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Being an athlete is simple – all you have to do is strive.

I enjoyed this set of videos from Strava.

Link

And yet, the Americans were . . . wow. They were amazing. What else could you say? Part of the pleasure was appreciating the team’s depth. Yes, Simone Biles is the greatest gymnast in history—she was even before she won her first Olympic gold last night—but she has astonishingly talented teammates. Laurie Hernandez doesn’t just look like she was drawn by a cartoonist; every leap seemed accompanied by a thought bubble filled with exclamation points. Aly Raisman tumbled with a regal quality that was absent even four years ago, when she won gold in the floor exercise. She seemed to stick her landings by fiat.

Dominating.

She’s focussing on the two-hundred-metre freestyle to qualify for the Olympics, but she admitted a soft spot for the butterfly. “It’s really hard,” she said. “This is why I love it.”

An amazing and inspirational story. It is far too easy to forget the human stories of the refugee crisis stemming from the Syrian civil war. These are real people with lives and dreams that were thrown into disarray when their country was torn apart.

I started writing this post talking about how I was using DEVONthink, and, as often happens when you write things down, I started thinking critically about how I interacted with the application. I took a folder full of screenshots, walked through some usage scenarios, and checked and double-checked what I was actually doing with the application. Then I exported everything to the Finder.

As of right now, I’m not using DEVONthink. I’ve gone back and forth over this for literally years. I get enthralled with the idea of building this perfect database, where every bit of information I need is at my fingertips, organized and indexed exactly as I want it. Then after a week or two of day to day use I realize that I’ve duplicated everything that I do with the Finder and a handful of other apps in DEVONthink, and decide to simplify.

One of the best things about DEVONthink is that it doesn’t modify your data, it simply organizes it and adds a layer of intelligence to help you manage it. The main selling point is it’s integrated “AI”, a parsing engine that looks for similarities between documents and can present you with connections between topics you may have missed. In this way, DEVONthink is more of an intelligent research assistant than a document management application like the Finder. Unfortunately, over the past several years of going back and forth, using it and not using it, I’ve never found a practical use for the AI.

I wrote earlier this week about how if you want to remember something you should write it down. Personally, I’ve found that I’m not good at this. I’m far more likely to find a way to record information using my Mac of iPhone than I am a notebook, simply because I’ve always got one of the two with me. I am however making a deliberate effort to give myself time to think clearly, stepping away from the computer and staring out the window for a while.

Computers excel at storing and searching information. Humans excel at making abstract connections between disparate bits of information. The best AI in the world can’t help me if I either don’t trust it, or if I don’t understand the connections it’s trying to make. My own brain is far better at making connections if I only give it the materials it needs. In other words, if I actually read and make notes on the information I’m saving. Using several “anything buckets” over the years I developed a bad habit of saving things after skimming through their contents, thinking that I would have it if I ever needed it. In practice though, instead of searching my own personal archive, I would almost always just search DuckDuckGo or Google again. My perfect database becomes a crypt of partially read web archives.

My entire job is managing information. What commands to type in where to get the desired result. Which buttons to click and what code to push to enable my team to get their work done. Every day the Internet is building and rebuilding itself, and my team does their part to help make information available. I even went to grad school for Human Computer Interaction, and learned only that the best way to manage information is “whatever works for you”. Sure enough, what worked for me in grad school was to have a top level folder named “ISU”, and a sub-folder underneath for every class I was in, and then a folder under each class for each assignment, as well as a folder for the videos of all the lectures. The organization was simple and easy to understand.

Again, when I looked through my DEVONthink system, I found that I had recreated everything that the Finder did. I had a database for each major topic or area of life, and folders and subfolders that further refined the topic till I reached the files. For example, my “Research” database contained an “Operating Systems” folder, that contained folders for “Linux”, “BSD”, “OS X”, and “Windows”. My Linux folder contained a folder named “Shared Internals”, and underneath that a folder named “Kernel”. Inside the Kernel folder were documents pertaining to the internals of the Linux kernel.

While I’ve read most of the documents in my database, too many of them I’ve only skimmed. What would be much more useful is a Zettelkasten. A Zettelkasten can be thought of as a Wiki with short articles. The point being that while I’ve been spending a lot of time organizing files, what I really want out of my computer is knowledge.

If you haven’t figured it out by now, I’m still working through all of this. I haven’t found the one true way to organize your data that I can recommend to everyone. What I learned in school still stands, how you organize your data remains up to you. Whatever works best for you is what you should do.

