Why Google Wave?

I wrote last week on my interest in, and the beginnings of my trialling of, Google Wave.

A commenter on that article pointed to one of the many document sharing sites out there as an alternative. This prompted me to think deeper on why Google Wave has me so intrigued, when there are plenty of collaboration services which I could implement in a way that would meet my needs.

My initial thoughts were - with my subsequent thoughts in italics:

1. I'm looking for something to collaborate on docs (ie edit too) not just share them - the commenter pointed to a sharing site;
2. Wave is from Google and therefore much more likely to become more pervasive if it succeeds - as a consultant working with an ever changing array of multiple customers and partnering organisations I collect too many systems, UserIDs and passwords as it is, if Google Wave takes off and removes a need for a lot of them (I don't expect it to replace all of them) that would simplify my life and hopefully enable me to deliver value to my customers quicker - rather than being distracted as I often am now by having to learn yet another system with yet another pair of UserID and password credentials;
3. because it is designed ground up as an open protocol - very soon other providers will be able to provide Wave servers, and waves will federate among them so it won't be a closed system like too many of the current alternates - as well as the points made in 2 this one is particularly relevant to my work as a consultant working with an ever changing array of multiple customers and partnering organisations - I don't always get to choose which systems I have to work with as my customers, and sometimes my partner organisations, often choose the tools to be used for a particular project - Google Wave offers the potential of using a system that might become as common as email, without the frustrations of email (which are why we are all looking for new options anyway!).

My business partner now has a Google Wave account and I will blog my real world experience of using Google Wave in the context of running our consulting company.

Google Wave

I have started exploring Google Wave, and already see potential uses for it in the inherently collaborative project world in which I spend my working life. Many of the tools on which I, my colleagues, our clients and our project teams rely simply aren't doing the job sufficiently - particularly the all too pervasive practise of emailing documents around for review, comment and editing.

Google Wave was originally pitched when announced by Google earlier this year as a replacement for email, but that is quite misleading.

Lifehacker's explanation, from their "Complete Guide to Google Wave" is closer: "Google Wave is a new online communications tool that enables groups of people to edit and discuss documents simultaneously on the web. The Google Wave team says Wave is 'what email would look like if it were invented today.' However, because Wave is mostly a document collaboration tool, the oversimplified email metaphor can mislead new users. The initial Wave experience can feel chaotic and confusing, but use cases for Wave abound. Come on in and meet Wave."

If you would like to read more, check out these resources:

• Lifehacker’s "The Complete Guide to Google Wave" published yesterday is excellent;
• Google's own explanation of Wave: including a video of the launch/preview at the Google Developer conference earlier this year (the first 20 minutes is the key content but watch the full 1:20 if you’re really interested);
• the Wikipedia article is good (eg “Waves, described by Google as ‘equal parts conversation and document’, are hosted XML documents that allow seamless and low latency concurrent modifications”).

Next Actions and the GTD Add-In for Outlook

Eric has written a post describing how he uses the standard Outlook task 'status' field to supplement the Netcentrics GTD Outlook add-in. In his case he uses it for what I call "subsequent actions" (he sets the status to 'not started') which only become active (a "next action") once a prior "next action" (he sets the status to "In Progress") has been done.

I use a slightly different technique, which I have described in a comment on his post, and here:

I achieve a similar result using Due dates. In my workflow subsequent actions will usually occur on a day in the future once the predecessor next action has occurred. I have a filtered copy of the standard Actions by Project view which has an additional filter on it for actions due on or before today. An implication is I have to due date all my tasks or those with a blank due date are also filtered out, as well as subsequent actions. If when the due date comes around and the ‘next action’ is not yet done, but the ’subsequent’ action appears on my list as now due, this prompts me to either do the ‘next action’ (remembering that I should have already!) or reassess when the subsequent action is due.

The same technique also works as a tickler. For future tasks/reminders I want to be ‘tickled’ about I simply create a task with the relevant due date. On that date it appears on my filtered view as it is now ‘due’.

How are you using the Netcentrics GTD Outlook add-in, and standard Outlook functionality, to manage GTD for you?

Review: SharePoint Roadmap for Collaboration

I have just finished reading Michael Sampson's second book "SharePoint Roadmap for Collaboration: Using SharePoint to Enhance Business Collaboration". Michael describes the book this way:

"SharePoint Roadmap for Collaboration is the indispensable guide for IT and business people wanting to use SharePoint to enhance business collaboration. The roadmap focuses on the business and human side of SharePoint, rather than the technology."

