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Desktop to iPad Blogging Workflow with Scrivener, Elements, Dropbox, and Marked
May 14th

One of the keys to a good life hack isn’t just finding the right technology to do the job, but actually finding the right combination of technologies to get the job done. Many of you wonder how us writer folks keep our writing projects on track and in sync, regardless of the where or when we’re doing our writing (sometimes we wonder ourselves, actually). I’ll tell you sometimes it’s not easy, until you find—and set up—the right apps and services to make things all come together. This post is all about how to go from your desktop to iPad and back and keeping everything a couple clicks away from being ready to publish online.
The first, and most essential, part of this whole system is Dropbox. If you’re not using Dropbox, now is the time to sign up and set up. Without Dropbox’s easy and fast file syncing—syncing that works on pretty much any device you throw at it—this system wouldn’t work at all.
Next thing is the file format. Writing for the web—and blogs specifically—is a no Word zone (or Pages either for that matter), basic, boring text files are the files of choice here. Well, text files with a twist. While I’m writing this in a text editor, I’m also using the markup system called Markdown that is essentially a shortcut for HTML and let’s me format this post for posting—even put in links and such—without having to type HTML, per se.
With the foundations in place (Dropbox and text files), let’s move onto the actual writing part. On my Mac my writing app of choice is Scrivener (Mac and PC). I’ve written several books and lots of posts in it already, so I’m no stranger to it in the least, but one of the features I haven’t used too often (though I should have been) is Sync an external folder. The basics of how to do this are pretty simple and this post from Jamie Rubin puts it all together nicely. At the guts of it, you’re just telling Scrivener to look in a particular folder on your machine (in this case a folder within my Dropbox account that my iPad app saves to) and import files from that folder into the project. It’s important to have your Scrivener project be saved in a different location than the sync folder.
The next part for the writing on the go element is, actually, Elements. This is a great, simple iOS (iPad and iPhone—which is one reason I really like it) app that just creates text files. And syncs to Dropbox. And (optionally) syncs to iCloud. And supports Markdown with a nice preview window and the ability to copy (clean) HTML to paste into your blog editor of choice (I’d opt for WordPress for iOS, actually). Elements isn’t the only choice out there—believe me, I’ve bought and tried almost all of them—you can also check out Nebulous Notes, iA Writer, Byword, Plain Text, and Edito (I told you I tried them all). The essential part is syncing with Dropbox so you can write something on the go and have it “automagically” appear on your machine at home when you get back.
The last bit of magic is Brett Terpstra’s app Marked (sorry Mac only). See, while I can copy and paste HTML from Elements on my iPad into the WordPress editor on my iPad, I’d rather pull everything together on my Mac at home. Inserting images and such is still a bit of a chore on the iPad, so forcing myself to open, review, and edit the post on my Mac is a good safety net. While I can export HTML from Scrivener, I don’t like to because the exports are designed as complete web pages, and I don’t want that. This is where Marked comes in. I just drag and drop the text file (with Markdown) onto Marked and I get a beautifully rendered document and when I copy the HTML from Marked, it’s just the HTML needed for a post. Nothing more, nothing less, and no extras that might mess things up.
So I can start a post in Scrivener, then finish it on my iPad, and then post it. Or, like I’m doing now, write the whole post on my iPad, and put the final polish on it on my Mac at home (along with images and such) and post it. All the while I’m still just editing the same files, seamlessly, efficiently, and transparently.
(And if you’re wondering about typing on the iPad, I’ve used the on-screen keyboard for light writing and the Apple Wireless Keyboard for heavier projects. For this post, however, I’m trying out the Zaggfolio keyboard and case…and really, really liking it.)
Tris Hussey is a technologist, author, teacher, and Canada’s first professional blogger. He has written several books on social media and technology including Create Your Own Blog (1st and 2nd editions), Using WordPress, Sam’s Teach Yourself Foursquare in 10 Minutes, WordPress Essentials (video lessons), and Sam’s Teach Yourself WordPress Themes in 24 Hours (forthcoming in late 2012 with Catherine Winters). You can read Tris’ posts on TrisHussey.com, the FutureShop Tech blog, and other sites around the Internet.
The 9 Most Attractive and Functional Stands for iPad
May 8th
With any hit Apple device comes a ton of accessories and the iPad is no different. Ever since its release, all accessory manufacturers have been trying to create the next great iPad stand for your desk. After a few years of iPad, we can now see which stands for iPad stick out from the crowd.
Here are the 9 most attractive and functional stands for iPad.
1. The Thought Out Stabile 2.0 (~$79.99)
This iPad stand has a somewhat “futuristic” look and feel to it, but doesn’t necessarily look like something that would come from Cupertino (it’s close though). It’s made of solid steel, certified made in the USA (for all your patriots out there), and weighs in a 2 1/4 pounds.
And the Stabile comes in black, white, and “Apple” silver to match your iPad.
2. Joule for iPad 1 and 2 ($79.99 – $99.99)
If you want to keep in the minimalist tradition of your iPad, then the Joule case is for you. Made of “aircraft grade” aluminum as well as in the USA, the Joule has a very unique 3 position tilt-arm system. Basically, there are three holes in the back of the stand where you can place the tilt-arm. Depending on where you place the arm, the stand will be at different angles.