I think it’s good to have original source material on hand, but that source material is only useful if the information it contains is extracted and incorporated into a personal knowledge base. This has been my mistake for too long, to think that simply by saving and skimming over original source material I can increase my knowledge and effectiveness. Tools like Evernote and DEVONthink encourage this kind of digital hoarding by making it easy to save data, but the truth is that there is still no substitute for doing the hard work required to learn. You have to read, reflect, think it through, and write it down. Maybe on paper, maybe not, but without the intermediary step of synthesizing the information you’ve collected into your own personal system, it’s just more junk that needs to be cleaned up.

If you really want to remember something, write it down. By hand.

There is a growing body of knowledge that shows the benefits of writing things down, and how handwriting is better for learning than typing on a keyboard. It’s unfortunate that these studies come after years of schools pushing to get a computer in the hands of every student, moving quickly to replace pen and paper with bits and bytes.

A 2014 article in the New York Times draws a connection between increased brain activity and handwriting.

When children had drawn a letter freehand, they exhibited increased activity in three areas of the brain that are activated in adults when they read and write: the left fusiform gyrus, the inferior frontal gyrus and the posterior parietal cortex.

By contrast, children who typed or traced the letter or shape showed no such effect.

Another article in Science Daily from 2011 reports similar results in a separate study:

Mangen refers to an experiment involving two groups of adults, in which the participants were assigned the task of having to learn to write in an unknown alphabet, consisting of approximately twenty letters. One group was taught to write by hand, while the other was using a keyboard. Three and six weeks into the experiment, the participants’ recollection of these letters, as well as their rapidity in distinguishing right and reversed letters, were tested. Those who had learned the letters by handwriting came out best in all tests. Furthermore, fMRI brain scans indicated an activation of the Broca’s area within this group. Among those who had learned by typing on keyboards, there was little or no activation of this area.

This article in Psychology Today references several studies, focusing mainly on the benefits of cursive writing.

Much of the benefit of handwriting in general comes simply from the self-generated mechanics of drawing letters. In one Indiana University study, researchers conducted brain scans on pre-literate 5-year olds before and after receiving different letter-learning instruction. In children who had practiced self-generated printing by hand, the neural activity was far more enhanced and “adult-like” than in those who had simply looked at letters. The brain’s “reading circuit” of linked regions that are activated during reading was activated during hand writing, but not during typing.

One of the focuses of my writing here is about the appropriate use of technology to enhance our lives. There are so many things that a computer can do, it’s difficult to know where to draw the line on what we should do. Can we give kids computers and have them type notes in class instead of writing them down? Sure. Should we? It’s looking like the increasingly obvious answer from the scientific community is no. Just because it’s faster doesn’t mean it’s more efficient.

There continues to be no shortcut to deep learning. To know a subject, you must study it closely. To learn math, you must practice, especially the fundamentals. The best way to take notes during a lecture is by hand, forcing yourself to synthesize the information you are absorbing into a compressed form that captures the essential ideas, pushing your mind to concentrate intently. Then, at night, when it’s time to study the information further, transcribe the notes into your computer, rewording and exploring the topic as you go. Maybe even speak your notes out loud to yourself, engaging more of your senses.

My favorite quote I’ve read in the past few days is from the Science Daily article, where associate professor Anne Mangen says:

“Our bodies are designed to interact with the world which surrounds us. We are living creatures, geared toward using physical objects – be it a book, a keyboard or a pen – to perform certain tasks,”

We don’t fully understand the effect widespread use of computers from an early age is going to have on us. It’s important not to lose sight of the real world as we continue to explore the virtual one we’ve created.

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I’ve been working the last few months on an update to the OmniFocus Video Field Guide. I’ve updated it for several new features and gone deep on the iOS Automation and URL linking. I’m making final edits and additions over the next few days and intend to publish it sometime Sunday (probably late).

OmniFocus is where my stress goes to die. It’s where I regain control of my life. My system for making sure that things that need done aren’t forgotten. Bills are paid, calls are made, and projects move forward. It’s also where ideas go for evaluation. If I have an idea for a new project I’ll drop it in OmniFocus and let it sit there for a while. I might file it away in it’s own project folder, put a “Defer Until” date on it for the weekend, and let the idea sit and stew for a bit.

