21 posts categorized "Gear"

Wednesday, April 30, 2008

Three Ways to Mitigate the Attention Crash, Yet Still Feel Informed

The following is also my column in next week's AdAge.

One of the most important skills executives need today is the know-how to manage and harness their personal information flow.

The Attention Crash is a crisis in global business that is getting worse every day. By 2009, the Radicati Group predicts that we’ll spend 41% of our time managing email. Now add to that the IMs, documents, Facebook pokes, RSS feeds, Twitter tweets and text messages coming at us and we’re officially way oversubscribed.

Unfortunately, the problem will not abate. Human attention is finite. It doesn’t scale. Worse, the pace of change today is so rapid there’s a huge need to stay digitally savvy.

The key is in wrangling your information flow. Here are three of my best tips.

inbox_zero_head-box-2.jpgInbox Zero (www.inboxzero.com) - Blogger Merlin Mann has created a simple way to effectively manage email. His approach involves setting aside blocks of time for “email dashes,” quickly triaging messages and automating some of the processes with search folders – a powerful Outlook feature that most never use. Be sure to watch the video on Merlin’s site.

Invest in Search – When in doubt, let search tools - either on your desktop or online - do the work for you. The time you invest to set up these systems can pay huge dividends.

For example, I subscribe to around 500 RSS feeds in Google Reader. The great thing about my reader is that it’s searchable and acts as a personal database. So recently when my colleague asked me for March Madness online video statistics, was able to pull them up in seconds by searching my archive.

Make Unusable Time Usable – I read a ton. However, I have mastered how to stuff it into pockets of time that are normally “unusable.”

Picture 2.pngI get through about one business book a week by listening to them when I commute, travel and run errands. Most of the key books are available from Audible.com or iTunes. I am currently "reading" Groundswell by Josh Bernoff and Charlene Li.

In addition, I use Instapaper.com to bookmark articles I want to read. I can access this site from any computer or mobile device. I also keep a reading folder in my email nerve center that syncs up with my different devices. It’s even available when I am offline.

These are just a few of the best tips. For more “lifehacks”, check out my bookmarks.

Monday, April 21, 2008

A Few Tips for Managing Information Overload

Last week I appeared on the Brian Lehrer show talking about my role with Edelman Digital and how I track trends. We cover marketing pollution and tips on how to manage information overload with desktop search, RSS, simplified GTD and the Gmail Personal Nerve Center.

This topic of "Information trapping" is one I plan to write about more. This is becoming the most critical skill that information workers need to survive overload and The Attention Crash. This is especially true for all of us who are addicted to the social web. Enjoy. If you're scanning this in a feed reader, the video is here.


Marketing Guru Steve Rubel Talks with Brian About Info Overload from Brian Lehrer Live on Vimeo.

Monday, February 18, 2008

Three Bookmarklets for Happier Mobile Browsing

mobilized.png

With smartphone sales soaring and Citigroup projecting year-over-year growth of 50-60%, it's a safe bet that a lot of you are increasingly surfing the web from your mobile devices.

Still, even with the iPhone, the mobile browsing experience leaves lots to be desired because of the bandwidth and reception issues. Enter bookmarklets. These utilities add one-click functionality to your mobile device and they're terrific time savers.

Here are three such links I use constantly on the go. Drag the first two to your bookmarks/favorites and sync them to your device and you're all set. For the final bookmarklet, you need to first visit each service to configure them.

Mobilize This!

Google, Mowser and Skweezer are mobile transcoders that take any URL you throw at it and strip away the graphics for faster browsing. I prefer to use Google's version since it also gives me the option to browse the feed. The next time you want to get to a page quickly and your browser keeps loading the page. Stop it mid-stream and simply tap your Mobilize This! bookmarklet.

Wikipedia This!

Need to settle a bar bet like the name of Boba Fett's dad? Wikipedia of course has all the answers. Access this bookmarklet, enter your search term and you'll be whisked away to the answer.

ToRead and Instapaper

The great thing about the mobile web is that it's always with you. The downside is that sometimes it's hard to read a long story. Enter ToRead.cc and Instapaper. Both of these sites help you bookmark articles for the future. In the case of ToRead, it will email you the full text of the page. Instapaper assembles a reading list you can access from anywhere.

Happy browsing, travelers!

Thursday, December 20, 2007

How to Set Up a Portable Personal Nerve Center

There has been some debate the last few days about the merits of web-based vs. desktop applications. This was sparked by a big article in last weekend's New York Times about Google and Microsoft (an Edelman client). Ionut Alex Chitu is moving his information to the cloud. Meanwhile James Kendrick at JKOntheRun continues to like his desktop apps.

There is a hybrid solution. You can get the best of both worlds by setting up a web-based Personal Nerve Center (PNC) and making it ubiquitous and redundant so it's available from anywhere, even offline. I find this system makes it easier to manage the information overload drag. (If the entire PNC concept is new to you, then I invite you to read my initial posts on the subject first.)

All of these tips require any IMAP or hosted Exchange email account to work. I wrote this with GMail in mind, which now thankfully supports IMAP. This post has several parts...

  • Make the Personal Nerve Center the hub of your online life (Productivity Apps + GMail/IMAP)
  • Create a portable, offline version of the PNC that works on any computer or mobile device (USB drive + Portable Thunderbird + iPhone/Treo/Blackberry/Windows Mobile + GMail/IMAP)
  • Build an "in case of emergency, break glass" PNC (Portable Thunderbird + Box.net + GMail/IMAP)
  • Pump up your PNC with the power of search folders (Outlook/T-Bird/Mail.app + GMail/IMAP)

Establish the Personal Nerve Center as the Hub of your Online Life

I use lots of applications both on the desktop and online. However, I learned from Leo Babauta to become a Cyber Minimalist. This means once the stuff is created, I email into into GMail so that it archives and labels copies of my photos, personal word docs, meeting notes, web pages/PDFs I want to read and even MP3s. I also send "takeout" articles from Google Reader into GMail by using that site's email functionality - e.g. articles that I want to read later. This way, my essential stuff is available anytime, anywhere from any device, even offline (as you will soon see).

