Over the past ten months I’ve been using a variety of To Do management applications to solve my personal task management woes. This blog post is a recap of the four best contenders that I have found, where they succeed, where they fail, and what needs to be on the table for me to be happy.

Laying the Ground Rules

As the lead UI designer behind our group task solution Stacks I can be a pretty harsh critic on things that don’t feel or work right. Also along this same line, I understand the difficulty of developing a product and trying to meet feature requests. It’s impossible to keep everyone happy, not to mention build features with time and care. For some of these apps the features I want might be coming, for others they aren’t part of the ballgame and never will be. I get that, but let’s still “talk it out”.

Required vs. Nice to Have

Must have:

• Well designed interface
• Quick task entry
• Repeating tasks
• Time based notifications/reminders
• Access to tasks at all times (ideally: mobile, desktop, ipad, and web)
• Cloud syncing

Nice to have:

• Categorization of tasks (long term, work, personal, etc.)
• Notes or sub-tasks
• File attachments
• An API
• Great keyboard shortcuts

Alright, let’s jump into the four selected contenders and see what they’ve brought to the table.

Simplenote

Done Well:

phenomenal cloud syncing, quick task entry, access to tasks at all times, notes/subtasks, an API

Lacking:

repeating tasks, reminders, categorization, great keybaord shortcuts

At first I felt a little bad including Simplenote as a task management app. The truth is that Simplenote was never meant to soley manage tasks. That said, it’s just too good at what it does to not have it on this list. First off, Simplenote is bar none the best cloud syncing application I’ve ever used. It’s never once lost my changes or updates and I’m using it on my computer, iPad, and iPhone. Also, in a pinch it has a web interface (that doesn’t suck) as well. On top of this it has an API (although it’s not fully public yet) which has allowed developers to tackle the interface in unique ways. For instance, Just Notes and Notational Velocity are independent apps that work great with the Simplenote API.

There are a few big hurdles you have to be willing to accept with Simplenote. First, it won’t be able to send you reminders in any way shape or form. This means you have to remember to check it to see what’s due. This became a deal breaker for me after a few months, but if you’re the type of person who’s disciplined, this may not be an issue. Second, Simplenote has no way to repeat tasks, so all those CC bills and monthly reminders need to be created every month.

If all you’re looking for a is a small To Do app that also has great note taking capabilities Simplenote is probably your best bet. Beautiful Helvtica type, a super clean and fast interface, and very proactive developers. If you need more than just a few lines of text, like me, then it’s onward to the next app.

Things

Done Well:

quick task entry, categorization/tagging, nice interface, access on multiple devices

Lacking:

Repeating tasks are terrible, badge only notifications, no cloud syncing

Things is perhaps the most well known Mac and iPhone task management solution. Culture Code, the creator of Things, has been featured on Apple’s developer site and has done well in a number of reviews. From the surface Things looks like a winner. Beautiful icon and interface, multiple device support, plus tagging and categorization. Yes it is expensive, $50 desktop + $10 iPhone + $20 iPad, but that’s sometimes worth it for a great experience. The problem is that Things felt off the whole time I used it. It’s not that it doesn’t have a few great features (ie: quick task entry via hotkey on the desktop version) but rather that the deep features trail off. The features that should be most thought out don’t seem to be at all. For instance, let’s look at creating a scheduled repeating task:

First off, the entire due field is uneditable so why does it even allow typing? Second, the wording is just ridiculous, ‘copies are due’ could just be ‘this task is due’. Further, why at the bottom do I have to say each copy has a due date, didn’t I just specify that up above when I said the day it’s due? Granted, maybe there is someone out there who needs to randomly assign tasks every month, on a given date, and doesn’t actually have a date that task is due. But really?! Even so, Culture Code should spend some time wording this better, as it is now it’s just insanity. Check out some better solutions that other developers created:

Second, Things doesn’t have cloud syncing. For an application that is meant to exist on three different devices it is extremely weird that there is no cloud connection. Instead, you have to have each device’s wifi on and then let them sync over a home/business wifi network. This, in my opinion, is a recipe for disaster. Router and wifi questions aside, what if I add 7 tasks on my laptop but am connected via ethernet, then take just my phone out of town for the weekend? My data is completely inaccessible. For a $50+ dollar set of apps I expect cloud syncing, even for a yearly cost.

Third, Things isn’t very good at reminding you about tasks. It shows you a badge of how many tasks you have but beyond that you have to go in and look at your tasks on a daily basis. Maybe some people do this but I don’t. Let me specify a time to be reminded and then show me an alert on my phone, simple enough?