Michael has an engaging writing style. I almost heard him reading the text. I could easily envisage him delivering the content in a workshop or seminar context - both of which he offers!

The book is very readable despite being full of rich content covering some complex areas. For the last couple weeks I read a chapter every few days. Then today I completed the second half of the book in one sitting. It flows very well.

I have been a member of IT project teams for over 10 years, and in project management roles on such projects for over 5 of those years. The insights in Michael's book resonate closely with my experience.

The ideas Michael explores are equally applicable across a much broader range of IT projects. Not just collaboration projects generally, or SharePoint projects specifically. I encourage Michael to explore this further in his future writing.

This afternoon I am meeting with one of the business sponsors for the IT programme of work I am leading for his organisation, a client of mine. An imminent project within that programme - which he is quite wary of - is the implementation of SharePoint for an intranet, document management, search, reporting and collaboration. All of these processes are broken to some degree within this organisation, which is one of the key business challenges my programme of work is seeking to address.

I will be showing him Michael's book and encouraging him to buy a copy. It will enable him and his colleague executives on my steering committee to ensure they provide my programme with continuing oversight that is focussed on achieving what they need.

Now, on to reading Michael's first book "Seamless Teamwork: Using Microsoft SharePoint Technologies to Collaborate, Innovate, and Drive Business in New Ways".

Michael and I are friends. I remember us first meeting when we were teenagers. Then, in the mid-to-late 1990s, we worked closely together on the team that started a new church in our suburb. During this time our friendship developed, and continues to this day even though Michael and his family moved to another part of the country. We don't see each other very often, but communicate regularly on twitter, by email, by txt/sms, by commenting on each other's blogs and occasionally by phone. However, do not let my friendship with Michael detract from your reading of the above review. I do a lot of reading - both for my professional life, and generally. Michael's thinking and writing is world class. This book is clear evidence of that.

Solved: Missing RSS Subscribers

A helpful reader (thanks Paul) emailed me overnight to explain where my missing RSS subscribers might have gone when I moved GavinKnight.com from Google's Blogger service to Squarespace.

It seems that when you use a custom domain with Blogger (as I was) there is a setting to tie your Feedburner hosted feed to the native feed provided by Blogger (but under your domain - in my case GavinKnight.com). I don't remember specifically enabling that integration, but must have done it. When I moved from Blogger to Squarespace this integration would no longer be active, those subscribers would have been getting a 404 'not found' error - and would have dropped out of my Feedburner subscriber count.

So, I have now created a redirect within Squarespace pointing the old GavinKnight.com RSS URL published by Blogger to the new one published by Squarespace for the Blog - those subscribers should now see my blog posts coming through their feed reader again.

Odd RSS Subscriber Stats

Update: dilemna solved

I am not quite sure what is going on with the statistics for the RSS feed I maintain through Google's Feedburner service.

However, as you can see from the graph, my reported subscriber numbers declined from 50 to 30 at the very point I moved GavinKnight.com from being hosted by Google's Blogger service to Squarespace.

I could understand the subscriber numbers for this feed steadily reducing over time as people move to the RSS feed(s) hosted directly here at GavinKnight.com - but a sudden decrease makes me suspicious that somehow Google inflate the numbers for their own service. Can you shed any light on what is going on here?

By way of context, I now provide the following RSS feeds hosted directly here at GavinKnight.com:

• Blog articles (articles from my Blog here at GavinKnight.com)
• Short Thoughts (daily collation of my personal Twitter stream
• Shared Reading (daily collation of my online reading shared via Twitter stream)

I will also continue to provide the following feeds through Google's Feedburner service:

• All Posts (amalgum of the above three feeds) (also available by email as a daily summary)
  • this is the feed for which the statistics are shown above
  • this was the feed for GavinKnight.com before I moved here to Squarespace
  • (I use Yahoo!Pipes to combine the three feeds above into one, which is then fed into Feedburner)
• All Comments (all comments here at GavinKnight.com) (also available by email as a daily summary)

I previously provided RSS feeds for each of my main topic areas, but decided to close those down when I moved my hosting to Squarespace.