For example, when I create a list in Google Docs (which I use for GTD), I always email a copy to a secret "plus sign" GMail address. This automatically gets filtered and archived under my "Lists" label, which I can access from anywhere.

Create a Portable, Offline Version of the PNC that Works on Any Computer or Mobile Device

Getting your information online is just the beginning. The real magic happens when you sync the web with devices and computers.

I carry a USB drive wherever I go. On the stick I carry two copies of Portable Thunderbird - one that runs on Macs, the other on PCs. Both are synced to my IMAP account and have most of my essential PNC data cached - specific folders of articles, bookmarks, notes, GTD lists, etc. In both cases, these copies of Portable Thunderbird are password protected and encrypted. (The Mac version sits on an encrypted disk image.)

The advantage of this system, even though it's not always completely current, is that I can find any computer in the world and even if it's offline, have access to my critical information. That's not all, however.

I also keep my cell phone in sync with my GMail PNC. I always make sure key labels/folders like @Lists, @Reading, @Docs, @Meetings and @Personal stay in sync with my iPhone. This way, even if I am in the air and without connectivity, I have access to my essential data and files. This will work on any IMAP capable smartphone. I wrote about this over the summer but have since simplified the system now that GMail supports IMAP.

Build an "In Case of Emergency, Break Glass" PNC

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In addition to keeping my USB key and iPhone in sync with my Personal Nerve Center, I also store encrypted copies of Portable Thunderbird on Box.net. This way, if for some reason I don't have my USB stick or mobile device (pretend I am Will Smith in I am Legend), I can log onto Box.net and download the copy of Thunderbird to a new USB drive. It's a backup for the backup and may one day be handy for the rare occasion when Gmail goes down.

Pump up your PNC with the Power of Search Folders

Last but not least, when I am accessing my PNC offline - be it from Mail.app, Thunderbird or Outlook - I use search folders to easily find certain information that's in my PNC. Lifehacker explains how here.

For example, I can find use these to easily pull up all my Twitter posts and replies from the last six months. I can certainly achieve this in Gmail using sophisticated searches, but you get more power and speed on the desktop than you do with the Web-based version of GMail.

This is what I am experimenting with now. It's clear to me that for the time being, there is no substitute for desktop apps - even though webware is catching up. The magical nexus is when you combine them so that your information is ubiquitous and that's exactly what I have going right now. Eventually, I expect this will all become more seamless and not require as many hacks.

Wednesday, November 07, 2007

Simple Ways to Go "Media Green"

Like lots of people I have become more aware of what I can and should be doing to help the environment. (Thanks, Al.) Now I am taking this to the next level by getting toward what I call a "Media Green" state. Basically, I am converting all the media I consume (and there is a lot of it) into the most environmentally friendly format I can find, without sacrificing too much of the experience.

This is the last big piece of my effort to get more green. I bank and pay bills online. Earlier this year I traded in my small SUV for a very efficient hybrid car. Further, I am more conscious of little things that I really ignored until recently - like turning the thermostat off when I leave the apartment.

In addition, thanks to my extensive use (or maybe that's misuse!) of Gmail and IMAP, I have already moved 100% of my work stuff, like meeting notes and documents, to bits. People are amazed when they come into my apartment or office and see no paper at all. I don't even know how to add the network printer at work! Media was the last frontier.

Here are the three steps I took to go "Media Green" ...

In: Audiobooks | Out: Printed Books

I "read" somewhere in the neighborhood of 40-50 books a year - mostly business, nonfiction and sports. However, nowadays I rarely buy printed books and instead download audiobooks from either Audible.com or iTunes. Now that MP3 players are ubiquitous - and cheap - their selection has grown a lot over the years.

For starters, I love that I can carry several audiobooks with me at once. Try that with bound books. You'll break your back. I keep two or three at all times lined up on my iPhone ready to go.

Second, audiobooks fill tons of unusable time - such as when I am waiting on line at Whole Foods or at the security checkpoint at the airport or when I am driving to client meetings. In addition, if you get an Audible subscription they actually cost less over time than hard copy books. I wish publishers made all of their titles available in audio format. Still, many of the more popular books are available as audiobooks.

If you have an iPhone, it gets more fun. Sometimes when commuting by train into the city I take notes via Gmail IMAP about what I am listening to. Of course, you don't need an iPhone to do this. Audible supports tons of devices, including Palm Treos and more.

My next step is to start storing audiobooks in Gmail or Box.net so that I can access them if I am out of content or space on the iPhone.

In: RSS, IMAP-enabled GMail and the iPhone | Out: Printed Magazines and Newspapers

Years ago I used to read three daily newspapers - the New York Times, Wall Street Journal and Newsday, my local paper. I also used to buy dozens of magazines on computers, business and sports. I used to store them in a snazzy rack. Of course, I read lots of trade pubs too - AdAge, AdWeek, PR Week, etc. Now, however, I have almost completely ditched print in favor of reading online. (I just have to cancel a few remaining subscriptions.)

I now subscribe to the RSS feeds for every publication mentioned above plus hundreds of blogs. The beauty of this is that I only subscribe to what I care about and ditch the rest. So, for example, for the Times I subscribe to top news, NY, business, tech, NBA and football feeds but not the movie reviews.

Once I find articles I want to read, I clip them by emailing each into the Gmail Personal Nerve Center using a special email address so they get filtered. Then the articles show up in my "Reading" folder on my iPhone as well as on the desktop and web thanks to the new IMAP features in Gmail. This will work with any modern cell phone that supports IMAP, not just the iPhone.

In: XBox Live, DVR, Apple TV/iTunes/iPhone | Out: DVD Movies

I am not a huge movie buff, but I enjoy a flick every now and then. However, I have found that between the three boxes I have connected to my set - an XBox, cable box w/DVR and an Apple TV - I am more than covered. (This tip is not for hardcore movie fans who love DVD extras.)