Comes in white, black, and aluminum.
3. Twelve South Compass Mobile ($39.99)
The Compass Mobile is an easel stand and allows you to view your iPad in both portrait and landscape modes. Even though the Compass looks a little “wobbly” you don’t need to worry, it’s made of heavy gauge steel and is precision cut.One potential drawback is that you can only have your iPad at a 60-degree angle, making it not the greatest thing to use if you need to type on the virtual keyboard.
But, if you are viewing apps, typing with a hardware keyboard, watching video, and FaceTiming then it would work out great.
4. Incase Origami Workstation ($29.95)
I’d be doing you a total disservice if I didn’t mention the Incase Origami workstation. This is my personal iPad “workstation” of choice. It’s a small Apple bluetooth keyboard case that folds into a small stand for the iPad. It’s super portable, durable, made of great material, and simple.
What’s nice about the Origami is that you don’t have to attach it to your iPad like other cases. It’s a separate entity that you can use when and where you want.
5. Kitchen Cabinet Mount ($49.99)
Not necessarily a desk stand for the iPad, the Kitchen Cabinet Mount by Belkin allows you to use your cooking and foodie apps while you are busy in the kitchen. One of the nicest things about this mount is that you don’t have to permanently place it in one place; there is a clamping system that allows you to move it anytime you want.
6. Just Mobile Lazy Couch Stands ($19.99)
I remember Mr. Ihnatko from MacBreak Weekly fame talking about something close to this idea. If you just want a simple way to prop up your iPad a tad on your desk, so you can use the virtual keyboard, then this is the solution for you.
There are basically two little “nubs” that sit under your iPad. They also connect together for storage.
7. @Rest iPad stand ($49.99)
Alright, if you want to get serious about your iPad standing, then you have to look at the @Rest before you make a decision. The @Rest is a well designed iPad stand that doubles as a MacBook stand. It’s made of solid aluminum that is powedercoated for a very nice finish. @Rest can be used to view your iPad in portrait or landscape at two different angles.
8. iRest (regularly $60, get it for $40 from Lifehack Deals)
The iRest is a hybrid product that you can use on your desk as well as your lap to hold your iPad. It has removable padding so you can easily use the iRest while you are on your couch or in bed and then remove the padding when you want to use it on your desk. The iRest has the same brushed aluminum finish as the iPad so it looks great with your device.
Also, iRest won the 2011 MacWorld Best of Show.
9. Griffin Technology Loop ($29.99)
I remember the first time that I saw the iPad at an Apple store in 2010 with its neat, rubberized stand that cradled it on the table. The closest thing to those stands that I have seen is the Griffin Technology Loop. The Loop has a pair of grooves so you can put the iPad at a 20-degree angle or you can place it on the ring so it is easier to type on the virtual keyboard.
The Loop is made of hard plastic and rubber.
Are there any other desk stands for iPad that you can recommend? If so, comment below.
Annotate PDFs on Your iPad with iAnnotate PDF
Apr 11th

Back in the day, we all reviewed and edited documents with a red pen, highlighter, and sticky notes. Then came track changes and comments in MS Word or maybe you used the Review tools in Adobe Acrobat to annotate comments and edits on a PDF while sitting at your PC or Mac. Now we can use an iPad and iAnnotate PDF, a powerful alternative to GoodReader. The document reviewing process has gone from paper to PC and now to iPad without missing a beat.
A recent update to iAnnotate PDF brings with it Retina Display support for the new iPad plus some new features making it an even more attractive documentation reviewing and annotation app.
iAnnotate PDF has been my tool of choice for annotating PDFs for a while now. I like reviewing documents on an iPad more than I do on a PC (My day job makes it feel like I live in MS Word track changes sometimes) because it brings together the best of reviewing PDFs and the mobility of an iPad.
Getting PDFs into iAnnotate PDF
I keep things simple when getting PDFs into iAnnotate PDF. Typically, PDFs I review and need to annotate come in via email where I open it in iAnnotate PDF (see Opening a PDF).
While iAnnotate PDF does allow you to transfer files into the app using iTunes file syncing though I’ve yet to see iTunes do anything that well outside of music and videos so I am not even going to go there. I primarily review PDFs on my iPad that are mailed to me, from a web site, or that I post in my Dropbox account.
Tap on the PDF you want to open either in your email or in Safari. The PDF opens on your iPad screen. Tap the Arrow button on the top right side of the screen. Tap the Open In… button. From the Open In… list, tap iAnnotate PDF. Your PDF opens in iAnnotate PDF.
Opening a PDF from Dropbox in iAnnotate PDF works very similar to this process after you navigate to the file using the Dropbox app on your iPad.
The iAnnotate PDF user interface includes an toolbar on the right side of the screen. PDFs appear in tabbed windows making it easy to access other PDFs on your iPad.
