Curt Sardeson's Blog - Productivity

Transfer Big Files

nospam@example.com (Curt Sardeson) — Fri, 30 Apr 2010 21:55:27 -0400

There are many times you need to share very large files with friends, family, customers, and vendors. The company that produces our Project Management/SCRUM software, Axosoft LLC, has a great tool for sending big files. It is called (obviously), http://transferbigfiles.com/.

Give it a try the next time you want to send that video clip or huge zip file.

iPhone as Business Tool

nospam@example.com (Curt Sardeson) — Fri, 30 Apr 2010 21:43:00 -0400

Ok I'm convinced, the iPhone is a serious business tool. I'm finding accessing e-mail, making phone calls, keeping track of appointments, and keeping on top of my Tasks is easy and fun on the iPhone 3GS.

I've also started to use the Voice Control via my Motorola HS710 Bluetooth headset and I've finally figured out the trick to getting Voice Control to work (just say Call, Last Name, First Name, Mobile/Office/Home/Work). A simple touch of the command button on the HS710 and I just tell the phone what to do.

UPDATE: I've switched to the newer H17 Bluetooth headset and it is even nicer than the H710 with one exception, I can wear the H710 much longer than the H17 as it is more comfortable for long term wearing.

Inbox Zero works for Our Employees Too

nospam@example.com (Curt Sardeson) — Wed, 07 Apr 2010 08:26:35 -0400

One of my employees who was filling the role of project manager at a recent WMS go-live sent me a thank you note about Inbox Zero. He told me that he had read on my blog (wow - my employees read my blog? I better be careful!) posts about using Inbox Zero on go-lives (a time of very high e-mail volume).

Another Tweak to Inbox Zero

nospam@example.com (Curt Sardeson) — Mon, 12 Oct 2009 23:00:00 -0400

Not sure why after using Inbox Zero for so long that now I've found reasons to tweak it. In my last post I talked about adding a Deferred folder so that I could park stuff that did not need action right now, but might need action later and I'll want to review it one more time.

I've also created another folder, borrowing from GTD, called Waiting For. This is where I'm parking e-mails that don't need any action from me, but they need action from someone else and I'm waiting for that action.

I've been using the Waiting For folder now for about 2 weeks and it has really helped.

Small Tweak to Inbox Zero

nospam@example.com (Curt Sardeson) — Wed, 16 Sep 2009 21:00:00 -0400

I’m a big believer in using systems as they were designed (software, SOPs, etc.) for some time before you change them. I started to use Inbox Zero 2 years ago in Sep 2009 and I stayed true to form to Merlin Mann’s formula.

Basically when I receive an e-mail I read it and then I a) delete it, b) reply to it then delete or archive it, c) move it to Archive, or d) move it to Acton Needed. This system worked great however there was one issue. My Action Needed folder kept getting filled up with things that did need Action, but not right away.

I finally added one more folder called Deferred. This is my folder where I now park things that might need action, but they don't need action right now. This way I can focus on my Acton Needed when I'm in working mode and know there is no noise in this folder.

When I do my Weekly Review, I just look over the Deferred folder for anything that can be deleted, archived, or moved to Action Needed.

PS: I’ve also noticed that Merlin Mann is writing a book on Inbox Zero. I’ll have to keep an eye on his progress.

GTD on iPhone

nospam@example.com (Curt Sardeson) — Tue, 04 Aug 2009 21:30:00 -0400

I finally gave up on Windows Mobile phones when the new iPhone 3GS was released. I had been using my wife's 3G for some time and found the interface and the interoperability of the applications to be way ahead of Windows Mobile. Since my company was already setup for Exchange and Exchange Anywhere, getting the iPhone connected to my corporate e-mail was so simple it was done while waking down the street from the Apple Store - no kidding.

Of course I knew I was going to be in trouble when it came to using GTD on my iPhone since Apple did not integrate the Tasks in Exchange to the iPhone.    However a quick trip to the App store and the first application I tried worked great.    Since I use categories in Outlook Tasks to make my GTD Lists such as @Anywhere, @Office, @Home, etc., it was critical to find a Task application that could sort and group by Category. Fortunately RERLSoft iMExchange did this just fine (https://sites.google.com/site/rerlsoft/imexchange).

RERLSoft offers 4 apps, one for Notes (iMNotes), one for Tasks (iMTasks), one for view only (iMLite), and a combo application for Notes, Tasks, Out of Office, and access to your Contacts including the Global Address Book (very handy for distribution lists!).    Since I also use Notes and I thought the OOO control would be nice (however this does not work for me for some reason), I purchased the more expensive iMExchange.