XBox Live Marketplace (an Edelman client) is one of my favorite services. They have 350 movies for rental with more added all the time (subscribe to the feeds here). Many of them are in HD. Basically, all you need to do is sign up for an account and rent the movies online via the console. Movies begin to download and after about five minutes you can start watching. The rest of the flick downloads as you watch. After a few days, they expire and no longer work. It's a very elegant system and cheap too.

A lot of people have DVRs these days. Here's how I use mine. I scan the listings online a few weeks in advance and flag the movies I want. Then I record them and keep them stored for a rainy day when I want to watch a movie. I keep a library of about five to ten movies. As a next step, I may add additional storage to my DVR.

Apple_tv Last but not least, I have an iPhone and Apple TV. I purchase movies off of iTunes and download them for later viewing. The selection of movies on iTunes is not that great. XBox Live is better. However, I like the convenience of viewing them on my iPhone when I travel. I even take a cable with me so that I can plug my phone into the hotel TV (this works with iPods too). I may also explore storing movies on Box.net so that I basically increase my iPhone storage, provided wifi is plentiful.

These are just three simple steps I took to go "Media Green." If you have other ideas, leave them in the comments.

Thursday, September 27, 2007

Use Your Cameraphone as a Visual To Do List

OK, since you clearly like these hackery posts (e.g. the one I wrote last night), here's one more on the topic. Then it's back to the normal fare here.

I am on a quest to figure out how I can use web services to run my entire life at home and work. I have two key requirements: 1) that I can easily get data in and out of the online service and b) that I can access my information quickly using my cell phone or download it to the device or my computer. Usually this means the web service has to have email in and out capability.

When it comes to remembering things, I am really bad at it. I subscribe to the Getting Things Done productivity program and The David's philosophy of getting things out of your head. My iPhone is my ubiquitous capture device. However, when I can I create to do lists that consist not of text but photos! It's faster. Plus, like Mark Cuban, I have terrible handwriting so digital is the way to go for me. So far I am using this mostly for personal errands but I am dreaming up new schemes to create all my GTD lists by taking pictures of people that I need to do something for, etc.

Here's an example. When I run out of cleaning supplies, I don't make a shopping list. I snap a photo of the empty container with my iPhone (however any old cameraphone will do). Then I email it into Flickr, which is free. I mark all the photos as private. In addition, I tag them "todo". Oh and the emails get backed up into the Gmail nerve center since I use their SMTP server. I could probably add a filter and a label here too.

Here's what my todo page looks like. It's reminding me of two things - to pick up cleaning supplies and to buy a nice present like flowers for my Mom. (Oh and to my consumer package good client friends out there - you know who you are - my cleaning woman picks the supplies not me!)

Then, when I am ready to head to the store, I call up Flickr Mobile from my phone. You can use any other photo service here that supports email - Flickr, Apple's .Mac, etc. Sometimes I will use .Mac Web Gallery but I like Flickr's simplicity. Of course, you don't need email. You can simply keep the images on your phone. But I would rather back up my images.

This is just the beginning, however. I am thinking about giving out the special Flickr email address for the page to a small group of others (hmm, my boss?). That way they can put things for me on my visual list and I will get updates via RSS. I may even make a game out of it - give me the best mnemonic possible so that I really remember to do something!

Anyway, even if I don't take this further, I love having a visual to do list. And it's fun!

Friday, August 03, 2007

My 25 Year Love Affair with Computers

Next month will mark 25 years since I started using a home computer. Brad Feld and I were talking about this in my office a few weeks ago and I have been meaning to write this post since. Twenty-five years is a long time! So I thought it might be fun this summer, being geeks and all, if we wrote about "all the computers we have loved before." Here's my run at the highlights, to the best of my recollection. Share yours with the tag: myfirstcomputer. Oh and skip to the end for a peek at the future if this doesn't interest you ...

1982: Atari 800

Ahh the summer of 1982. I was 12 years old and a video game junkie. The Go-Gos dominated the radio. Even today if I hear Pac Man music or "Head Over Heels" I start to jiggle my pocket for quarters.

I had used a Radio Shack TRS 80 (often called the Trash 80) at sleep away camp in 1981 and loved it. From then on I was dying to have my own computer. My parents bought me the Atari for my Bar Mitzvah. We upgraded it to 64K of RAM (yes, I said K) and added a cassette tape drive and a dot-matrix printer. I connected it to the Sony Trinitron TV in my room.

The Atari 800 was a good computer. My Dad, an engineer, and I made it do all kinds of cool stuff. For example, we programed in Basic to plot out ones and zeros on a dot matrix paper to to draw pictures of Snoopy. I subscribed to Compute! magazine and Antic. The magazine came with pages of code that you would input by hand. The result: usually a fun snake game or something like that. (I know I know. You probably think I lived in a Log Cabin too.)

1985: Atari 800 XL

This was basically the family upgrade to the Atari 800. I used a word processor called AtariWriter to write school reports. This is what it looked like...

More importantly, this was also the first computer I used to get online with a 300 baud modem.

I first subscribed to an Atari online service called Plato that was really cool, but it went bust. Then I logged on to Compuserve and GEnie, a service that General Electric ran. I hung out in the chat rooms and forums. It was all text based but really cool and fun. It was like digg with its knuckles on the ground.

Later on I signed up for a USA Today online service that was for sports junkies. We ran up huge bills on all of these because it was all charged by the hour back then. The 'rents were not too pleased at the time but clearly it was all worth it.

Last but not least, during the mid-1980s I set up a BBS - what was then called bulletin boards. You dialed into a phone number via your modem that you found on other BBSes. Each one was a private network with content. I ran one about sports but shut it down when we started getting calls in the middle of the night.

1986-1991: The Computerless Dark Ages

From 1986 to basically 1991 or so I didn't actually get a new computer. I largely used the ones I had access to in school. They were all Apple computers.

In high school I used an Apple IIe, Apple III. I took a class in computer graphics and used the Apple III to draw and saw that the computer could be a creative tool too.