Annotating a PDF
You have a full range of annotation tools which to choose from in iAnnotate PDF. Perform one of the following options to annotate a PDF:
- Note: Tap Note. An options bar launches from the right with an option for you to change the color of the notes. Tap on the PDF where you want the note to appear. A note box appears. Type your note in the note box
- Pencil: Tap the Pencil and the place your finger on the screen where you want to start freeform drawing. Drag your finger across the iPad screen to draw lines and circles.
- Ruler: Tap Ruler. An options bar extends from the right side of the screen offering up options to change the color of the line; Undo the color change; Redo the color change; Erase to erase the line, and Scroll to scroll through the document.
- Highlighter: Tap the Highlighter. An options bar extends with an option to change the highlighter color and scroll through the document. Drag your finger across the text you want to highlight.
- Selectable Text: Tap Selectable Text. An options bar extends with options to change the color of the underlining or scroll through the document. Drag your finger across the text you want to underline.
- Selectable Text: Tap Selectable Text. An options bar extends with options to change the color of the underlining or scroll through the document. Drag your finger across the text you want to underline.
- Bookmark: Tap Bookmark. A bookmark appears on the current PDF page you are reading. An options bar extends with options to add a note, change color, and delete notes.
Getting PDFs out of iAnnotate PDF
Once you’ve completed annotating a PDF in iAnnotate PDF, you are going to want to send it on its way to the next stop in the workflow. Tap the toolbox icon on the toolbar. A new dialog box appears. Tap on Document in the top toolbar to open the Document commands. Tap E-mail PDF and Summary. A Sharing Options dialog box appears. Tap Annotated under Choose the File format to E-mail. Your iPad email opens with a blank email that has the PDF attached to it. An important item to know that a reported bug is that large PDFs (over 8 MB) may crash the app so be forewarned.
If you don’t want to use email, you always have the option to send the annotated file back to Dropbox or a WebDAV server
Conclusion
iAnnotate PDF is a powerful PDF reader with annotation tools that has only gotten better with its latest release. I highly recommend iAnnotate PDF for any iPad user that has to review and comment on PDFs with any great frequency.
Will Kelly is a technical writer who occasionally steps out of software documentation to write for tech websites and publications. His interests include iPad productivity apps, making Microsoft office work efficiently, and online collaboration. Check out his blog at http://willkelly.org or connect with him on Google+, Twitter, or LinkedIN.
How to Put a Wiki On Your iPad
Mar 20th

Wikis just aren’t for Wikipedia anymore. In fact, you can now bring a fully functional wiki with you on your iPad. While note-taking apps like Evernote and SimpleNoteApp have their charm (especially on the iPad) but a wiki has some power and flexibility those apps just can’t muster at this time.
Wiki apps like what I profile in this post are great for technical documentation, glossaries, and other online documents that need a lot of links and media.
If you are looking for a bit more power under the hood in your note-taking application, here are some wiki apps for the iPad to check out:
WikiTouch
WikiTouch is another wiki app that made the jump from the iPhone to the iPad. It offers many of the features you’ll find in a traditional wiki that is offline/online friendly with the capability to synchronize your notes across multiples PCs, iPhones, and iPads. It has flexible management tools you can access from any computer using a standard web browser. You can also share notes with other people from either the web browser or your iPad
If you supplement your note taking with other media like photos, documents, video, and audio clips, WikiTouch has got you covered. You can attach media to your notes and link between notes residing in your Wiki. All of your notes and media are available to you offline or online.
WikiTouch has its own Internet server (in the cloud, not on the iPad like WikiServerPro) where the files and media you upload reside for storage and sharing.
Lastly, Wikitouch lets you password protect your important notes.
WikiServerPro
WikiServerPro puts a fully functional wiki residing on its own Internet Protocol (IP)-based web server on your iPad. I first came across this app on the iPhone and thought it was a great concept that got even better when it came to the iPad’s larger screen real estate.
The developer likes to position WikiServerPro as more than a wiki because it can accommodate multiple formats including formatted text, ordered/unordered lists, tables, images, JavaScript, and audio/video. It also includes HTML and style sheets if you want to design and create complex pages for your iPad-based wiki
WikiServerPro also includes an integrated Twitter client, blogging, JavaScript controlled slide show viewer and other enhancements like tag clouds and RSS feeds just like you enjoy on a traditional wiki or website.
All of these features together enable you to host content on your iPad for sharing across WiFi networks with the people around you for business or personal uses.
Trunk Notes
Trunk Notes is another Wiki app that does a wonderful job of bringing legacy wiki features like markup language to the iPad. The markup language is simple to learn and use but still might intimidate people who didn’t grow up having to write markup language for their supper. It has a robust search tool for an app in its class. You have the option to create links between pages and to web sites or documents just as you would in a traditional wiki. You can browse your notes as you can on any other full-blown wiki via a web browser.
It has full DropBox support for syncing Trunk Notes between iOS devices. This is a break from the other wiki apps for that use a web server for synchronizing data between devices and PCs.
When a Wiki meets IPad
While I am a diehard Evernote guy, it is hard for me even to deny that the wiki apps in this post have some power and options that set then apart from many of the other iPad note taking apps available out there right now.