I must say I've not enjoyed accessing my electronic Action Lists (Tasks) this much since I gave up my Palm Treo with Palm OS.   I find it super easy now to check my lists on the go and to make use of little free minutes of time here and there.

I know there are other Task managers that work with Exchange on the iPhone and I really should give them a try. But perhaps I'm just lucky to have hit the jackpot on the fist try. For now I plan to keep using iMExchange and eventually I'll figure out how to get the Out of Office control to work too.

GTD Works for Go-Lives!

nospam@example.com (Curt Sardeson) — Thu, 13 Mar 2008 13:13:29 -0400

I do complex software implementations for a living. For those of you who know what a “go-live” is like, you know they get crazy, stressful, and chaotic. I was very curious to see how well the GTD and Inbox Zero systems (and habits) would hold up for me under a go-live. The results were amazing!

Using Inbox Zero (a GTD-like system for your e-mail) I never had over a dozen e-mails to “process” in my Inbox. I did end up deferring about 25 items in my Action Needed folder until after the go-live was over. But the important thing is I never let anything fall through the cracks.

My physical inbox (paper, mail, etc.) did get about 4.25 inches high during the 2 week period where I worked 12 hours a day, every day. However it took less than 2 hours to process the Inbox and get current again.

I rely on Outlook Tasks to track my Next Actions lists and other lists. Those were wonderful to have during the go-live as I could do also do mini-weekly reviews whenever time permitted using Outlook or my Windows Mobile phone.

Something else that I did was to purchase some Staples 4X6 inch scratch pads to capture actions and projects as they came in. This was just faster than using Outlook Tasks due to the rapid nature of information coming in. One of the other team members noticed how “organized” I was using this low tech paper system to keep track of things. I handed out extra scratch pads to several of the team members the next day.

I was very interested to see if I could keep up with GTD during a go-live. I’m happy to report that this system is capable of working under stressful and chaotic periods. In fact I believe this system was a major contributor to my ability to rise to the occasion and stay relaxed and calm (most of the time!).

On-Line Backup

nospam@example.com (Curt Sardeson) — Fri, 15 Feb 2008 04:30:00 -0500

So many people risk all of their data by not having backups. I know business owners who have lost their accounting files, friends who have lost their digital media albums, and clients who have lost data that can never be replaced.

I’ve blogged about Groove before as a way to have some protection for your files if you use more than one computer. However I know there are lots of people who just use one computer. If you only use one computer, I have found a product that I’m very impressed with called Carbonite.

Carbonite is perfect for the single computer user because it will back up an unlimited amount of data for about $50/year. It runs in the background so you really don’t have to do anything. When you create or change a file it gets backed up automatically (UPDATE: you can now restore version of files as old as 90 days). The only glitch I have had is some file extensions (i.e. mpg) need to be “manually” marked for backup. Also note it is a designed limitation to not backup network drives (this is getting into commercial services which must to be priced different).

I have tested the restore process and it has been able to recover my files nicely. The great thing about Carbonite vs. an external USB hard drive is even if your home is destroyed, or burglars take all your equipment, you can still get your files back. Keep in mind hard drive recovery (if you still have it) can easily cost $500-$1500 for average consumer hard drives. Recently a client sent his hard drive to one of the better recovery services and even they were unable to restore the data. It still cost my client several hundred dollars just for the attempted recovery!

I have found that Groove and Carbonite play well together adding one more layer of backup protection to my critical files and data.

This tool runs well under Windows XP, works with Groove, and for only about $50/year for unlimited backup is priced right. If you are not backing up your files automatically then get this tool!

GTD Continues to Impress Me

nospam@example.com (Curt Sardeson) — Thu, 31 Jan 2008 10:55:57 -0500

I’ve been using David Allen’s Getting Things Done framework for organizing my personal and professional life now for over 6 months and it continues to impress me in ways that I did not expect. Recently I was over committed to multiple projects both personally and professionally and I let me weekly review sessions slip for 4 weeks. I knew my lists were not up to date and I knew something was wrong because my mind was full of chatter about my projects and commitments. So I took a day off with the only focus on processing my inboxes and getting current with my project list.

The result? I slept for 12 hours and woke up full of energy and creativity. I was seeing solutions to the problems I was having with projects that I was not seeing before. This was proof that David Allen’s theory that you need to get everything out of your mind so you can use your mind for better things is without a doubt true.