In college I used Macs. By then Macs were starting to gain steam. My friend in high school had a Mac Classic and I was jealous but it was too expensive for me to buy at the time. However, in college I used a Mac SE and Microsoft Word extensively for word processing. I really didn't spend as much time online as I did in high school but still used GEnie a fair amount.

More importantly, I got my first taste of desktop publishing in 1990. We used Macs to design and layout the school newspaper, which I was a contributor to. I was fascinated with Pagemaker and what it could do.

1992: Apple Macintosh LC

After I graduated I wanted to get a Mac so I saved up everything I could muster and purchased a Macintosh LC, PageMaker, Photoshop and Illustrator. I taught myself these programs inside and out and later Quark as well.

This computer was perhaps the one that was most important because it's the one I used when I fell in love with the Internet. In 1992 I reconnected online by signing up for America Online. I will never forget the feeling of dialing in and seeing everything I could discover online. Back then AOL was a closed service - a walled garden. However, it had a wealth of content.

1993: Apple PowerBook 145B

Apple_powerbook_150 My Dad had an IBM luggable computer in the late 1980s and I saw that portable computing was going to be a big deal one day. It was really unaffordable at the time. However, by 1991 or so with the introduction of the ThinkPads and Powerbooks, they were becoming within reach.

In 1993 I bought the most affordable PowerBook - the 145B. It had a black and white screen but it was great for writing, which I was doing a lot of at the time. I began in fact to freelance for MacUser (then a US magazine) and Mac Home Journal. I also attended my first Macworld conference. I used a 44mb Syquest Drive for back up and to shuttle files back and forth.

1995-2002: Dell Dimension (several models)

By 1995 the Microsoft marketing machine was in full motion. You knew Windows 95 was going to be a big deal. I switched from the Mac to the PC as my main computer. I was also not doing as much graphic design and more research/writing and PR so it was time to go corporate.

In 1995 I was still an AOL member but by then they had truly began to embrace the Web. In 1994 I began to explore Archie and Gopher. By 1995 I was using Mosaic then Netscape, but connecting through AOL and later an ISP. Finally, like everyone, I started to use Internet Explorer. My Dell Dimension was the computer I first used to explore the Net. I also joined MSN and liked it a lot too.

Later on, I upgraded to a new Dell every few years. Each time, I purchased more power. Finally in 1999 I added a broadband connection and began to use the computer a lot more.

1996-2003: Various Laptops from Dell, Toshiba and IBM

Separately, I also had a computer at work that I took home. I have worked on a laptop since 1996. These included IBM Thinkpads, a Toshiba Tecra and various Dell Inspirons. I also briefly used an Apple Powerbook (the Wallstreet Model) during the dot-com boom when I worked at a small agency. To some degree, I used these more than I did my desktop, especially as I added wifi in 2001. During this time I ran Windows 95, 98, ME and eventually XP.

2004: Apple PowerBook G4

By 2004 I was ready to ditch the desktop. I really liked working off the smaller screen. Also, my job really became a lot more mobile as I began to travel the country speaking and consulting. I bought an Apple PowerBook G4. This was the computer I started this blog on. It was also the machine I used to podcast and experiment with lots of other sites. I also started to take this computer to work in my last job. It ran double duty.

Switching over to the Mac had pros/cons. I loved the Mac OS X interface, but I missed many windows apps. Also, I found that many sites would not work with Safari or Firefox and longed for a way to experience the best of both worlds.

2006 - Today: Apple MacBook (Black edition, version 1)

Finally, in 2006, everything came together in just the way I wanted it. I bought the first generation Macbook. This is the computer I use today at home and on the road (more on that part in a bit). It's perfect because I am able to run both Mac OS X Tiger and Windows Vista. I was running them both under Bootcamp but have switched to Parallels so that I can operate both at the same time.

More importantly, these days much of what I need is accessible from any computer because it's in the cloud. Work files are all on servers accessible from anywhere. Personal files too are backed up to the web and are available. This is a big trend that will extend out to mobile phones too. For a peek, take a look at Soonr.

The Future

What will my computing experience look like in the next 25 years? The devices I use today will look even more quaint than an Atari 800 does today. I don't have the answers. None of us do. But directionally you can see where it is going.

The gap between cell phones and laptops will narrow dramatically in the next several years. The iPhone and Palm's Foleo are two notable examples. (Palm is a client.) Windows Mobile too will power many of these devices, as will Web services. Take a look at iZoho for example.

This week I took my first overnight business trip in 10 years without a laptop. All I took was my iPhone and a travel router. It worked perfectly, though it was only one night. Still, it's a big deal that I was able to do this. Other execs I know only travel with their Blackberries.

Soon, all of these devices will connect to peripherals - flash-based storage, keyboards, full-sized monitors, mice. And they will do so seamlessly and wirelessly. In five years very few of us will be lugging around laptops. The cell phone will be our computer, both at home and in the office.

In addition, more of our data will live not on hard drives but "in the cloud." They will be accessible from everywhere, particularly as high speed broadband becomes more ubiquitous.

When I was out in the Valley a few weeks ago Intel indicated that they see no end for Moore's Law. That's good news and clearly if this post is around in five years it will be interesting to see just how much more we can do with technology. I intend to be around for the ride.

Sunday, April 08, 2007

How to Use Gmail as a Business Diary and More Tips

A few weeks back I wrote two posts (Part I, Part II) on how to transform Gmail into your personal nerve center (PNC). These and other similar how-to posts are consistently among your favorites, so I plan to keep at it. They might not seem immediately relevant to marketing and PR, but believe me they are. We all need survival skills like these to keep up with our increasingly wired customers, the torrent of data they generate and our hectic lives. As you read these, think about the applications for your job.

This post is the third in the Gmail PNC series. Most of it will work with other systems, including Outlook and Yahoo - with some tweaks. Like the others, this post has several parts...