(Photo credit: Definition of Wiki via Shutterstock)
Will Kelly is a technical writer who occasionally steps out of software documentation to write for tech websites and publications. His interests include iPad productivity apps, making Microsoft office work efficiently, and online collaboration. Check out his blog at http://willkelly.org or connect with him on Google+, Twitter, or LinkedIN.
Apple’s New iPad: Everything You Need to Know
Mar 7th

Well, it appears that the long wait for what the next, “magical” Apple device will entail is now over. We know all the details, and rather to waste your productive time trying to figure it all out from different places, here is what Apple’s new iPad will bring you.
The info
- The new iPad features a Retina Display that is 2048×1536. That contains 3.1 million pixels on a 9.7″ display.
- The new iPad will come in either Black or White.
- Support for Bluetooth 4.0.
- New A5X processor that delivers dual-core processing and quad-core graphics. The A5X is said to be 2 times faster than Tegra 3.
- The new display will bring 44% better color saturation than that of the iPad 2.
- The new iPad is a tad thicker (.37 compared to .34 inch) is a tad heavier (1.44 compared to 1.44 pounds). The 4G models are slightly heavier.
- Up to 10 hours of battery, 9 hours with 4G.
- AirPlay mirroring to the new Apple TV at 1080p.
- New iSight camera with a 5 element lense at 5MP. It includes auto-exposure and auto-focus. It’s basically the same setup as the iPhone 4′s camera.
- The new camera has face-detection and 1080p video recording with image stabilization.
- The iPad will have voice dictation built in, but no word of full Siri integration. No word yet on whether you have to be connected to the Internet to do this (although you most likely do).
- 4G LTE support is a go. LTE can get up to speeds such as 73Mbps. The new iPad will come to AT&T and Verizon in the States.
- The new iPad will be “world ready” with 3G, will have 4G LTE support Rogers, Bell, Telus and AT&T
- The prices will be the same as the iPad 2 model. $499 for the 16GB, $599 for 32GB, $699 for 64GB WiFi models. $629, $729, and $829 for the 16GB, 32GB, and 64GB WiFi + 4G models respectively.
- The iPad 2 will still be sold in a 16GB flavor for $399 or $529 for WiFi or 3G + WiFi respectively.
- The new iPad will be available on March 16th and now for pre-order (good luck accessing the Apple Store).
- The iWork suite has been updated and will be the $9.99 per app (or free for the upgrade).
- New iPhoto for iPad (Gruber called it) gives you advanced photo editing capabilities and library storage. It can also allow you to create “scrapbook” types of libraries that almost remind one of a nice photo journal with maps and notes.
Should you upgrade?
It’s obviously a personal decision, but if you are holding on to your iPad 1, now may be the time to jump ship to the new iPad. Mostly because some of the new software that will be created for the new iPad probably will start to not be supported on the first generation device. This is due to the speed difference in the processor as well as graphics handling. If you are a new iPad 2 owner, it is probably harder to justify purchasing the new model, that is, if you aren’t a sad, hopeless, Apple fan.
I say that if you bought the first gen iPad now is the time to upgrade. But, since Apple is still selling the iPad 2, it will obviously be supported for some time, so you probably should hold off on upgrading your iPad 2.
11 Alternatives to OmniFocus You Can Use To Get Things Done
Feb 21st
Sick and tired of the lack of “cross-platform-goodness” of OmniFocus but too afraid to switch to something that isn’t as “powerful”? And what about that little change in the new iPhone icon? Wait, that may be just me.
Anyways, these 11 alternatives to OmniFocus give you the power to get things done no matter what platform or operating system you use.
Asana
Asana is the new kid on the block and we here at Lifehack have really grown fond of it (especially Mr. Vardy). You can use Asana as a personal productivity system just like you can OmniFocus, but you can also use it for team and group based projects.
Asana is fast, has keyboard shortcuts, an iPhone and mobile app (although lacking at the moment), and is easy use.
Toodledo
Toodledo has been one of my favorite todo/GTD/project/task apps for many years. Jake at Toodledo has done a great job of making TD flexible, powerful, and ubiquitous (mostly because of TD’s awesome iOS apps and great API).
Toodledo doesn’t necesarrily support “projects” right out of the box, but you can set up folders, tags, or even use the subtasks function that is offered in the Pro version. If you want a decent workflow, you can check out my forum post explaining my GTD setup.
Remember The Milk
Remember The Milk (RTM) is a very powerful and “light” feeling task manager. Once again, RTM doesn’t support projects right out of the box, but you can do some pretty unique things with tags, saved searches, and locations to make it work in that light.
RTM is free, fast, and has dedicated iOS and Android apps. If you are looking for a dead simple task app to get into, RTM is the one to choose.
Todo
Appigo Todo has shown some real growth in the task management space with iOS, web, and Mac apps that all sync together using their over-the-air-sync. Todo supports projects and checklists, multiple task alerts, contexts, and much more.
You can use Todo’s OTA-sync service free for 14 days and then you have to pay $19.99 a year for continued access. The web interface is not as good as some of the other’s on our list, but for a simple GTD system it works well.