Using GTD with Windows Mobile

nospam@example.com (Curt Sardeson) — Tue, 15 Jan 2008 05:00:00 -0500

In December of 07’ our company switched from the Palm platform to Windows Mobile for our mobile devices. I could write pages and pages about the comparisons and contrasts between the Palm Treo 650 and AT&T Tilt – but I think others have done that for me already. The one thing that was absolutely intolerable was the Windows Mobile Task Manager software. If you are using David Allen’s Getting Things Done system you most likely have your Task list in categories (i.e. @Calls, @Home, @Office, @Waiting For, etc.). I was completely lost when I found out that the Windows Mobile task manager was so unfriendly to presenting my tasks by category.

As usual one of my business partners came to the rescue and told me to try PocketBreeze by SBSH Mobile Software. This tool (along with their outstand PhoneWeaver) gave me back the things about the Palm Treo that I felt I lost with the switch to Windows Mobile.

So if you are a GTDer and you are switching to Windows Mobile you need this application. In fact this software with Windows Mobile is better than what I had on my Palm.

Switching to a Laptop Backpack for Travel

nospam@example.com (Curt Sardeson) — Sun, 21 Oct 2007 21:18:07 -0400

A few months ago I decided to try a backpack for business travel. I have been using a laptop bag for over a decade and I was getting tired of how it was always giving me discomfort and trips to the chiropractor. So I picked up a Swiss Gear laptop backpack for about 80 bucks and gave it a try on my next business trip.

My Swiss Gear laptop backpack fully loaded and ready to go with my personalized luggage tag thanks to my son.

The very first thing I noticed was how easy it was to get around the airport with both hands free! You can more easily take a phone call, grab a drink, eat a sandwich, or simply hand your ticket to the gate agent when you are not trying to wrestle with your laptop bag and roller bag. With the backpack securely on your back you never have those “bag strap jerks.” You know, when your bags strap slips off your shoulder while you’re trying to hold on to a cup of coffee or cell phone, lands in the crook of your forearm and bicep, and knocks anything that you were holding out of your hand? A a bag strap jerk took the life of my last Treo 650 and has sent more than one cup of coffee to the floor over the years.

The other thing I noticed after my trip was a significant less amount of back and neck pain. I know my laptop bag weighs 17lbs and I try my best to keep it light. So 17lbs of stuff hanging on one shoulder is most likely not a very healthy thing.

There is one more benefit to the backpack model I chose – so many pockets! I have learned to strategically place items I need while traveling in specific pockets. This makes getting to my stuff quicker and easier while on the go. In fact the Swiss Gear model I have has a smaller top pocket that looks like it was made just for things you need fast like a cell phone, wallet, keys, etc. It also has a good secure clip for my car keys so I’m not standing outside my car digging for my keys.

If your finding lugging your laptop around while traveling is getting you down, then give a backpack a try. You most likely won’t be disappointed. I certainly was surprised how quickly I found I preferred it over a traditional bag.

Plant Note Taking Stuff Everywhere

nospam@example.com (Curt Sardeson) — Tue, 09 Oct 2007 22:27:39 -0400

I noticed how much better I can get to sleep when I write down thoughts that come to me at bedtime. However, in the past I have not been able to find anything to write on. When that happens I would get frustrated and either not write down the thought, or go to my computer to record it and end up doing something else. So I went to Staples and purchased a dozen little 4X6 spiral notebooks and a box of 20 pens. When I got home I put one at my desk, one on top of the fridge in the kitchen, one next to my bed, one in the bathroom, one in the garage, and one anywhere that I thought I might want to capture a thought, idea, or reminder.

The result? --- A more relaxed mind and greater personal productivity.

Some nights I find myself going through 3-4 pages of paper capturing thoughts and reminders. Once I've captured them all, I sleep and dream like a baby. I've also been amazed how many times I use the notepad and pen in the kitchen in the morning while preparing breakfast for the family. And I even occasionally jot down a note while brushing my teeth or shaving in the bathroom.

I'm glad I discovered (thanks to a tip from David Allen) that having these little notebooks through out my home, where thoughts tend to come to me, has increased my productivity and ability to relax. Give it a try if you're finding that you too keep thinking about stuff where you don't have anything handy to write it down.

Inbox Zero

nospam@example.com (Curt Sardeson) — Tue, 25 Sep 2007 05:11:09 -0400

Ok -- so I've not posted to my personal blog for a while. I've been sidetracked setting up a Family Forum and blog site for my cousins on my Mothers side of the family. The outcome of that project has been very positive and I'll probably write about it here in the future.

