Get off your ass

Get off your ass

DHS wants to track license plates

DHS wants to track license plates

CrossFit sends trademark takedown demand

CrossFit sends trademark takedown demand

What is Intellectual Property Law?

What is Intellectual Property Law?

Sens. Cruz and Lee Introduce State Marriage Defense Act

Sens. Cruz and Lee Introduce State Marriage Defense Act

Kansas anti-gay segregation bill is an abomination.

Kansas anti-gay segregation bill is an abomination.

$12M CEO vs. $1M baby

$12M CEO vs. $1M baby

What is the maximum constitutional duration of a traffic stop?

What is the maximum constitutional duration of a traffic stop?

Workflow Tech, Part 2: Catalog

Introduction

I focused in the first of this three-post series on how I capture information for use at home, work, for study, and in creative pursuits. This article is part two in that series, where I’ll spend about 500 words talking about how I name, organize, and save files across several platforms and devices.

Catalog

I use TextExpander on OS X and iOS devices. TextExpander probably fits into all three categories, but I put it in Catalog because I use it overwhelmingly to name and tag files. It’s not free, but it’s worth every cent if you find yourself typing the same things over and over again.

You can attach frequently used snippets of text to shortcuts like “ddate,” which automatically expands to “January 20, 2014” the moment you type it. I like to prepend the date to new the blog posts I draft as text files, so I made a TextExpander snippet that expands “.dnb” to “140120.blog.” and then I can add a name after the second period. So the file I drafted this post in is called 140119.blog.Workflow.txt, but all I had to type was “.dnb Workflow.”

That file name is also a big and relatively new part of how I catalog stuff. Computers can change the date they attach to a file based on when it was modified, when it was downloaded, or for other reasons. So I append the creation date to every file I make, formatted as a 2-digit year, 2-digit month and 2-digit day. Then, a period (many people use a dash, it’s a matter of taste) and the type of file it is, like blog, work, fic for fiction. You get the idea. The third component is the title, with multiple words

I find a new use for TextExpander every day, so it’s vital not only to working productively today, but to working even more productively in the future.

Then, of course, there’s Dropbox, which I use primarily to store files I’m manipulating across different devices. Images I edit and store for work, documents I need to share with people who don’t use Google Drive, and the text files in my /Notes folder, where I draft everything I write, all get synchronized across my home, work and laptop computers. With Dropbox mobile apps and the widespread integration of the service by third-party apps and services, there’s never a problem accessing the most up-to-date version of what I’m working on, whether I’m online or off.

Evernote, which I mentioned in my Capture post and about which I’ll write a more in-depth post eventually, is also great for cataloging after you’ve captured stuff. I tend to use Evernote only when there is email or multimedia involved, sticking to plain text notes in Dropbox for regular old writing tasks. But when email or multimedia are involved, Evernote can’t be beat.

I have a notebook for music, where I tag notes lyrics or audio or both. I have another notebook for finance, where I store and tag all my emailed receipts and other financial bits. I even have a notebook for recipes, which I can share with my wife so we can collect stuff as we find it. Evernote “stacks” even let you make what is essentially a notebook of notebooks.

Much of the work over at the Evernote Blog focuses on how to catalog with the app, so check it out if you’re interested. But I usually start my cataloging workflow in my default notebook, which I’ve labelled Inbox, since I’m so used to processing incoming email from that label.

Since we want capture to be as friction-free as possible, I just save into my default notebook. Then, a few times a week, when I need some mindless busywork to do, I’ll dive into my Inbox notebook and start moving and tagging. Sometimes, I realize I don’t really need something and delete it altogether. I highly recommend the default-now, process-later approach so that using apps like Evernote in the field isn’t cumbersome or time consuming.

Conclusion

I could go on forever about this stuff, but the basic system I use for cataloging is a naming convention when it comes to plain text and a notebook + tags system when it comes to images, PDF, and audio in Evernote. I’m sure everyone’s different so feel free to contact me on Twitter and tell me about your workflow.

Mac turns 30

Mac turns 30

500 Words A Day

500 Words A Day

The part that goes alone

This post stems from my recent conversations with a few people I know and care about who are having a very hard time of things these days.

Each of us have our own mountains to climb, our own monsters under the bed. Mostly, it’s a different battle for all of us. But there’s a common thread. I notice it while I’m trying to give advice to one person, while trying like hell just to get in touch with another, and while trying to stay as quiet as I can while the heart of a third breaks a little more every day:

However close we are to someone, there’s always a part of them we can’t help.

That part always, always goes alone into whatever minor annoyance, mundane problem or massive tragedy we face. It’s the part no one can follow, carry or comfort. Those outside your mind can’t know that part of you, and you can’t know it in them. But we all have it.

And we have to treat it differently from the other parts, the bits of someone we can reach, the bits that need encouragement or a listener or someone sitting next to them in mutually acceptable and comfortable silence.

The part that goes alone can only be recognized and respected, and that’s really, really difficult to accept when all you want to do is help someone.

Happiness and sadness are equal parts chemicals and circumstances, but understanding someone and making them feel understood, even when that means accepting you can’t completely relieve them of their burdens, is an art worth pursuing.

Developing the Law of Cyber Warfare

Developing the Law of Cyber Warfare

Apple and "market realities"

Apple and “market realities”

Teehan+Lax on redesigning Prismatic

Teehan+Lax on redesigning Prismatic

Judges are, and aren't, competent to rule on intelligence issues

Judges are, and aren’t, competent to rule on intelligence issues

CrunchBase and People+ settle

CrunchBase and People+ settle