  • How to turn Gmail into a business diary (Gmail + Jott/Callwave + GCal or Yahoo/MSN  calendar)
  • How to annotate books with Gmail as you read them (Gmail + Amazon.com + Google Toolbar)
  • How to get critical alerts in Gmail exactly at the right time (Gmail/GTalk + RSS + Feedcrier)
  • How to use Gmail into a searchable river of news-style RSS reader (Gmail + GReader + RSSfwd)

Turn Gmail into a Business Diary

Knowledge workers attend lots of meetings. We also have tons of loose bits of information that need collecting during the day. It all needs to be processed. To jog our memory, we take notes. Most of the time this is with pen and paper - unless your culture is laptop/Tablet PC friendly. Many aren't. I use David Allen's GTD system and now buckle it into Gmail as my sole collection bucket.

I long for a searchable record of my meetings and important notes. This has led me to experiment with numerous systems over the years. Ideally, I want my data available 24/7 from any computer or mobile device. Even better, I wanted it organized by date with a list of my meetings on top - e.g. like a paper-based business diary. If you combine an online calendar with Gmail, you can make this a snap.

We have an Exchange Server at work. I use it for group scheduling but I also keep it in sync with Google Calendar. GCal and other systems like it can send your daily agenda to you via email. Mine arrives precisely at 4:38 every morning, often just before I get up. Using Gmail's filters/labels I automatically have these tagged Diary.

Once the message arrives, I keep it in my inbox all day. Then, as  take notes, I reply to the email, but change the address to my own. Then as the day goes on, I keep adding to the conversation thread with replies to myself. These all get threaded as a single conversation.

It gets better. If I am on the go, I will write down the notes in a Moleskine and then call my Jott or Callwave number in between meetings. These arrive in my inbox too (either as text or an audio file). Later, when I am back at my computer I append the note to another reply to me and archive the entire conversation thread. Finally, at week's end I go through all seven notes as part of my weekly review. (The fIgure below is from a weekend - when the review is conducted.)

Annotate Books as You Read Them

I buy a lot of books and audiobooks. Almost all of them are about business or sports. I draw lessons from every single one and I want a way to capture it all. Once again, Gmail is a lifesaver here. This technique builds on the one prior.

Using the Google Toolbar trick outlined in Gmail PNC Part I, I find the book on Amazon.com and send my self a snippet of the title, author and summary to steverubel+secretword@gmail.com. I automatically label these "booknotes" using Gmail's filters. Then as I go, I simply keep replying to myself with the notes I want to keep on the book. These all get archived as a conversation for later search/retrieval.

Get Critical Information When You Need It

Let's say there's a traffic jam on the highway you drive home everyday. Or worse, there's a tornado or even God-forbid a tsunami on the way. You'd want to know about it I bet. You can instantly by combining Gmail with GTalk, some RSS feeds and Feedcrier.

I have Gmail and thus the embedded Google Talk client open constantly when I am at my computer. When I am on the go, I run Google Talk and/or the Gmail for Mobile application (unless I am on a plane). However, I don't miss critical information thanks to Gmail/Gtalk. The key is that it needs to live in an RSS feed.

For example, I pump local severe weather alerts from the National Weather Service into Feedcrier, which sends pings through IM. The premium version of the service will even send these to you when you're offline. You can also do the same with Yahoo Traffic feeds or tsunami alerts.

Feedcrier

Turn Gmail Into a Searchable River of News Reader

I use the Google RSS Reader. However, I check Gmail more frequently. Again, this is even more true when I am on the go running from meeting to meeting.

I keep a group of my favorite feeds in a GReader folder called "Faves." You can browse them here. This special aggregation page has its own RSS feed. I take that feed and run it into RSSfwd, which will send you feeds to your email account. Another good service is R-Mail.

As the feeds arrive, they get labeled "Feeds" and archived. However, RSSfwd has a handy threading feature that keeps all of these posts together as a single Gmail conversation. The result is a giant river of news in Gmail! Even better, if I drop and add feeds to my Faves group, I don't have to re-import them into RSSfwd plus they're completely searchable. This technique will also work if you share your feeds with Newsgator Online too.

What hacks work for you? Share them in the comments.

Thursday, March 15, 2007

Highrise Set to Rock the Contact Management Biz

Highrise is a brand new contact management/CRM tool that will soon be released by 37 Signals. If you're not familiar with 37 Signals, they are the brain trust behind awesome tools like Backpack, Campfire and Basecamp. Highrise is a tool that's designed both for groups and individuals. It is basically a place for you to track and share all of your key relationships.

Jason Fried from 37 Signals gave me an early look at the product. There's more on their blog. As is par for the 37 Signals crew, Highrise is impressive. It is a particularly invaluable, simple, lightweight tool for PR, marketing or sales professionals. It streamlines a key part of the business that requires lots of tracking.

Further, while I can't disclose pricing, I assure you it will rock the media contact management business, which includes big vendors like Bacons MediaMap and Vocus. Unlike these other vendors, however, Highrise does not come with media data. You need to upload it into the system. So it could be a great complementary product that lets PR teams track their key folks more closely, either by themselves or within a small work group.

Each Highrise screen can include contact notes, tasks, images, recent emails and more. This last part is awesome, particularly for PR pros. Everyone on a team can bcc: a special Highrise email address for the page that tracks a particular journalist they are following. You can do this right in Outlook and your emails - as well as others -  will automatically get attached to the page. There's also a special dashboard that brings all the information together. (See screen grabs below.)

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In addition, the platform includes rich tagging capabilities, contact groups, search and more. I have long been a fan of 37 Signals Backpack product. Backpack and Gmail - which I combine by the way - run my busy life.  This product is a winner for individuals and teams. Further, if 37 Signals can begin to integrate this baby with Campfire, align with a data partner or two, it will radically change the PR business and allow greater collaboration between clients and teams. Kudos to Jason and the crew.

Thursday, March 01, 2007

More Ways to Use Gmail as a Personal Nerve Center

Since my last post about my unorthodox uses of Gmail, I have been thinking there might be more ways I could be using it as my Personal Nerve Center (PNC). And in fact, there are a bunch. Time on the road away from my computer helps! Many of these work well in other web clients too by the way. Here's another round. (Note: as of this writing, Gmail is acting up. Murphy's Law. However, I have found that 99% of the time it is fine.)