There are only so many hours a week I can dedicate to my on-line life. However I've managed to get some more hours due to the way I now "process" my e-mail. I'm using a method called Inbox Zero and it is awesome!

Inbox Zero has changed how I deal with e-mail. These changes, at least for me, have been greater productivity, easier to find what I'm looking for, and less stress when dealing with my inbox. Go to 43 folders and read about Inbox Zero (you should get this one from the source). Or if you would rather watch a video, the author has a link to his presentation to Google employees about how to use the Inbox Zero method of processing your inbox.

Enough said for now. If you struggle with keeping up with e-mail this framework of how to process e-mail is really worth at look and your consideration.

Update: Over 1 year of using Inbox Zero and still loving it! Update: Over 2 years of using Inbox Zero and still loving it!

Ever Need the Same File on More than One of your Computers?

nospam@example.com (Curt Sardeson) — Thu, 16 Aug 2007 23:48:40 -0400

If you use more than one computer I'm sure you have wished that you could somehow make certain that the files on one computer are always on all of your computers. For example you might have a Work PC and a Home PC. You wake up at 3AM with a great idea about how to solve a problem you have been thinking about for days and you need to open up that spreadsheet or word document that is on your work computer. But if you don't have remote access to your work computer you might not be able to do anything about it.

Another thing you might wish to do is make sure your files are always backed up. Right now I want you to pretend that someone just broke into your car and sold you laptop. Did you loose anything important? Most people would freak out if this happened because they most likely had a bunch of files that were only stored on their hard drive of their laptop and not on the server (like the IT geeks keep telling you to do). And those same IT geeks did not implement a pro-active solution for backing up laptops because you cut that item out of their budget!

Ok there are always multiple solutions to a given problem or even a combination of problems. But I have been using a tool that solves the above problems very well and this tool is now available in Microsoft Office 2007 (at least the Enterprise Version that I’m using). This tool is called Groove (well Microsoft renamed it to Microsoft Office Groove 2007).

I’m not going to go into much detail in this blog about all the features, functions, installation, etc. about Groove. I’ll post more if people ask me to. What I am going to tell you is that this tool serves some very important functions for me. First of all I actually use 4 computers. I have a dedicated Home PC, a Dedicated Office PC, and 2 Laptops that are used for different purposes. Yes most people don’t have 4 computers but most business folks I know have at least 2. One thing you can do with Groove very well is to keep an off-site backup of your files at home by having Groove on your Home PC and your Work PC (of course I’m assuming that you have proper security measures both physical and digital in place).

Groove really shines when used in group or team environments. At my company our teams use Groove to share files and folders over the Internet. Our consultants rarely are in the same place to use a network drive or NAS so Groove really is the only practical way we can have a “shared drive”. I have several of these Groove folders for different projects and purposes and I always know that as long as I’m connected I’m synced up. One trick we use is we keep one computer on the network at all times so that if the other users are not on-line at least the changes you make are synced with this computer.

Groove also shows you when others are in shared folders which are very handy. And finally it comes with some tools like a calendar and other useful stuff. Groove also takes care of 2 users editing the same file by making a copy of the file that caused a collision and all that important stuff. The tool is solid.

I’ve been using this tool for my own personal and work purposes for almost 2 years now and it is great. Give it a try and tell me about other interesting uses you have found for Groove.

StuffBak - Get Your Lost Stuff Back

nospam@example.com (Curt Sardeson) — Wed, 04 Oct 2006 06:00:00 -0400

We have been using StuffBak at my company and for personal use for over half a year now and we are impressed with this company’s products and web site.

Basically you purchase labels, key tags, etc. that you can apply to things that you might lose (laptops, keys, memory cards, phones, cameras, etc.). On the highly durable tag is a unique serial number that you must register with StuffBak on their web site. If your item is lost there is a toll free number (international tags are also available if you plan to travel outside the USA with the item) to call where a person can collect a reward from StuffBak (normally a credit for their products) and you can optionally offer a cash reward. StuffBak will arrange for the item to be returned to you as well as rewarding the person who turned it in. Another benefit to the web site is it is sort of a database of your items that you could easily loose. You can register the serial numbers, descriptions, etc. and I’ve actually used this site for reference.

We have fortunately not had to use this service but we feel better knowing that our important items have a better chance coming back to us if they go missing. We would be interested to hear from people who have actually had their items returned using this service.