End game, Things just doesn’t stack up for the price. If Culture Code works on usability and wording, allows cloud syncing, and gives a discount to users that own all the apps I’ll consider it again.

NotifyMe 2

Done Well:

beautiful mobile interface, push reminders, categorization, task notes, price

Lacking:

web interface might as well not exist, no desktop version, no API

NotifyMe 2 is the most recent application that I’ve been using. While it lacks a desktop client (which is a huge downfall) the mobile client is extremely good. The biggest and strongest pitch for NotifyMe is exactly what it’s name says: notifications. NotifyMe syncs your tasks to the cloud and then sends a push reminder to your phone when the task needs to be done. At that point you can either snooze it and be reminded later (at an interval you set) or check it off. Additionally, repeating tasks on NotifyMe are better than any other interface I’ve seen – especially considering it’s a mobile interface. You set the date and time the task is due, then how often it should repeat, you can do alternate weekdays, weeks, months, or years. Or, something like remind me every 45th day. The best part about this is the ease with which it works. You can tell the crew at PoweryBase sat down and really went through the steps.

Among the other nice things in NotifyMe are task notes and task sharing. Task notes are placed nicely within each task, a small icon appears next to tasks that have notes letting you know additional information exists. This seems small but the ability to add a few notes into a task is huge. For instance, I add a task to set up a doctor appointment easily, but remembering to bring my new insurance card and the new office address could be just as important. The ability to have notes fixes this problem. Additionally the app also has a sharing and friends feature. I haven’t tried it enough to know how well it works, but if it works as advertised (and I assume it does based on the rest of the app) then it should be a hit for married couples or families. The ability to assign notifications to others on the fly could be extremely useful.

The biggest knock against NotifyMe has to be their application web interface, webapp.notifymecloud.com. In fact, let’s be honest, it doesn’t even deserve to be called a web interface. It’s more like a pile of trash sitting online that is meant to somehow duplicate functionality of the mobile app. And, while technically it has the functionality, the feel and care of the mobile app is 100% absent. The icons are gross, the corners of the containers are rough and thrown together. The task fields are unstyled and unorganized. It’s literally like someone went into Dreamweaver and inserted a bunch of default text fields, added some terrible icons, and said “that’s good, I’m done”. The fact this application is so bad makes me terrified that PoweryBase doesn’t take their design seriously. If they are willing to put out something this bad on the web who’s to say the app might some day slip into the same void. Terrifying.

In conclusion, NotifyMe 2, from a mobile perspective, is the best task manager I’ve seen. This is big because if there is any place to have a great app it’s on the device that’s always with you. Sadly, the web app is not worthy of discussion. It’s unusable and beyond in a pinch circumstances, worthless. Let’s hope this gets addressed so I can give NotifyMe 2 the clear victory in the To Do application space.

The Hit List

Done Well:

best desktop experience of any app I have ever used, great keyboard shortcuts, tagging/categorization, extremely fast task creation, repeating tasks

Lacking:

vaporware iPhone version, an API

I’ve never been as excited about a program as I was about The Hit List. It’s beautiful, fast, easy to learn, and incredibly well thought out. Sadly two years into the product life cycle the announced iPhone app has never been released and the desktop version has never come out of beta. The developer has dropped off the face of the earth. While the desktop version is truly a marvel to be seen (even in beta), the lack of syncing, API access, or a mobile version render this app a dinosaur. Some people have gotten it to work with the 2Do via calendar syncing, but I’m just not willing to use some hack method for important tasks in my life.

Because I’m such a fan of The Hit List I believe it belongs in this showdown. For someone that only needs a desktop application there is nothing better on the table. Just check out this quick video I whipped up:

If The Hit List gets an iPhone app I will jump on it no matter what the cost. Though I’m a realist and therefore betting this app, sadly, won’t see the light of day.

The Final Conclusion

Considering it’s mid 2010 I’m astonished that someone hasn’t solved the GTD personal task solution in a way that meets the few goals I provided above. There is a lot of potential in the market but no superstar. I’d love to hear other people’s solutions to the GTD problem, maybe something’s out there that I don’t know about. Until then I’ll keep hoping for a better desktop or web version of NotifyMe2. Or, even better, the mystical unicorn Hit List iPhone application from Andy Kim.

Seeing as How Magazine was nice enough to bring their annual design conference to Denver, I thought it made sense to go down for the day and take in a few sessions. I’ve always been a fan of How Magazine. They tend to have business focus in a lot of their articles and are less about just showing lot’s of nice design work. I have also been to a How Conference before and felt that I got a great deal of inspiration out of the experience. I still remember David Carson’s talk and his great sense of humor.