* Create a Mobile Searchable Database of PDFs (Gmail + Adobe PDF Conversion by Email)
* Archive Your Weblog and Comments and Make Them Searchable (Gmail + FeedBurner/FeedBlitz)
* Import a Searchable Version of Your Calendar (Gmail + Google/Yahoo/MSN Calendar)
* Build a Weather or Sports Almanac (Gmail + Windows Live Alerts)
* A round up of other ideas

Create a Mobile Searchable Database of PDFs (Gmail + Adobe PDF Conversion by Email)
Like many of you, I have gobs of PDFs on my computer. Most of them are research reports written  by analyst firms like eMarketer, Pew and Forrester or even PowerPoints. Sometimes I need to pull up a nugget of information from them in a split second. Often this occurs when I am away from my computer or logged out of the server at work. In fact, my colleague Leah was asking me about one of these nuggets today. Now I have a solution.

Although Google extracts text from attached PDF files, it does not index the contents in the Gmail database. This limits its utility. Thankfully, Adobe (which I should note is an Edelman client) has a free service that will take care of this for you.

All you need to do is email your PDF to pdf2txt@adobe.com and they will send the full text of the PDF back within minutes. These files can be searched from within Gmail. Then set up a filter from the Adobe address (noreply@adobe.com) and have the messages archived and automatically labeled. Now you have a searchable database for your PDFs - oh and it's fully accessible via a mobile too.

Back Up Your Blog and Make it Searchable (Gmail + FeedBurner/FeedBlitz)
Feedburner and other services like Feedblitz can take your RSS feed and convert it into an email newsletter for readers who don't use RSS.

I have been using Feedblitz on my blog for years and I subscribe just to make sure it is working correctly. I used to delete these emails but now I figured out they can actually be quite useful. I set up a filter, as described above, to archive these emails as soon as they arrive. As far as I know, Google doesn't place a limit on the number Gmail filters.  Now I can search my blog quickly from the PNC by using the from:Feedblitz command and my search keyword. Plus, I automatically have a backup for my entire blog.

By the way, if you use Blogger, you can configure it to automatically email your posts once they go up. Here's the result when I searched for from:Feedblitz ajaxy newsgator. (Bonus tip: you can create a searchable archive of all your comments by archiving the email alerts and mining for them later.)

Create a Searchable Version of Your Calendar (Gmail + Google/Yahoo/MSN Calendar)
I don't know about you, but I a few years back I started saving old versions of my calendars - even from when I was in another job. I keep them on my desktop and occasionally search them.  In fact, just the other day I referenced an old calendar to find a hotel I once stayed at in San Francisco.

Archival calendar data on the desktop is useful,  but it's even better on the web and it's awesome when you roll it into your Gmail PNC and it's mobile. So even though I manage my calendar on the desktop, I export it into Google Calendar every few days and make sure that it sends me my daily agenda via email every day. Yahoo and MSN Calendar have similar features. I have a filter whisk these out of site and bingo - I have a quick way to search my calendar right from Gmail - and, most importantly, on the go.

Build a Weather or Sports Almanac (Gmail + Windows Live Alerts)
Quick, what was the score the last time the Bears played the Jets? What is the W-L record of the Dallas Mavericks against the Phoenix Suns the last three years? Finally, what was the weather on your birthday the last five years? If you care about this stuff, set up your Gmail PNC so it can quickly fetch it for you.

The secret is to sign up for alerts and have them archived. In my last post I mentioned Yahoo Alerts. Microsoft has a bunch of good ones too - including Fox Sports - and they are sometimes more reliable. You should configure these to alert via email and for the final score. (Disclosure: Microsoft is an Edelman client.)

For weather, check out Accuweather and Weather.com. They too have email services. You can also take any RSS feed and run it through a service like Rmail to create all sorts of archives.  Once you're set up, all you need to do is filter, archive and search and your good to go.

What other types of information can we store in a Gmail PNC? Some of the ones that come to mind are a but more manual. Movies is a good one. Using the Google Toolbar method described in my last post you could clip and save movie information from a bunch of sites and annotate them with your own reviews. Some folks store recipes in Gmail. Combine this with a recipe-a-day email service and it becomes even more powerful. Share your Gmail PNC ideas in comments.

Sunday, February 25, 2007

Turn Gmail Into Your Personal Nerve Center

I was lucky enough to get in on the Gmail beta when it launched and I haven't looked back since. Even though I've had an account  for almost three years and I get over 100 emails a day, I have chewed up only 18% of the generous 2.8 gigabytes of storage.

However, in recent weeks I have started using Gmail as much more than an email host. With its gobs of storage, speed and tremendous search/tagging capabilities, you can transform it into a personal nerve center that's available from any computer or mobile device. When you tap into this power and combine Gmail with some other tools, it is perhaps the most essential site ever developed. Most of the following life hacks have not been documented.

This series has several parts...

  • How to turn Gmail into a massive personal database (Gmail + the Google Toolbar)
  • How to get real-time news updates in Gmail (Gmail+ Google Talk + Twitter)
  • How to automatically store your bookmarks in Gmail (Gmail + del.icio.us + Yahoo Alerts)
  • How to manage Calendar and To-Dos in Gmail (Gmail + Backpack + GCal +  GTalk + iMified)
  • How to blog from Gmail (Gmail + Wordpress/TypePad/Blogger + IMified)

Using Gmail as a Massive Database

I revel in information. Can't get enough of it. I like that I get a lot of email. I scan 275 RSS feeds in Google Reader and I use dozens of bookmarklets and shortcuts to help me manage it all.

Everyday I come across something on the web that I want to save for future reference. While previously I was using Yojimbo to manage all of this information, I found the solution wanting since I travel a lot and need to access my bits from a mobile device. Google Notebook also doesn't work on a mobile device and its search functions are rather lacking. Enter Gmail and the Google Toolbar.

The latest version of the Google Toolbar has a send to Gmail function. Select some text or graphics, right click on it and send it to Gmail.  The Toolbar then automatically feeds it into a new message.