Evernote + Blackberry now fully functional in NZ

Yes! My Blackberry Bold has just downloaded a new version of the Evernote Blackberry application (now 3.0.155).

My initial testing indicates it now also works over Vodafone New Zealand's mobile data network, as well as over wi-fi (which it already did).

This means I hold high hopes for how it can play an increasing part in my daily workflow as part of my current project of refining my implementation of GTD.

I will write further on this after trialling it as part of my daily workflow.

Evernote Blackberry App only works in NZ over WiFi

Update: Evernote + Blackberry now fully functional in NZ

I have trialled the Evernote Blackberry Application further and can confirm it works on my Blackberry Bold over my home WiFi internet connection.

This means I will proceed with assessing how it can play an increasing part in my daily workflow as part of my current project of refining my implementation of GTD.

However, as I found this morning when I first downloaded it, it doesn't work over my Blackberry's mobile data connection - which means it as not as useful as I had first hoped.  I have asked Vodafone New Zealand why this might be in the hope it can be made to work.

On balance though, I applaud Evernote for making available a directly downloadable release of their Blackberry application today after spinning their wheels yesterday by only making it available to those in the US, Canada and UK.

Well Done Evernote re Blackberry App!

Today I am very happy with Evernote!

They have now also made the Evernote Blackberry application available for direct download.  This sidesteps Blackberry's App World which is only available in the US, Canada and the UK - ie not to me in New Zealand - hence my disappointment yesterday.

I have just downloaded it direct to my Blackberry Bold, will test during the day and post my thoughts tonight.

Hat Tip: Sean via Twitter

Disappointed in Release of Blackberry Evernote App

Earlier today I was very interested to see via Twitter that Evernote has released a Blackberry application.

I have been waiting for such an application for some time as I think it could be the key to making Evernote a tighter component of my daily workflow, and my current project of refining my implementation of GTD.

However, having tried to install it, I am very disappointed to find it is only available in the "US, Canada and UK" as those are the only countries allowed to install the Blackberry App World, which is how Evernote distribute their application.

I'm hoping that either Blackberry extend Blackberry App World to New Zealand, or Evernote provide an alternate way of downloading their application.

Inbox Zero, but not quite Getting Things Done

My journey with Outlook and GTD continues, and is settling into a nice routine at the level I have currently achieved.

I am sleeping much better, and heading into work each day with a clearer view of what it might contain!

I astounded a client project meeting the other day when the client side Project Manager said he had hundreds of unprocessed emails. He went on to speculate in front of the full project team that I must be in a similar position as a service provider PM. I took great delight in stating I clear my email inbox each day! and therefore always have a clear view of all the actions I need to take.

I have reverted to using my Filofax as my primary note taking tool for meetings, etc. I bought one day per page sheets and use those for my notes each day, which I transfer into Outlook daily. Side bar - I got 75% off from my stationer simply by pointing out at the checkout that the year is nearly half gone!

However, my frustrations with further tuning GTD to my workflow and tools continue:

• I still haven't got my GTD definitions right (for me), particularly Projects v Actions v Contexts;
• I still can't meaningfully view my tasks outside of my primary copy of Outlook (on my main laptop) which is an issue for a mobile worker like me who isn't always sitting in the same place in front of the same PC;
• I am still wading my way through my accumulated physical inboxes to extract all the projects and actions buried in them.

image courtesy nerd merit badges

Using Outlook for Getting Things Done

I have been sharpening my implementation of the GTD behaviours recommended by David Allen in his book Getting Things Done*. Until recently this had been supported by a kluge in the way I use Microsoft Outlook - it worked, but it was clumsy, and I was getting very frustrated with it.

So, I am now using - and am very happy with - NetCentrics' Getting Things Done Outlook Add-In. I was motivated to do this because my close friend and pastor Paul has been experiencing phenomenal results with his implementation of Eric Mack's eProductivity tool for Lotus Notes to support him in applying GTD to his life. Paul has written extensively about his GTD and eProductivity journey on his blog and his twitter.

I am happy with Microsoft Outlook; which I have been using for many years. I have integrated Outlook with a number of web-based 'cloud' services for online access, backup and syncing with my Blackberry. It would not be easy to replace Outlook in my workflow. However, I desired getting something like Paul's results, and sought a GTD add-in for Outlook. I contacted Eric and he recommended Netcentrics as he has no plans to also adapt eProductivity to Outlook.

