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43Folders.com is Merlin Mann’s website about finding the time and attention to do your best creative work.

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DEVONthink: An appreciation of "smart groups"

Using Smart Groups

DEVONthink Smart Groups

I've recently gotten way back into DEVONthink as a means to capture, wrangle, and analyze all the reference material in my world.

If you're new to this amazing application -- and at the risk of far exceeding my understanding of both the human brain and this particular piece of software -- DEVONthink learns the neural pathways between the stuff you know or say is related. But, more importantly, it prompts you on the relationships you probably don't know exist (yet). This is awfully useful and wildly stimulating to the busy front parts of my own brain, such as it is.

I'd seen the power of the app before and have been way inspired by how the heroic Steven Johnson is using it, but the learning and experience curves always seemed just a bit steep for me, given the returns that it yielded in my too-brief usage. Still, I was quite smitten with the concept.

Flash forward a year and a half. I've now had DT Pro v. 1.1.1 in battlefield action for the last few weeks, and have been dutifully feeding it anything I find that seems tangentially interesting or useful; a few custom Quicksilver triggers mean one-click, no-look addition of any data type, from web pages to text selections to photos, full PDFs, and movie files. Thus far, this includes stuff like:

  • most of the more interesting contents of my hard drive (transparently "synced" with DT every week or so)
  • all the text files in which I "live" (over 300 -- also synced)
  • all my Safari bookmarks (over 3000)
  • all my del.icio.us links (also over 3000)
  • full text of all my 43 Folders posts (over 400)
  • full PDFs and excerpts from a ton of books, manuals, and slide shows
  • RTFDs or full web archives of over 100 interesting wikipedia pages (this is definitely the fastest growing sector)
  • any interesting quotes, quips, snarks, canards, nuggets, scraps, emails, web pages, or random ephemera that cross my transom

My focus over this time has been strictly on capture, rather than trying to make anything particularly useful of it all just yet. But I've recently started grouping and classifying occasional clusters of content using the app's killer feature: really smart AI that finds associations between items based on a concordance of common words and similar previous relationships you've established.

So, I have the start of a potential post underway that will re-introduce DT in more detail (which I've been building right in DT, natch), but I was moved today to share the insane usefulness of DEVONthink's "Smart Groups."

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Field Reports: Guerrilla Office Tactics

I've started collecting stories -- some of which may be entirely apocryphal tall tales -- of the purported lengths to which people are going to filter noise and to ensure that their time and attention aren't ceded to bad ideas, thoughtless people, or garden-variety time burglars.

Here's a few of the more novel ones I've picked up. I'd also love to hear your favorites from amongst the cheats, tricks, and squirrely rules you've heard about:

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Vox Pop: What's on your iPhone app wish list?

Now that Steve has announced there's an iPhone/iPod Touch SDK coming in February, what's at the top of your application wish list?

The Question to You

What’s the first application for iPhone you’d like to see? Where’s the biggest hole in your iPhone world right now?

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Vox Pop: Patterns for email as work conversation?

Inbox Zero is a system and philosophy that most benefits people who are overwhelmed by a high-volume of mystery meat email. The system works because it's stupid-simple, and the real art comes out of getting fast and ruthless at identifying requests for your time and attention that must be acknowledged or completed vs. the vast majority of stuff that needs very light attention (or can just get deleted).

But, not so fast -- what if, instead, you're receiving a high volume of easily identifiable messages? And what if your main "action" is reading, digesting, and then contributing? That's a bit trickier, as I have learned.

Every time I give the Inbox Zero talk to a tech-heavy group -- and most especially when I talk with engineers -- there's pushback on a couple issues. First, a lot of techies say they love it when everything gets routed through email, and second, they think an Inbox-Zero-type methodology isn't particularly useful for the type of communication that they get all day long. And that's conversations. Lots of conversations.

For many tech folks, email is the ideal and preferred way to avoid meetings and pointless flights. It's where they discuss features, debate implementation, and argue over the best solution to a problem. And that's how they like it. Some companies I visit with tell me they take pride in generating over 1000 person-messages each day. That's their culture, and love it or leave it.