Custom spreadsheets
If you are afraid of keeping your data in the cloud and you want to customize your system anyway you want, then go for making a custom spreadsheet. You could use Excel, OpenOffice, or Numbers to whip one up. And if you are real macro-head and VBA junky, you can do some pretty neat stuff by programming your own methods and functions for grouping and handling projects, doing weekly reviews, and much more.
Orchestra
Orchestra is more about team and group task management, but you can use it for personal projects as well. You can tell that the creators of Orchestra like well designed things because the app is beautiful. It’s also intuitive and easy to use with its counterpart iOS app.
We at Lifehack tried it out for team based projects, but decided to stick with Asana instead. Not because Orchestra isn’t good; it’s just not as polished or fully-featured as other team based managers out there. Orchestra lets you create grouped lists, has tag support, due dates, and the ability to assign tasks to memebers of your team or group. It is actively developed, so new additions are being added as we speak.
Todo.txt
If you are a geek and like plain text files, then look no further than the system developed by the much loved “Lifehacker” herself, Gina Trapani. Todo.txt now runs on Android, iOS, and any operating system that can open a text file. On Linux and Unix boxes you can use the todo.sh script to interface with your todo.txt file with some command-line goodness.
Todo.txt supports priorities, contexts, and projects. The nicest part is that with the help of Dropbox, your todo.txt file can be seen by your main OS as well as your Android or your iOS devices to provide you your todos wherever you go.
Astrid
When I was an Android kind of guy one of my favorite apps for interfacing with Remember The Milk was Astrid. Since then, Astrid has grown to not only be an Android app, but is now supported on iOS and features an entire webapp experience that you can sync with.
Astrid supports multiple task lists, repeats, due dates, priority (importance), notes, and sharing with others. It’s a pretty little app too, not to mention it has a cute mascot.
Evernote
Evernote can be used for anything. Yes, even a GTD system. I never was one to believe that you could use Evernote that way, even after some of the “implementations” I found online over the years. That was until I came across The Secret Weapon tutorial series. This tutorial shows you how to setup a GTD system with Evernote. It’s very creative and looks like it could work for many people, especially the ones that use Evernote like crazy.
The implementation supports projects, priorities, contexts, and even agendas. What is really nice is how you can use Evernote’s email plugin with Outlook to move all of your emails over to Evernote and to act on them there, allowing you to empty your inbox.
Doit.im
I’ve been watching Doit.im for a couple of years now. It has gone through a bunch of design changes and I think its latest is by far the best. Doit.im is free and can be used on the web, Windows, Mac, iPad, iPhone, and Android. You can setup projects, next actions, tags, due dates, notes, etc. and it all syncs using doit.im servers.
Producteev
Producteev is another team based webapp for getting things done. It uses the idea of workspaces (sort of like Asana) and gives the user some great ways to view their data. One of my favorite parts of Producteev is that they now have Windows, Mac, iOS, and even Android clients.
Producteev supports labels, smart tagging, due dates, and has some of the best email and IM integration I have found for any todo application.
Conclusion
Although OmniFocus is one of the best GTD tools I have ever touched in my life, there are definitely some great alternatives out there for every platform. Are there any other alternatives to OmniFocus that you have been using? Let us know in the comments.
Love Hack: How to Show Your Gadgets Some Valentine’s Day Love
Feb 14th
You know, just because our laptops, desktops, tablets, and phones are inanimate objects, doesn’t mean we can’t show them some love this Valentine’s Day. Rather than do too much for your human beloved, spend some quality time with the gadgets that you hold dear.
Maintenance
Devices now-a-days are pretty darn robust. Even ones that use Windows (holds for laughter). Regardless, you can show your devices and OS’s some love by doing some maintenance to them.
For desktops/laptops check to see if the items that are running at startup are needed as too many of them could potentially slow you down.
- For Windows click Start > type msconfig and hit enter > click on the Startup tab > uncheck stuff you don’t want and restart.
- For Mac click on System Preferences > click Users and Groups > under your user profile click Login Items > adjust them there.
You can also defragment your hard drive with tools like Defraggler (the same company that makes the awesome cleanup app CCleaner) for Windows and iDefrag for Mac. You don’t really need to defragment a Mac as Apple has created routines in the background of OS X to take care of this, but every so often won’t hurt.
Phones and tablets don’t require as much maintenance, but it can’t hurt to offload some pictures and videos, remove unneeded and unwanted apps, restart your OS every few days, and even give a good cleaning to those nasty touch screens.
Treat yourself – I mean, your gadgets – to some new apps
After you have deleted some of those apps from you device, how about get some more that you really like? I mean, you love your device enough don’t you? We talk a lot about tools around here and there are some great ones for Windows, Mac, Android, iOS, and others. Here are some of the best that work on almost all platforms:
- Evernote – I think we have told you enough. Just go get it.
- Toodledo – Great web, iOS, and mobile app for getting things done.
- Remember The Milk – Another favorite that has a great iOS and Android counterpart to the web app.