Here are my observations after nearly a month of using NetCentrics' Getting Things Done Outlook Add-In:

• it is a solid tool which has facilitated my quick extraction of commitments from emails, meeting notes, etc - so I now increasingly run at 'inbox zero' and have an increasingly reliable list of Tasks respresenting the commitments I have made to myself and others;
• I am not yet happy with how I have defined my Projects and Sub-Projects - the main issue being it also blends the Roles I perform as well as the Projects I'm working on - I need to better learn how GTD and Netcentrics supports Roles as distinct from Projects;
• I haven't yet nailed the concept of a Context (Action in Netcentrics) but for now suspect this is more that I am still learning GTD concepts and applying them to the complex mix of roles, clients and projects for which I am responsible as a husband, father, consultant, entrepreneur, writer and church leader - rather than any issue with Netcentrics itself;
• I have started undertaking a type of Weekly Review, usually every couple days, and Netcentrics provides useful support to it - but I would also like a tool like the eProductivity wizard Paul has described to me;
• I have stopped syncing my tasks to my Blackberry as I haven't yet found a way to filter it across all dimensions of Project, Sub-Project, Task and Action - while the Blackberry continues to be my almost ubiquitous capture tool (I have another post coming on the different modes in which it performs that role for me) I can't yet trust it to tell me at any given moment what I should be doing, or even to present me with a contextually relevant filtered list to choose from - so I'm not yet at the 'empty brain' point where I can rely solely on my GTD system as I still tend to carry my immediate task list in my head;
• the Someday functionality does not seem to be consistent within Netcentrics - a Task seems to get flagged differently when you 'Someday' it compared with when you simply change its Action to Someday - and this flows through to the ability to filter out those Tasks;
• I would like to bring the Netcentrics icons on to the front toolbar ribbon of the various Outlook forms I use (emails, tasks, appointments) rather than having to constantly switch toolbars - I'm pretty sure this is simple using standard Outlook but haven't yet made time to find out how.
  

I will continue to write about my GTD and Netcentrics journey.

* I will receive a 10% commission if you purchase this book through this link.

please review my Squarespace blog design for me

I have grown tired of the tedium of maintaining my GavinKnight.com template on Blogger (Blogspot), and don't like that there is no way to get rid of the Blogger bar at the top of the page (correction, you can, done, hat tip Madeleine). I have considered Wordpress but it looks too daunting and techie, and Typepad just doesn't look like me.

So, I am contemplating moving GavinKnight.com to Squarespace having heard good things about it on recent TWiT podcasts. It is a paid service, but I am happy to pay as Squarespace will give me better control over my site using powerful yet simple tools.

I have setup a prototype at http://gavinknight.squarespace.com/, and would be interested in reviews from my readers. Please leave a comment here, or send me an @GavinKnight tweet on Twitter, or email me.

The http://gavinknight.squarespace.com/ prototype incorporates the following design changes compared to the current GavinKnight.com:

• the home page is a static landing page with links off to the Blog, ‘Short Thoughts’ and my professional life – this gives me a more predictable outcome for those who follow the link in my email signature (for example);
• the daily collation of my tweets has been moved into its own section ‘Short Thoughts’ so as not to clutter the blog;
• there is much less clutter in the right hand column;
• for now I’ve gone for a very clean/simple style/interface (actually it's the SquareSpace default!).

The only thing I’m not really happy about yet is RSS:

• I don’t like the way the feeds show on the home page – it’s simply not as visually elegant as everything else I’ve played with so far on SquareSpace;
• I don’t seem to be able to get an aggregated feed combining both the Blog and ‘Short Thoughts’;
• there doesn’t seem to be an easy subscribe by email option - only one which requires the reader to register with my website, which I don’t want to force;
• for these reasons I think I’ll stick with Feedburner for RSS & Email subscribers, including using Yahoo!Pipes to get an aggregated feed.