If the idea has merit, if I keep coming back to it and deferring it more than once or twice, then I focus more on it and start to eck out next actions to start making it a reality. I know there are a lot of task management apps out there, and even a few analog systems like the Bullet Journal, but I’m so invested, and so used to how OmniFocus works that I have zero motivation to move to anything else. By this point, OmniFocus works the way my brain works, it is my trusted system.

That’s all thanks to David Spark’s OmniFocus guides. I adopted his system years ago, modified it slightly and made it my own. I’m looking forward to seeing where he’s taking the guides next.

President Barack Obama used his Democratic National Convention speech to make the case that Hillary Clinton is the best person to be president and that she will build on his time in office.

I’d like to vote for Obama for a third term.

I’ve always been curious. I remember having coffee with my cousin and her boyfriend as a teenager and saying, in my naïvety, that I wanted to know everything about everything, to know all that was knowable. Even then I knew that was impossible, but that didn’t stop me from wanting to know as much about the world as I could. As time went on I started to dive deeply into different subjects, and put off others till I had more time. Now that I’m looking at forty and an ever growing list of things to learn and do, I’m experiencing something new… panic at the thought of running out of time.

I always assumed that I’d have more time later to learn the things that I want to learn. How to play guitar and piano. Ride a horse. Play chess.¹ Paint like Bob Ross. Woodworking. Gardening. Scuba diving. The list goes on. I’ve started wondering about prioritizing these pursuits according to season, time, and, eventually, health. I run today because I want to be healthy enough to keep learning and doing as I get older.

I was thinking about these things over the weekend when I bought new strings for my guitar. I bought the guitar ten years ago with the intention of learning to play, but one thing or another has always come up, and I figured that later was always a better time than now. Last night I was tuning the guitar² and mentioned to my daughter that “someday” I was going to learn how to play it.

“No time like the present!” she said as she left the room.

She’s right. The finger tips of my left hand are sore this morning, because last night I pulled up a YouTube video and started learning how to play. I may not be able to do it, I might not be able to learn everything I want to know or be able to do. I will fail from time to time. But… “if he fails, at least fails while daring greatly, so that his place shall never be with those cold and timid souls who neither know victory nor defeat.”³

After all, “life is either a daring adventure, or nothing.”

Computers are complex tools; designers and developers are always trying to strike a balance between usability and usefulness. I have a theory that over time a computers configuration grows to resemble the mental state of its primary user. Each machine is a unique mix of file and folder organization methods, naming schemes¹, and application choices. Those choices can reflect the level of technical knowledge and values of the user, but only if the user has made a conscious choice in what apps to use.

A user making the right application choice is empowered in a way that she wasn’t before. Suddenly this opaque machine begins to bend to her will and provide results, she feels the machine working with her and not against her. Tasks which were too complicated are made understandable, and eventually she is able to forget the computer and become enveloped in the flow of her work. Sometimes finding this flow is difficult, but it is almost always worth the effort.

But how can someone find the right app? In this sense, especially in the Mac and iOS ecosystems, we have an embarrassment of riches. Even for something as basic as a word processor, there are several choices for all types of uses. Off the top of my head I can list:

• Microsoft Word
• Apple Pages
• LibreOffice Write
• Mellel
• Nisus Writer Pro
• Scrivener
• Ulysses²
• Byword
• IA Writer

The list goes on. If you are looking for a simple text editor or note taker, the list of available apps is even more ridiculous. So, what to pick, how can someone make the best choice for themselves that doesn’t waste their time and end up abandoned in frustration?

This is actually two problems. The first is discoverability, or, how to know that an app even exists. This problem is much harder to solve, because the best apps are not always featured in the app store, and do not always show up at the top of a Google search. Personally, I find that immersing myself in the Apple community for the past thirteen years has helped tremendously. Reputable sites like Federico Viticci’s MacStories, Jim Dalrymples The Loop, Shawn Blanc’s The Sweet Setup, David Sparks’ MacSparky, Jason Snell’s Six Colors, and of course, John Gruber’s Daring Fireball are the best places to look for reliable, and personal, application recommendations. I would avoid trying to search in either the Mac or iOS app stores.

Once you have a handful of recommendations for a certain genre, let’s go back to our list of word processors, it’s time to start whittling down the contenders.