Now, when I find something I want to save I use this feature and send it to a secret  contact in my address book. This is basically a steverubel+[secretphrase]@gmail.com email address (Lifehacker explains the value of these here).

Once the article arrives in my Gmail inbox, I have a filter whisk it a way into the archive and tag it with an @Database label. Further, I am toying with having the same filter also forward these to a premium  Google Apps account that has 10 gigs of space. Now all I need to do to call it up later is enter label:@Database and a keyword. Whammo - an instant personal database.

Here's a screenshot of a photo of Steve Ballmer's office that I felt like filing away for inspiration (I was amazed by its size). Note that the Google Toolbar automatically inserts the source URL. I also use this method to store notes, ideas and musings.

 

How to get real-time news updates in Gmail

I usually keep Gmail open in a tab in my browser. I also make heavy use of the integrated Google Talk IM client in Gmail. Further, I have become a fan of Twitter - a micro blogging tool which you can control using Google Talk and other IM clients.

Some enterprising folks have taken data feeds from the BBC and CNN and ported them to Twitter. So, as long as you have Gmail open, Twitter will IM you the latest news when it hits.

As I write this post, Defamer is providing live updates from the Academy Awards and these are streaming into Gmail as IMs. (Be sure to turn off SMS alerts if you use these feeds since they will pile up.)

 

How to automatically store your bookmarks in Gmail

It's easy to bookmark items in Gmail. However, did you know that you can bookmark on del.icio.us and automatically feed these into your Gmail database? In addition, if you're a Google Reader's shared items (yes, you Scoble!) you can feed these into Gmail automatically too. Then your bookmarks are easily mined from your nerve center.

All you need to do is run your del.icio.us or Google Reader shared feed through Yahoo Alerts.  You can opt for as-they-happen or daily emails Then, set up a filter to label these and have them automatically archived. This works for any RSS feed, not just bookmarks.

 

How to Manage Your Calendar and To-Dos in Gmail

Gmail does not have a to-do list feature - yet. Further, the Google Calendar isn't integrated either. However, if you use GCal and either Backpack or Remember the Milk, you can control these with the integrated Google Talk in Gmail and IMified.

All you need to do is add IMified to your Google Talk contact list and you can not only view your calendar and to-do's but add to them and delete items as well.

How to blog from Gmail

Last but not least, you can also blog directly from Gmail. This works if you blog on Blogger, Wordpress, Moveable Type or TypePad. Simply set up your moblogging settings so that your gmail address is recognized. In addition, you can also blog from Gmail using IMified.

This is just the tip of the iceberg of what you can do when you "hack" together a bunch of free tools. Eventually I could run out of space but I suspect Google will offer storage upgrades by the time I come close. What's unmistakable, is that Gmail is really the Internet's version of the Ginsu knife.

Wednesday, February 14, 2007

NFL Films + iPod = Bliss

Americas_game Regulars here know I love sports, particularly NFL football and NBA basketball. I also travel a lot and I take with my gen 5.5 30gb iPod wherever I go. The NFL recently fulfilled my version of virtual nirvana so I thought I would share in case there's anyone out there like me. It's a documentary series called America's Game and it rocks.

NFL Films commissioned a panel of experts to rank the 20 greatest Super Bowl teams of all time out of the 41 to date that have won the big game. The list is quite controversial (Joe Willie and the pre-Steve 1969 Jets did not make the list). However, the twenty 45-minute documentaries are all outstanding and a steal at $30 for the bunch (iTunes link).

If you want to preview the documentaries, check out the terrific accompanying web site, which features clips. My favorite episode so far? The one on the 1985 Bears (#2 all time, according to the panel.) It features a cigar-smokin' Mike Dikta who explains why he hasn't received a Christmas card from Buddy Ryan since the mid-1980s. If you like football, pick it up.

Wednesday, January 10, 2007

WSJ Exclusive Video of the iPhone

Just in case you haven't had enough of the iPhone, the Wall Street Journal looked at it up close in action. Here's the video. Some of the footage is from the Jobs keynote, but other portions - which give new glimpses we haven't seen before - are exclusive. The video interview is with Greg Joswiak, Apple's VP of iPod marketing. If you're viewing this in feed reader, click through to the site to watch. For more, see Steven Levy's interview with Steve Jobs. (Note: A&R Edelman represents Palm, which competes with Apple's iPhone)

Friday, December 29, 2006

Review: Lifehacker the Book

The end of the year is when many of us turn our focus to becoming better organized. Lifehacker is the single best resource for identifying new tools and processes that make your life better. Gina Trapani, a virtual friend of mine and its author, has just published her first book and it rocks. I highly recommend it. I keep a copy of it handy alongside a few of my favorite things, pictured above on a quiet December night at home.

Lifehacker:88 Tech Tricks to Turbocharge Your Day is divided into several chapters that address a specific topic, such as freeing mental RAM, firewalling your attention, taking your data to go and more. Each chapter features a series of hacks.

Some of Gina's hacks - like using a command to track your to-do's in a text file - are above what most people will need. However, others, like working with virtual desktops (Windows and Mac) are outstanding and game changers. The book is cross platform, covering hacks for Windows and Mac. I run both operating systems so I loved how the hacks addresses everyone. It's really handy for anyone who uses a computer to enhance their work or personal lives.

Believe it or not, I also found it handy to have Lifehacker in book form, even though pretty much the entire content of the tome can be accessed online for nada. Pick up a copy today. Your life will thank you.

Tuesday, December 19, 2006

Sudoku, Royal Solitaire Released for the iPod

The iTunes (no longer just) Music Store has added two new games for the iPod from Electronic Arts: Sudoku and Royal Solitaire. Get them here.