- AwayFind- This could easily help keep you out of your inbox, essentially giving your devices a much needed email break.
- Dropbox syncing text editing app – There are some good ones including, Elements (iOS), Notesey (iOS), Epistle (Android), Notational Velocity (Mac), WriteMonkey (Windows), MyNotes (Android).
- Mindmapping – MindManager (Mac, Windows), iThoughts (iOS), MindNode (Mac), Mindjet (Android, iPhone, iPad).
Organize and tidy up
There is nothing worse than a device that is lacking organization of files and programs. Of course, there are a host of new ways to not have to worry about organizing your devices files because of smarter and faster search utilities (like LaunchBar for Mac or SkyLight for Windows), but it’s always good to have some method to your madness.
One good role of thumb is to have a folder in your ‘Documents’ folder for each Area of Focus in your life. One for personal, professional, side projects and businesses, your blog, etc. Inside of these folders you can take the focus even deeper, like finances, receipts (for bills and such), articles, TPS reports, etc.
Also, try to treat your desktop like a real desktop. Keep things that you are actively working on or need reminded of on your desktop and use efficient folder hierarchies and search for everything else.
When it comes to your tablet and phone types of devices you are somewhat limited to the organization of files and placement of things on the desktop (that is of course if you are not on Android). Try to organize your apps in a natural way that you use them, like all of the important ones “docked” to the bottom of the screen (Android and iOS both support this). Then you could even organize your apps in folders like Entertainment, Games, Productivity, Photography, etc. Just remember to try to give everything its own place.
Accessorize
I’m a bit of a “all natural” kind of guy, not having too much excess added to my devices like cases and contraptions. But, there are some great additions that can be added to your beloved like new bluetooth keyboards, a pair of quality headphones (I can’t recommend Sennheiser HD 280 Pros or Klipsch Image S4 enough), or even a nice new bag for your laptop and gear.
A cheap way to show your devices some love is to purchase chargers for home, the car, and, your bag, and the office so you don’t get close to running out of juice throughout the day.
Conclusion
It isn’t hard to show your lovely gadgets true love this Valentine’s Day. But, keep in mind; you should follow our other Love Hacks before treating your gadget better than your significant others.
(Photo credit: Smartphone and love hearts via Shutterstock)
How I Use GoodReader
Jan 6th
iPad has changed the way I do everything digitally. The way that I interact with devices, read, write, organize, and get things done. It is engrained into my life and I wouldn’t want to go back to the way I was before without it.
One of the apps that have slowly creeped their way into my life is GoodReader for iPad. GoodReader is an app that allows you to read, manage, organize, access, and annotate just about any file that you would want to. It was released as primarily a PDF reader / “annotater” at first, but now hos taken on a life of its own with ways to download files, sync with Dropbox, create, edit, and manage annotations on PDFs, and much more.
Here are a few ways that I use GoodReader to get things done.
Syncing documents with Dropbox
This is what I use GoodReader for the most and without it, my PDF reading / annotating on iPad wouldn’t exist. This feature allows you to sync an entire directory of documents from your Dropbox folder and with a decent WiFi or 3G connection you can keep documents and PDFs in sync with all of your other Dropbox enabled devices.
I have an extensive collection of technical PDFs that I use for reference as well as to learn new languages and technologies that I keep synced between a Dropbox folders and GoodReader on my iPad. I can then make annotations, create new bookmarks, and search these documents on iPad. Any changes I make can be easily synced back to Dropbox.
Where this workflow gets very interesting (and possibly dangerous) is if you have a shared folder in your Dropbox that many people are using a well as synced to GoodReader with your annotations and changes. In my very limited experience with this, having multiple accessors of a single document or folder and those documents syncing with GoodReader seems to work but I have a feeling that it wouldn’t if there were multiple editors of the same document.
Better (paperless) meetings and discussions
One of my issues to resolve this year is to make my life more paperless. GoodReader helps with this.
Instead of printing out email and agendas for meetings I can create a PDF copy, upload it to Dropbox, email it to myself, or even sync it manually through iTunes. I can then open all documents that I need for the meeting or discussion and use GoodReader’s tabbed interface to view each document when I need it. And, of course, I can make a new annotated copy or annotate the document directly and sync it back Dropbox.
I can see this process is going to save paper (and headaches from missing notes) this year.
Signatures
One of the quickest ways that I have found to sign a digital document is with GoodReader. Yes, I do use PDFpenPro on my Mac, but if I have access to a PDF on iPad that needs signed, I open it in GoodReader, use the freehand drawing tool with my handy stylus (oh, the horror!), zoom in, sign it, save it, and load it up to Dropbox or email it to whomever I need.
Showing things off
The first rule of doing any type of freelance work is too assume that everything will go wrong. I remember about a year ago I was going to show off an interface design to someone and how it would work. I asked them beforehand if they WiFi there I could use. “Of course they did.”
As I got there, took out my laptop, and then quickly realized that there was no WiFi connection, I was out of luck and couldn’t show anything. Of course, no one that knows the freelancing game would do this; they would always have a backup.
