This handily little thing really dramatically changed how I viewed my inbox. Suddenly I wasn’t relying on my inbox to remind me of things I needed to do, or remember (like the piles of unfinished detritus scattered about my home). Things I need to remember are in OmniFocus. Things I need to FILE go into Evernote.

Step 3: File Emails into their proper Folders

Once I’ve touched an email, I file it. Or Delete it. But there’s NO REASON to leave it in my inbox. It’s either something I need to do, file, or delete. Those are the only options. At home it took me about a day to get to Zero because for the most part I was on top of everything, I just needed to pair down the inbox of read but un-acted on emails.

Work was a lot harder, because I got in the habit of ignoring it. I had 800 unread emails in my inbox. Well after running 70 odd filters to get rid of the automated mails, and then dumping anything and everything more than 60 days old – I mean really, what the heck do you say to someone you haven’t talked to in two months? – I got down to 50. Then a few days later 40, then back up to 60, then down to 30, and finally by Monday I got down to zero.

Step 4: The Daily Battle

Some days I get 20 emails or more in each email box! That’s when plowing through stuff is hard. But I can use my GTD rules. Send to my Task Manager (OmniFocus), File it, Delete it. That’s it. Of course, I can choose to act on an email with a reply, or some other quick action and then just get rid of it. But on the whole, I try to stick to the discipline of not leaving things lurking around.

The Myth of Inbox Zero

I used to believe that an empty email inbox was a myth. It sounded good, but no way was that possible. Well… jumping ahead a bit, once I started to get into my groove with GTD I found that I actually COULD get my inbox to zero. There are 2 main keys to this.

  1. Use the GTD process of file, act, delete
  2. Create Email Filters

There’s a lot written about using the GTD Process to blaze through your inbox. You either File it (or clip it to evernote), you act on it, or you delete it. Now, acting on it can be any of:

  • Responding
  • Forwarding
  • Adding an Action Item to Your Trusted Task List System

But what really surprised me, was how powerful Item 2 could be.

Creating Filters

We all have spam filters, but what’s truly amazing is the sheer amount of email we get from people and sources we want to get email from. It’s a lot like subscriptions. For just $2.99 a month you can have x,y,z. In isolation, those subscriptions seem so affordable. But when you add them all up, they cost a small fortune.

As the saying goes, you can make a very big pile out of many small sticks.

When I first started to create email filters with my gmail accounts, it seemed innocent enough. I figured I would have like 7 categories of emails. Automated ones from systems as work. News from companies I buy from. Notifications that my portfolio was ready for review (isn’t it always?). How many could it be?

80!

That’s right! EIGHT ZERO

I had more than 6 dozen emails hijacking my attention. Every day there were dozens. After the first week, I was shocked when I saw it climb to 60+ filters. But then emails kept creeping into my inbox. Things I cared about, but stuff I wanted to see on MY time. I have no desire to be distracted by the frivolous. My attention matters. It is a precious commodity. So every time I found something I didn’t expect, I would either make a filter, or unsubscribe. And the 80 odd filters and categories don’t include the two dozen newsletters, notifications and listserv’s I unsubscribed from.

I was shocked, and three weeks into Inbox Zero, I continue to be surprised how companies I would normally love come up with new and clever ways around my filters. It’s as if they know I’m containing them and they want out. Like cockroaches they crawl through the cracks and infest my inbox.

I want them out!

Filtering, taking Emails I “might” want to read, and immediately filing them has gone a long way to freeing up my mind and my attention to focus on the emails from people I personally know. People with a pulse. People that need me to do things, or need me to remember things, or need to do something for me.

I can not emphasis how important this is, or has been for me personally. I was shocked at how many weeds I’d allowed – no invited – to live in my mental garden. They say you can only hold 7 thoughts in your head at once. With emails from over 100 different sources polluting my inbox on a regular basis no wonder I was having a hard time staying up to speed.

And this was just my personal inbox. My work inbox was just as bad! Learning how to protect my attention – to peruse the news letters, notifications, and ads when I feel like it. It has been liberating.

It’s an amazing feeling to see your inbox empty day after day.

And one last tool makes it fun.

0Boxer

I found 0Boxer through MailPlane, a great Mac app for gmail. It provides a nice positive reinforcement for emptying your inbox on a regular bases. I don’t know how to win any of the other badges, but when you get your first badge it feels like a real accomplishment.

I highly recommend it. But first… Clear the decks. Get rid of the attention stealers, and then you can begin to get to the meat of your email system.