Note, at the moment links within articles might take you back here to the current GavinKnight.com, but those on the home page should be OK.

replacing S92A in NZ's Copyright Act

I have been thinking through what to recommend as a replacement for S92A in NZ's Copyright Act, but I can't think of any better contribution than that provided by Stephen Franks just after the #blackout campaign. Some key quotes:

"... The new law upholds copyright holders’ property rights. It is fair enough, as far as it goes. ... [an] industry code is not the cure. It looks useful, but no lawyer with respect for the rule of law would suggest that a private code of procedure is the cure for a law that is incomplete and licenses abuse. As drafted it may be suitable for the ISP professionals, but it is too cumbersome for customers to master. ... Completion of the regime requires only an equivalent and balancing protection for the ISP and the customer’s property rights. That is straightforward - compensate the customer whose ISP is obliged to interfere without adequate reason, and compensate the ISP for any reasonable costs of investigating copyright claims that prove to be unjustified. The compensation rules can be clear enough and tough enough to discourage most if not all abuses of the new copyrightholders’ rights. ... Because the normal court system has become hopeless at enforcing remedies (other than in huge commercial disputes) the system may need a copyright claimant to post a bond for a pre-estimated cost of compensation, and perhaps a quick and dirty simplified adjudication system. ... The copyright claimant should have parallel rights to recover its full costs where a customer or ISP have unreasonably resisted a justified claim. ...These are not novel or radical ideas. They were the basic principles of British freedom for centuries. Leave people free to do what they wish, but if they wrongly harm others they’ll have to pay. ... Freedom plus liability is specially valuable for evolving circumstances where the lawmaker can’t predict how a prescription might warp future conduct. ... Too often reforming lawyers and politicians would much rather draft detailed prohibitions than balance the incentives, then leave discretions with the people involved, weighing the costs and benefits of their actions. ..."

#blackout protest has had some success!

yay for democracy!

the #blackout protest has had some success

I'm putting back my avatar on Twitter and Facebook now

Dave: "Great news. Section 92A of the Copyright Act has been delayed until 27 March so a voluntary code of practice can be nutted out. If there is no agreement on it, S92A will be suspended. Even if an agreement is reached, the Act will be be reviewed and monitored by the Government in the first six months. That's what happens when a group of people get a viral protest going, it gets support and gets into the mainstream media before midday and into the Aussie papers and into the Cabinet agenda."

Internet NZ: "New Zealanders can breathe a sigh of relief that their Internet access is no longer under threat due to unproven allegations of copyright infringement. Section 92A still needs to be fully repealed. It is disproportionate and unfit for purpose. But this deferral is a good start."

#blackout

My New Blogging Strategy

I took a month long break from blogging from early January, and have struggled to get back to anywhere near my previous target of writing an article per day. Partly this is because a lot of my writing last year was prompted by the election, but I'm also finding my online habits are changing - and I've decided that my blogging strategy needs to change accordingly.

I will continue to write here at GavinKnight.com, but less frequently. I am currently targetting at least one substantive article per month for each of my four major themes - Politics, Christianity, Technology and Effectiveness.

It will be interesting to see what this does to my Tumeke NZ Blogosphere and M&M NZ Christian Bloggers rankings seeing as their methodologies have a bias toward high frequency posters - although my rankings couldn't go much lower given my reduced writing frequency over recent months!

So, my new blogging strategy revolves more around the following ...

I have been on Twitter since March 2007, and I'm now posting there more frequently - typically multiple times per day. I'm finding I can often say something just as effectively in a succinct 140 characters as I can by taking the time to write a full article here at GavinKnight.com! So, I encourage you to sign up on Twitter (if you're not already) and 'follow' me there. If you're one of my personal friends on Facebook most of my Twitter posts also appear there as status updates.

A lot of my articles here at GavinKnight.com used to be simply to share interesting items but as most of my online reading comes to me via RSS I'm going to move my sharing of them to sharing from Google Reader. Sometimes I will simply share an article, but I'll try and add a brief comment to some too. To see these, and everything I'm doing online go to FriendFeed (no account required, but it makes for a richer experience).

Are you experiencing a similar change in online habits?

Powered by a Revolving Door

Now this is smart. A cafe is using their revolving door to provide power.

"So, while the coffee powers the customers, the customers are powering the coffee shop."

Makes you wonder how much potential power we just let go to waste!

escape

hat tip Miramar Mike

solved Blackberry sync crashing reading Outlook calendar

Blackberry sync had started crashing when reading my Outlook calendar but a quick google search for "blackberry desktop manager crashes reading outlook calendar" turned up this helpful post = problem solved, once I'd reset my sync settings.