First thing Monday morning is when I go through things:

1. audit the last week - what you had planned, what you achieved and did not, why?
2. preview the coming week - any tasks that MUST finish on a day during the week, any appointments?
3. check project lists - run through all your project lists to determine any _next items
4. check goals - are these still achievable, any new goals, any goals achieved?
5. talk to people - for any tasks that you have delegated, tell them!

Any system, be it GTD or no, is going to fail at some point and simple act as a means to jot down your tasks but not a system to help to Get Things Done on your task….

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It is all very “Adrian Mole” keeping a diary, but it is something that I have tried to do for years and years.  It only takes a couple of days of not being bothered and then you simply give up, and it is a shame as I find it not only interesting to read back to see what you did at a particular time, but also handy at times too.  There then are two types of diary, one that records your thoughts and feelings, and one that records your activities; maybe you can combine the two.  I find nothing more interesting than reading books of people’s diaries, possibly someone who was a no-one and yet got their life diary published and so off you go and read about their everyday, possibly boring, life.   Writing such a diary can be enjoyable too, sitting up last thing at night going through what you have done during the day, your feelings and possibly your thoughts on the future.

The whole problem is though is that you might find yourself spending more time writing about your life than actually living it!  It would be great to find an hour each day to jot everything down and it would make such interesting reading afterwards too, but I don’t have time to do that and, more importantly, I don’t have the discipline and motivation to keep it up!  However, I would still find it handy and interesting if I could someway record at least things I have done and include "memory triggers".   Triggers that mean nothing to nobody apart from yourself.  You might jot down "lunch at pub" which doesn’t really say that much, but it might trigger your memory to go back to that moment and you remember how it was sunny, how you had a sausage roll and pint of Sussex.  Possibly a bit boring again to anyone else, but for you that trigger has taken you back in your mind to that moment.

So the whole idea then is triggers for the emotional side of things, and simply recording what you have done for the practical side of things.   I came across the idea of the "One Sentence Journal" (OSJ) from one or two websites and that seemed to fit everything that I was looking for.  The idea with the OSJ is that you just sum up the whole day with one sentence, giving you 365 sentences per year and a whole load of memory triggers included.   I kind of adapted that a bit to my own use and keep the one sentence idea but maybe have a "one sentence" a number of times during the day as I do different things.   The whole day then is recorded as a number of single sentences which is more than enough to record the day, includes plenty of memory triggers, and is quick and simple to do (ie you will tend to keep doing it).

I started this then using a simple text file which did the job fine and being simple text meant that any computer system and application would be able to read it (completely future proof!).  This however came against the problem I was having all the time which was I had to be on a computer in order to quickly add something to it.  I kind of stopped adding things outside of work and slowly I couldn’t be bothered to find the file and add things to it at work too.

What I needed I thought was something that would accept my input and then in the background do the rest, ie add it to a text file somewhere, date it and really leave me to get on with things while it did it all.   For this then I wrote a number of Bash scripts on my Linux system to do everything I needed.  It accepted text and then filed it in the correct place for me.  Fantastic, but still fully digital and meant I had to log into a Linux shell to use it (unless at sometime I could have had got round to putting a web front end to it maybe).

I then came across Twitter which seemed to suit the idea of OSJ completely and infact I noticed some people did use it for that.   Never wanting to trust any online service (what happens if/when Twitter goes down and losses its data?!) I wrote another Bash script to grab my Twitter entries using the Twitter API and then feeding that into the existing scripts I had written.  So, everytime I added something on twitter, it soon arrived in the correct text file on my computer for me at anytime to look at.

Using twitter solved one problem as I no longer needed to be in front of a computer to add things as I could use the SMS feature of Twitter to submit things.  However, never a great mobile phone fan, I soon tired of trying to type things out on a phone number pad!  Also, I couldn’t really record things fully as I knew my Twitter feed was available for everyone and also probably being picked up by Google.  I couldn’t mention names, companies, projects and really it seemed like I was having to write in code which possibly I would forget years in the future.   I did set my Twitter account to be private, but I still thought that Twitter continues to store my data and maybe one day it could easily share it with the world if it liked, who knows?!

So…..  I looked at my Moleskine and thought here is something I have with my all the time along with a pen.   Why don’t I simply jot things down in there seeing as that is what it is for.  If I want to store it digitally one day then I can simply scan the pages in which would be no problem (with my new super duper scanner I had bought!).