When I am showing off a design or interface to someone I am working with, I take images of them on my Mac or PC, create PDFs, load them to Dropbox, and bring them down to GoodReader. I even go as far as including hyperlinks on interface buttons in the PDFs that will link to the next screen of the interface to show off the flow of the system.
Accessing Documents from (almost) anywhere
One of the greatest things that I enjoy and use with GoodReader is its excellent file access options. You can always sync a folder or document with Dropbox like I pointed out above, but you can also access documents from a ton of different places including mail servers and providers, your Google Docs account, box.net, a WebDAV server, and much more.
One of the things I love to do with GoodReader is access my Gmail account and see the entire list of attachements that have an @Action or Read/Review label. I can then quickly go through my list of attachements that need attention on my comfortable chair, leaned back, like Steve Jobs. Perfect.
I also offload most of my photos to box.net, mostly because of my huge, free 50GB account. I can then access these photos from GoodReader and through email or Apple’s Document Interchange, do just about anything with them.
Conclusion
As you can see, GoodReader for iPad is in my “top iPad app list” and made its way to my list of best productivity apps for iPad. With its outrageously small price tag of $4.99, you may be slightly insane for not using it for all of your document reading and handling needs on iPad.
When More Is Less
Oct 25th
Too often we look for a silver bullet, one app or one program that will solve it all. For some, this works. All it takes is a quick read of David Allen’s Getting Things Done and they are on their way. For most of us, especially those that tend to read these sites, there is no get-rich-quick approach to productivity. It just isn’t a one-size-fits-all proposition for us.
More often than not, prevailing wisdom and general laziness lead us to try and take powerful, albeit bloated applications like Outlook and attempt to make them work for us. We learn all the bells and whistles, ignore what we don’t want to use and try to manage our contacts, calendars, tasks and email all in one place. And if you are reading this, chances are that this approach did not work for you either.
Put Your Own Pieces Together
So much of what set the Mac apart was the decentralization, yet integration of everything. Address Book for contacts, iCal for calendars and tasks and Mail.app for email. Each one is highly focused, yet deeply entwined with one another. However even this was not enough. While these solutions are often perfect for casual users, many of these stock applications are just far too limited for power users (or even just for particular geeks such as myself).
Thankfully the idea of decentralization took hold with developers and what we’ve seen in the past few years is a renaissance of highly focused, highly polished applications. Apps that were built from the ground up to integrate with both stock and third-party software, enabling users to create their own personal tapestry of productivity.
And How Does One Manage To Do That?
In theory, the goal should be to find a few apps that solve your needs. Pick a calendar, pick a contact manager, pick a word processor and email client, learn them and move on with your life. But honestly, and I’m speaking from personal experience here, it’s the wrong (yet familiar) way to go about it. You are far better off working inside out. Start off by finding your biggest pain point and identifying the absolute perfect application for solving it (as long as that app plays nicely with others). From there go one problem at a time and slowly build your perfect system.
For me, that was email and my starting point was Inbox Zero, followed by a switch to both Gmail and Mailplane. For you, that could be tackling your writing projects and you may want to look at apps like nvALT or Scrivener. Perhaps it is constantly forgetting to add things to your calendar, causing you to miss key obligations. If so, quick entry apps like Fantastical can help. Just have an honest conversation with yourself, figure out where you suck and start there.
That Sounds Like A Lot Of Work…
This process will take more applications and take more time, but you’ll quickly begin to notice something. Even though you’re choosing to use more, it will feel (and likely look) like less. The applications only show you what you need, they integrate so seamlessly that you hardly notice switching from one to the other. Many, such as Dropbox, LaunchBar and TextExpander, run in the background and are ubiquitous across your system. Over time this more complicated system feels contoured to your life, to your unique challenges and is far better suited to attacking them. Strange as might sound, it will feel far more a part of you rather than something you are working (or likely fighting) with.
Consider Yourself Warned
There are some risks. Other computers can start to feel unfamiliar and frustrating; you’ll potentially have trouble shutting up about how there is a better way (e.g. this blog post and my entire blog for that matter) and there will be some pieces of software you just cannot avoid. There is also the very real fear that you will end up spending so much time figuring out how to get things done that you never actually get anything done. But as long as you are aware of the realities and the potential side effects, you’ll be fine. Combine this awareness with some brutal honesty about where you fall short and start building a computer that might include a lot, but is so personal that you’ll hardly care.
Michael Schechter is a Mac geek who rambles about how technology impacts our productivity, our creativity and our lives. You can connect with him over on his blog Schechter or as @MSchechter on Twitter.
How Steve Jobs Changed My Productivity
Oct 6th
One of the world’s most recent innovators passed away yesterday, far too soon and yet achieving so much in the time he had on this planet. Whether you admired, revered or thought little of him (in terms of time spent thinking about him or in terms of who he was), he left an impression that will outlast many of us who are still alive. There have been many tributes to the man, his ideas and his achievements over the past day or so on the Internet, but I’ve yet to encounter one that discussed how the man, his ideas and his achievements have changed the realm to which Stepcase Lifehack primarily dwells in: productivity.