This doesn't mean there's not room for improvement, but of course it's a valid and very real way to work.

Do stay tuned after the jump for your chance to join the conversation with comments and tips for managing conversational email, but first here's my observations on a few patterns that seem to work for a high volume of conversation based email:

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Tracking Down the "Embarrassing Memory" Noise

Compelled to Blurt... | Ask Metafilter

Like a lot of people in this Ask Metafilter thread, I thought I was the only person in the universe who made an unconscious little noise when remembering something stupid I did or said.

It's not especially loud, in fact it's often under my breath. The sound is usually just a quiet grunt, or a word/syllable or two. If I remember an embarrassing conversation, I tend to blurt out a random word of the conversation (as in, I'm replaying the dialogue in my head but then all the sudden one of the words pops out of my mouth). If it happens while I'm reading, I tend to blurt out one or two of the words that happen to be under my eyes at the moment.

For context, my tic (which can also be heard when someone near me does something dumb) sounds a little like the noise Leo Bloom makes after he falls on his keys (00:34). "Ooooooom...."

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Vox Populi: How are you using Mail Tags?

I open the floor to all of you on a question of particular personal interest to me: How are you using Mail Tags?

While my uses of it to date have been helpful, I keep getting the feeling I'm not getting all that I can out of it -- especially since the ability to associate Projects, Priorities, etc. to a message could make for some really enticing Smart Folders.

I wonder if my question is ultimately more taxonomic in nature -- ultimately more about Spotlight in general or Tags in very very general: When tagging items on your Mac, what kind '-onomy' are using? How strictly do you enforce your vocabulary? What are the best practices for someone who's new to this?

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Systems, ciphers, and the dirty little secret of self-improvement

My theory is that the secret code for most self-improvement systems—from Getting Things Done through Biofeedback and the Atkins diet—is not hard to break; any idea that helps you to become more self-aware can usually help you to reach a goal or affect a favorable solution. That’s pretty much the entire bag of doughnuts right there.

Self-improvement juju works not because of magic beans or the stones in your soup pot; it works because a smart “system” can become a satisfying cipher for framing a problem and making yourself think about solutions in an ordered way. Systems help you minimize certain kinds of feedback while amplifying others.

Also, when you’ve undertaken most any kind of program, there’s usually a built-in incentive to watch for change, monitor growth, and iterate small improvements (think: morning weigh-in). While I don’t doubt that some systems empirically work better than others, I suspect that success with any of them has much to do with how we each think, behave, and respond to our environment.

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Recap: Turning procrastination into action

Monday's the perfect day to climb back on the horse; if you've been feeling behind and guilty about the crap you've been putting off, have a quick browse here. And when you're done, try a fast dash to get back your confidence and knock down a few "mosquito tasks."

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More from Peter Walsh on clutter, quality of life

Oprah's Clutter Man: "It's Never About the Stuff"

Clean Sweep's Peter Walsh (previously) has a new book out, and Mediabistro had the chance to chat with him while he was out promoting it.

While I wish Peter had held out for a more cromulent title ("Does This Clutter Make My Butt Look Fat?" Ouch.), I so admire this guy's grip on what clutter does to your mind. Or at least what it does to mine.

Typically swell quote:

Our show was never about the stuff. I told the producers early on that you can only organize so many closets and garages before people lose their minds... We all have stuff. What we had to do was tell people's stories through their stuff, and see them realizing what their relationship to the stuff had become.

and, later:

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Faking fullscreen mode on your Mac

Faking Fullscreen Mode

I forget where, but someone once mentioned that you could probably emulate fullscreen mode in most OS X apps by using the "Universal Access" PreferencePane (if I'm stealing this idea from you uncredited, send the link and I'll correct the error with my thanks).

Anyhow, this rules. Once you get the hang of it, it's pretty fast to set up, and if you're as easily distracted as I am, it's a handy way to minimize distractions and force yourself into focusing on just one thing.

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