My OSJ pages then contain a date for each day.  Starting with the format of YYYYmmdd (just habbit as someone who scripts and programs bits and pieces!) it was hard to read, so then used a more human readable date, lining off the end of the each week so I can quickly see the weeks.  I tend to fit one week of these per page so it becomes easy to read back.   For each entry I have the time and then the OSJ bit.

It is quick and simple, you write and then forget.  It makes interesting reading and is handy to remember what and when you did something.  It is pretty boring for a third party to read, but for me it is fill with memory triggers.

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I keep with true GTD working and have an ‘Inbox’ which is used as dump for everything in my head. This is probably the best Inbox I have had as it requires no booting up, swtiching on, or indeed anything. Just need to open the page and start listing everything that is in my head. Doesn’t matter about anything else, just spending some time to jot things down one after the other.

I write down list items in the same way throughout the book, a dash and then the item. When I have done or sorted the task I then put a tick through the line. If the item is no longer needed (maybe it was put down in error or it is no longer valid) then I cross out the whole item.

This list is processed at least once a week during my Weekly Review (WR) where I look at each item in my Inbox and follow the GTD idea of either doing it now (if it will take less than two minutes), add to a project, assign to someone else, or delete. This is where such a retro approach to it all falls down a bit as if this was digital then I would simply move the item from one list and add it to another (in the case of adding it to a project) - but in retro Moleskine land I have to duplicate the item and write it out again on the correct page. However, that is not too much of a problem as during this time I give thought to the “Next Step” (NS) that the item needs, ie what needs to happen next in order to progress the item? That I list in brackets () after the item, along with any assignee if I am re-assigning it to someone else. If I need feel that the task can be broken down into further items then I list these indented as bullet lists, following the same notation rules (ie, this is the GTD of making large items into smaller manageable chunks and incorporating them into a single ‘project’)

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October 6th, 2008Moleskine Retro PDA Part1

I have always liked the idea of a proper notebook, nonbranded and plain inside - use it for whatever I fancy. I was given a Moleskine as a Christmas present and for a couple of years I used it now and then to jot down the odd note and plan, but I never really ‘used’ it as such.

Years later I find myself using ‘Getting Things Done’ or GTD technique and had been quite happy using online systems such as ‘Remember The Milk (RTM). However, it came to me that in order to get things done in my life when using an online tool I had to actually be online. If something came to me while I happened to be out or anywhere away from the computer then I had to either try to remember it (that kind of went a bit against the GTD idea) or jot it down somewhere. Infact, even if I was online, I would have to stop what I was doing, switch over to a web browser, load up RTM (a lot of the time this would be in a tab already loaded in Firefox though), go to the correct page and then write it down in there. After all that, I would find my concentration had broken and so off to get a cup of coffee before I carry on. What I was then really looking for was something that could be with me all the time, at hand, would not distract, and would be able to take both formal and quick informal scribbles. The idea of either my aging Psion Series5 or my Visor Handspring seemed good ideas.

The Psion I had used loads of times for similar things, back through the years from early Series 3 it had done very well. However, the screen and the keyboard was never really that easy to use. As much as I had fought it over the years, it was always a lot quicker to jot things down with a pen and paper. The Hanspring Palm I had switched to from the Psion and it was fantastic. But again, I found it quicker at times to use pen and paper to quickly jot things down, attempting to do the same on the Palm and its shorthand meant re-writing letters over and over again. My handwriting is never too good, so a computer had little chance!

I then picked up my Moleskine and started to use it to jot down those quick things and at the end of the day I would ’sync’ it up with RTM, copy all the new thoughts and things from the Moleskine to RTM where they would then be handled.

This lasted a couple of weeks but all the time I seemed to be fighting the online way of doing things. At work it was all fine, in front of the computer all day everything was there for me. But at home I would have to turn the computer on, sit at a desk and look at RTM. It seemed all a bit over the top and long way round for doing things when all I wanted to do was to quickly look up a date or check something or tick off an item on one of my lists. With all that in mind, I then used the Moleskine a lot more as a kind of “offline” RTM where I would write down and tick things off a list and then ’sync’ if up with the real RTM the next day at work. Pointless!

So I finally thought my “digital urge” and decided to go “retro” with PDAs! I decided to look up the numerous web pages on using Moleskines (or indeed any notebook) to “Get Things Done”, including numerous groups on flickr too. From it all, I came up with how I could in theory do everything I needed to do in a notebook, taking a bit from everyone and even including some of my own bits.