Aesthetics

Like it or not, how something looks will affect how it is used. Look at the screenshots, is the app pleasing to the eye? Can you visualize yourself doing the type of deep work you care about with this tool? If you’ve already installed the app, investigate the view options for hiding toolbars or views. The app should be inviting, a prompt for you to do your best work.

Familiarity

You could also call this usability. On the Mac, most well-designed apps function in a fairly similar way. There are common keyboard shortcuts that should be standard. In your word processor, start typing. Edit a couple of paragraphs. Does shift-option-left arrow do what you expect?³ Does the app not only look like it belongs on the Mac, does it feel like it belongs? Does it function in a way that gives you the impression it was built with care specifically for the Mac?

Reputation

The Mac has been around since 1984, and iOS is coming up on a decade. Developers have had time to build reputations in the industry for themselves and the apps they create. If you like the look and feel of the app, take a few minutes to check into the history of the app and it’s developers. Are they active in the community? Do they have a history of supporting their app? Has the app received any recent updates? Are updates regular? What you want to find out here is if you feel you can trust the app to be around for the foreseeable future.

Trusting that the developers care about their app means that they will put the effort in to adopt new features of the operating system as they are announced by Apple, and that they will not abandon the app so that it eventually stops working. Establishing this trust in your tools is essential in quieting that little voice in the back of your mind that panics when you start using the tool for significant work. If the developer blogs regularly, is active on Twitter or other social networks, and releases updates to their app on a regular basis, chances are that they care enough about the app, and are personally invested in the app enough to keep going.

Data Longevity

Depending on the type of work to be done, how you feel about the longevity prospects may or may not be important. For example, I use OmniFocus for day to day task management, but I’m not especially concerned with being able to review todays tasks in twenty years. However, for our word processor example it may be very important to be able to read and edit the papers you are writing today. Maybe you are in grad school and are looking for the right tool to write your thesis, or you are a stay at home dad and want to record your thoughts for your son. How you look at data longevity is dependent on the job to be done.

Choosing open formats is the easiest answer, but may not always be the best for day to day use. Plain text is the most future-proof, but it’s difficult to work with plain text if you want to include images or media alongside the text. To solve this problem, I’ve made the decision to work with tools that can export to an open format, normally PDF, but not necessarily use an open format natively for day to day use. This way, when I’m done writing that important paper I can hit the export button, or print to PDF, and I have a reasonable safe way to save my important information in a way that should be readable at any point in the future.

fin

I hope this helps, it works for me. There are probably many more aspects to choosing an application that I didn’t list here. Price and income model come to mind. Let me close with this list of companies that are worth looking into:

• The Omni Group
• Panic
• Bare Bones Software
• Red Sweater Software
• The Soulmen
• Bloom Built
• AgileBits
• Smile
• DEVONtechnolgies
• Literature & Latte

I got back from my morning run today and was sitting on the back porch, enjoying the morning air and the feeling of contentment I get after a great run. I logged my run in Day One, and noticed a voicemail from yesterday that I hadn’t dealt with yet.

Lifeserve Blood Center. I’m a regular donor. Or at least I was till I started working from home. My office, when I had one, was five minutes away from the closest Lifeserve location, so it was pretty easy to run down at lunch and spend an hour donating platelets. Now it’s a half-hour to forty minute drive. I had avoided the call.

Feeling as good as I did though it seemed like a good time to listen to the call. The caller had left an impassioned message, and I was moved once again to do something. I decided to make a day of it to head to town and make this part of the trip. But I couldn’t make the call to schedule an appointment at 6:30 AM, I had to put this into OmniFocus to deal with it at the right time. Each voicemail in iOS has a little share icon, and when I hit that icon I fully expected to be able to drop a link to the voicemail straight into OmniFocus. But OmniFocus was missing.

Thinking I had missed it or did something wrong I went through again and searched, no OmniFocus choice. At this point Federico Viticci came to mind and I opened Workflow.

Workflow was probably at the top of my mind at the moment because I had just used it to log my run to Day One. I use the Today View in iOS to launch a Workflow that asks me a few questions, snaps a picture, and pastes all of it into Day One in my Running journal. So far I’ve got 202 runs stored this way.

I knew Workflow had OmniFocus support, and I knew individual Workflows could be saved as action extensions for inclusion in the share sheet. All I needed was an action that could take any input, create a new OmniFocus task, and add the input as an attachment to the task.

Workflow took care of this in one step. Like Dr. Drang once said, “These embarrassingly simple bits of automation are often the most useful.”