This is not to say Steve Jobs has enhanced the way all of us do things. For a lot of people, his company’s creations played a minimal to non-existent role in their lives – at first glance. But if you look deeper than the iDevices he had a huge hand in bringing to the world, you may find that some of what he helped create may have had a more profound impact on your productivity than you realize.
Rather than endow you with how Steve Jobs may have had a hand in making you more productive, I’ve thought about how his innovations have done so for myself. There are some things that were quite apparent to me from the get-go, but as I dug deeper I found there was a lot more there than meets the “i”.
Time
There’s no question that the things Steve dreamt up (or re-invented, innovated, improved, etc.) has boosted my efficiency. Much of what I use to manage my time exists on the platforms his company created. I don’t need to use those solutions to manage my time; I can use pen and paper just as easily – and still do for some aspects of my workflow. But the fact that they are at my disposal has allowed me to reflect on the value of time as a whole.
When I don’t have my task management program at the ready, I’m not at a loss – at least, not anymore. Instead, I’m more mindful of where my time is being spent and how quickly it can pass. That mindset came to the forefront yesterday when I read that Steve had died. He was so young, only 19 years older than me. Sure, that may seem like a long time, but it isn’t. It really isn’t.
With all that he did in the time that he had, he treated time like the precious commodity that it is – and unlike his wealth (which not many of us have), we all have the same amount of time in the day to accomplish what matters most to us. He did that, and that shows how much he valued his time. I aspire to treat time with as much care and reverence as Steve did.
Simplicity
Every Apple device I’ve ever used has been more intuitive than any other computing device I’ve ever used. I’d go as far to say that my Mac computers have truly been “appliances” in the sense that I know they’ll do pretty much what I need them to do time and time again, much like a refrigerator, a microwave or a deep freezer. I think that’s what he was going for. I also think he wanted to make sure that an Apple computer would blend into your home as seamlessly as any other household appliance would. The look on the outside was simple and inviting, more than the inside was. But once you got in there, that’s where things got done.
Everything seems to flow in iWorld. The whole “mind like water mantra” that David Allen espouses to fits Apple’s philosophy as well. Get the stuff out of the way that blocks access to progress. Steve got this, and it showed in virtually all aspects of his life. The famous photo of him sitting in an apartment with very little stuff surrounding him is a testament to this. There’s no stuff in the way – just what matters. He may have been more complex on the inside, but the uncluttered Apple remote, the miniscule MacBook Air and the glowing white Apple logo that came to replace the spectrum of colours beforehand all showed that simplicity was what he wanted to deliver on the outside. Right down to the mock black turtleneck, blue jeans and sneakers – grass-stained or otherwise.
Play
Rarely have I found that using my iDevices has been a chore. But beyond that, his greatest source of play has to be Pixar.
Pixar seems to embody a lot of the earlier aspects of my productivity that Steve has had an impact on: time and simplicity. I’ve never found that watching a Pixar film is a waste of time, and I can only think of one that didn’t appeal to me (sorry, Cars 2). I value Pixar’s work so much that it is the only movie studio where I look forward to hwat they’re working on next. Much like I do with Apple, actually. I value what they offer to me and my family, so much so that I am willing to spend time and money going to the theatre to watch one of their films rather than wait until I can do so at home.
The stories behind each of their films are simple as well. From Wall-E to Toy Story to Up, the heart of the film is the story, and the technology serves to bring the story to life. The technology is the platform, the story is the goods. And the goods are, simply put, brilliant.
Steve loved to work and loved his work. So, for him it was play. If only it was that way for more of us. We spend so much time working and not enough time playing. Imagine if work was play for more of us. It’s become that way for me in recent years, and that’s partially due to what Steve has had a role in delivering.
Creativity
This is a no-brainer on so many levels, but for me it’s creativity on so many levels as well. Steve’s work has allowed me to integrate my creativity into so much of what I do, almost effortlessly at this juncture of my life. Knowing that I can push boundaries and limitations with the tools I have at my disposal allows for a much greater flow of creative juices. Even as I write this, I know that the wellspring of my creativity can be fostered on a variety of platforms (prose, video, audio) in large part because of Steve’s vision and his ability to create tangible tools from that vision.
I can say, withut a doubt, that I would not be making a living as a writer if it had not been for Steve Jobs. Not because I couldn’t have done it without his innovations, but because I wouldn’t have. The barriers to entry were too high when I started to feel the need to express myself in this career. That would have made taking the risks I’ve taken to get where I’m at today much tougher to swallow. Honestly, I’d probably still be working my old retail day job instead of writing this today. Not necessarily a bad place, but a bad place for me.
So it goes.
Steve Jobs changed my productivity. His life’s work has played a part in helping me craft my life’s work. The best way to honour his memory is for me to press on doing just that: my life’s work. And thanks to his vision I can do that a lot more efficiently and effectively than I could have without it.
Mike Vardy is an independent writer, speaker, podcaster and "productivity pundit" who also dishes the goods at Vardy.me. You can follow him daily on Twitter, listen to him weekly on ProductiVardy, and read more from him eventually at Eventualism.