Since then I have used an “offline” PDA for a year and it is still going strong. It is with me all the time, I am able to quickly edit/add things to it using a method that is usable in any light conditions (ok, maybe not pitch black!), with any input device I can find nearby, and it doesn’t take batteries or get viruses or do anything nasty!

So I am now ready to go through what I decided upon and how it all works. More to come…..

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September 24th, 2008Creating GUIDs in a Bash Script

Like with everything, I am sure there are 101 ones to create a GUID value from within a Bash script.  My method is maybe a bit of a  cheat but it is quite and easy and possibly doesn’t have the overhead of calling a perl script which in turn is calling a CPAN module.  Instead, I am using the UUID() function from within mysql!

GUID=`./mysql -u username -B –silent -e ’select uuid()’`

The overhead of calling and connecting to a mysql server is maybe something to think about if it was going to be used over and over.

I wonder, does anyone else know a native way to create a GUID from within a shell script?

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I remember 10 years ago when a funny blue looking computer from Apple came out and suddenly everything in computing started to be in blue translucent cases in order to be like it (remembering my Handspring Visor!).  Apple at the time seemed a bit of a lost cause and just as I watch OS/2 Warp do nothing in the years before; I was waiting for Apple to follow.   But these “new” Macs, the blue funky ones, seemed quite fun, even if they were strange and didn’t even feature any standard ports (just these new unused USB ports) and it didn’t have a floppy drive, lol!

It is ten years today, and here is picture gallery to celebrate (inspired from Wired’s take on this anniversary here)

Photos from

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Ages ago I noticed a bit of a “feature” on Skype and initially thought how cool it was.   It was when I was using skype for work both in the office on my office laptop and at home on my Apple Powerbook.  I would have conversations at home with other people and when I got into work the next day and looked at chat history I noticed all the previous night’s chat saved there.   Cool feature maybe, it makes your chat history available where ever you are (erm… just where does it save that history though?).

Then, I had both laptops at home (I had to do some PC only work) and once again I was chatting via Skype to collegues.  This time however, I had both laptops logged in and running Skype and I noticed that my conversation I was having on Skype on one laptop was being fully replicated on the other.  Neat idea I thought, although from then on I made sure I logged out of Skype at work at the end of each day; there would be nothing worse than chatting away at home while half the office is watching!

Infact, I then made it a point to log out and to make sure that Skype didn’t automatically log in me on start up on any machine.  Just picture the moment when you are busy moaning about work while at home only to find out everything you said has been duplicated and viewed by your collegues at work at the same time, in real time in fact!   So while I thought it was possibly more “quirky” than “neat”, I also saw it as a bit of a security risk too.

I then noticed the other day that other people have highlighted this too.  One bloke setup Skype on a friends PC, used this login details to show them how it worked, shutdown the computer, and off he went.  It was only six months later that both parties relised that each time that person turned on his computer it was automatically logging his friend into Skype and so now had a good six months worth of chat history that the other person had had unknown to him that everything was being duplicated.

So lesson to learn, log out of Skype when finished and untick the auto login.   Lession to learn for Skype, try and warn users if it detects you are logged in on multiple machines if they feel this feature is worth having.

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A fantastic site, graphJam.com that someone pointed me to - here is just a sample but if you need to waste a minutes on a friday afternoon then this is a great site to do it with!

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On the server here I perform a number of offsite backups to gmail, they get triggered once a month.    However, I am not comfortable with submitting my private data to a third party especially when the third party in question makes its money from collection and making searchable data.   So to get over that I encrypted it using standard PGP principles using the open source alternative GPG.

All was going well until one month I woke up to a whole number of failed offsite backups all telling me that my trust database was corrupt.  No problem as this seems to happen now and then and by simply deleting the trust database held at ~/.gnupg/trustdb.gpg should sort it out.

It did, but now it was stalling while it was “waiting for lock”:

gpg: waiting for lock (hold by 1407 - probably dead) ...

After a bit of playing about I soon worked out that gpg had left lock file laying around in the ~/.gnugp/ directory.    I deleted the lock file (the one with the extension .lock gave it away) and now all fine again.

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Citrix seems to have forgotton something here, where is the carriage return!   I wonder if this wins an awards for the longest alert box?

(the picture is very wide, too wide for me - to see it in full you will need to click on the snapshot below.  A wide screen monitor helps too).

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