Sunday, December 10, 2006

Three Great Gifts for Geeks

Got a geek in your life? Here are three great stocking stuffers that, um, I just picked up for myself! :-)

The first is from 180s - the folks who make the popular ear muffs that wrap around the back of your head. They now make a pair that includes some stealth headphones inside the muffs. They come with a wire that plugs right into your iPod or MP3 player. This spares you the hassle of trying to keep your earbuds from falling out while also keeping your ears warm. ($39.95 from Sharper Image)

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The second is from APC and is great for someone who travels with a gaggle of gadgets. The APC UPB10 Mobile Power Pack provides hours of additional battery life to iPods, cell phones, PSPs and pretty much anything else that sports a USB port. Simply charge it up and throw it in your bag. It's particularly great for cross-country or transcontinental plane rides. ($69.99 at CircuitCity.com but on sale as of this writing).

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What says "I love you, you geek you." more than an RSS reader? Right? Newsgator is offering $10 off any of their terrific products through December. Simply enter the promo code NGHoliday once your items are in the shopping cart. Newsgator has great RSS readers for Windows Mobile, Outlook, the Mac and Windows. Something for every member of the family.

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Monday, October 23, 2006

Pimp Every Room in Your House with RSS

I love RSS feeds. How much? So much that I want to stick them everywhere - in every room I frequent and on every device I use. So, off I went on a quest to find all of the interesting ways to consume feeds beyond the computer. Get ready to pimp your house the orange and white way.

First up, let's start with the living room. Let's say you're Dave Winer and you just got yourself a nice big HDTV. (Dave welcome to the club. You won't go back.) Heck, Dave co-invented RSS. He ought to have a way to read his feeds on his HDTV when he's chillin' with JayZ in his new place in Berkeley, right?. The good news is he can thanks to this add-on for his TiVo device.

OK, but what if you don't have TiVo. No worries. You can still pull it off with a Windows Media Center PC. For Media Center, Newsgator has a special version that will display feeds on your TV. You can use it to watch video podcasts too.

Got a Mac? No problem. You can easily hook it up to your TV to consume your feeds. Then, all you need to do is configure OS X's built-in RSS screen saver and activate it. Even better, make your own custom feed screensaver. Podcasts can be viewed on a TV using Apple's Front Row.



While you're in the living room, you might be playing a video game or two on your Playstation Portable. In between you can take a break and read feeds right on the device.

Our next stop is the kitchen. I always wished that I could stick a RSS-enabled magnet on my refrigerator. Well, it's a bit of a pain, but you can.

First you need an MSN Smart Watch. Next up, follow Phil Torrone's instructions on how to RSS enable these watches. Then pick up some adhesive magnets at your local hardware store. Cut the wristband off the watch, stick it on your fridge and bingo. (Microsoft is an Edelman client.)

Now it's time to get some work done. Let's head over to the home office. There sits this handy little desk ticker that I blogged about once before. Called Mister Tipster, it hooks into your USB port and puts them on your physical, not your virtual desktop.

Break time. Nature calls. Off to the bathroom. I bet you think you can't get feeds in there without putting one of your mobile devices at risk. Guess again. Out of Taiwan comes word of the "rsstroom reader." This gadget prints news feeds onto your T-P!!!

Whew! All of this orange and white madness has me pooped. Time to hit the hay. First, I need to set my Chumby to wake me up with my morning feeds. Chumby is rugby ball-sized computer stuffed in a fuzzy case. It's the future of the bedroom digital clock.  Underneath the hood it plays RSS-powered widgets that Engadget says Chumby can read to you.

That wraps up how to pimp pretty much every room in your house with feeds. If you know of others, leave them in comments.

Monday, October 09, 2006

Put an RSS Ticker on Your Desk

Uncrate has a great find: The Mister Tipster RSS Display. The desk accessory display ($135) hooks to your computer through the USB port and displays your feeds on your desk. It also has an alerting feature for when certain words show up in your feeds.

Wednesday, September 13, 2006

The New Nano May Be the Ultimate Podcasting Tool

Wow. Check this out. According to iLounge, the new iPod nano now records audio. Attach a special microphone and you can record podcasts from anywhere. Couple that with the nano's 24-hour battery and man do you have a sweet podcasting tool. I just may try this out at some of the conferences I am heading to this fall.

Monday, August 28, 2006

Turn Your iPod into the Ultimate PowerPoint Accessory

This is the second in my series of posts on various gear that I find useful.

Many readers of this blog work in PR or marketing or for Web 2.0 related start-ups. This means you spend a lot of time preparing presentations in either Microsoft PowerPoint or Apple's Keynote. What's more, you probably also invest hours rehearsing and traveling to and from various meetings. Oh and if I were a betting man I'd say you carry an iPod. Well, whether you are on Windows or Mac with a few simple steps you can turn your iPod (even an older one) into the ultimate PowerPoint accessory. I am going to focus on PowerPoint here since it's what most people use. The process is similar for Keynote.

Getting Your Preso on Your iPod

First, you need to get your PowerPoint presentation on to your iPod. This is a snap. Head on over to ZappTek and download iPresent It. It's now available on both Windows and Mac (It was previously only available for Macs). iPresent It will take any PowerPoint or PDF file and convert it into a series of images that can be viewed as a slideshow on an iPod. It supports file tracking so you can easily update your slideshows whenever you make changes to a presentation. I have been testing the software and it works perfectly. iPresent It runs $17.95. Apple explains how to get these images on your iPod.

Using Your iPod to Rehearse

Now that you have your presentation on your iPod you need to rehearse. The iPod has everything you need to rehearse while you're on the go. This works best on either the latest fifth generation iPod or on the iPod Nano (though it's hard to see slide text on the latter). Simply navigate to the Stopwatch feature on your iPod and start the timer. Then, while the timer is still running navigate back to the Photos menu on your iPod, find your slide show and click it. You can run through the slides one by one or even run it as a slideshow complete with slide-to-slide builds. You can even keep music running in the background while you rehearse.

Hooking Your iPod Up to a Projector

Last but not least, it's actually possible to connect your iPod to a projector or a TV and run your presentation right off the device. I would test this out on different projectors before flying sans computer. This won't work with the iPod Nano. You also need either the Apple AV Connection Kit or their AV Cable to hook your iPod up to your projector. Presentation Zen (one of my favorite blogs) shows how nicely this works.

That's all there is to turing your iPod into the ultimate PowerPoint accessory.

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