For this year’s conference I chose to attend sessions by Tony Mikes, Sam Harrison, and John January & Tug McTighe. Tony Mike’s session was titled, “Is Your Agency Interesting.” As an agency owner I was drawn to this session as we are always trying to better differentiate ourselves. I came to the conclusion that I think Imulus is interesting, but that we could probably communicate that more effectively than we are currently and we could also be doing a lot more interesting things. Tony was a very compelling speaker and I will definitely be checking out his Second Wind company.

Next came Sam Harrison’s session on “How to Sell Your Ideas to Bosses, Clients and Other Decision Makers.” An author of several books, I found Sam to be a very polished and interesting speaker. His ideas were well organized and I learned a lot that I can apply to how we present ideas at Imulus. The idea that he left us with, that it was “All About Energy,” really summed it up for me. If you put all your energy into preparing and presenting your idea your chances of success are much higher. If you aren’t excited about your own idea, how can you expect the person on the other side of the table to be excited.

By far the most unusual session was “Everything I Needed to Know About Advertising I Learned from Star Wars.” John and Tug were very entertaining in their cleverly constructed presentation. Utilizing lessons drawn from all the Star Wars films, they were able to show parallels where those lessons apply to the life of a creative. And while the lessons were good, the heart of the presentation was the humor and clever concept. I will always remember that there is a Death Star out there ready to kill my next great idea.

The resource center had some interesting booths and lots of quality shwag. Adobe was showing off CS5 and bunches of paper companies were hoping that designers will continue to design printed pieces for a bit longer. Threadless was nice enough to give out free drinks at the happy hour at the end of the day. Thanks for the beer!

1. How and why did you decide that you want to be a programmer?
Well, originally when I went to college I wanted to be an Optometrist or Ophthalmologist. I ended up getting a job working in the field, and after a year or so realized that the field was changing. Big companies were taking over most of eyecare and the results were far from good, for both doctor and patient. I decided then to change major to do something with computers. Ever since I was a kid I have loved computers so I figured it fit. Once I took a few programming classes I decided I wanted to do that – it was amazing to create something really cool out of nothing. It was also very satisfying.

2. Which aspects of programming do you find most challenging to you?
I think the most challenging thing about programming is working with other people’s code, or old uncommented code. Programs can be designed a multitude of different ways, and unless the person is sitting right beside you it can take quite awhile to figure out the architecture or hardcoded secrets tucked away in some random class.

3. How do you keep up on track with the industry? Do you read blogs, network, magazines, etc?
I read news aggregators, blogs and search for particular things I am interested in. I have yet to find a really good single site that applies to my interests, so you might say I wander around online looking for things that apply to me.

4. What programming solutions do you like to work most on?
I get the most enjoyment out of design and architecture. I am always trying to find better ways of doing things, and a good architecture will separate functionality and add clarity to your code, while allowing it to be reusable. Its like you are building your own swiss army knife of code, and if you ever need to use that tool again you just open it up and use it, no more rewrites.

5. Since you spend most of your day coding, do you dream about it too?
Rarely. When I do, I usually only dream about a problem that is difficult or complex to solve, but occasionally I will dream about mundane blocks of code.

6. How would you describe Imulus?
Hmmm, I am not really sure how I would describe us in a few concise sentences. The phrase “The best job I will ever have” comes to mind. I love the work and the people even more. We are a flat organization who is constantly changing and getting better. It’s the whole package. I talk a lot about Imulus to my friends, and every single one of them is jealous of me and wants to work here.

7. What’s the best perk you enjoy at Imulus?
Can I do two? I would have to say xbox on the flat screens and beer in the fridge..

8. If you were about to travel the world, where would you go first and why?
Hmmm. That is a tough one – I want to go a lot of places but right now I am itching to go scuba diving again. So I would probably start someplace with awesome beaches, snorkeling and scuba diving. So I would probably say someplace like Belize or Bonaire, or maybe back to Hawaii.

9. How do you like to spend your personal time?
Doing just about everything under the sun. My favorite is sleep. When I am not doing that, I enjoy my weekly Krav Maga sessions, ice hockey, working out, snowboarding, mountain biking, camping, shooting, hiking, fishing. Just about anything outdoors puts a smile on my face. I love a good fiction book, enjoy (to varying degrees) movies and like two different types of video games – the online ones that are pure competition, and the role playing ones that tell a story.

10. What’s the last book you read and how did you like it?

I read Ender’s Game (http://en.wikipedia.org/wiki/Ender%27s_Game) just last weekend. It was really good – it was thought provoking and entertaining with good character development of the main character (Ender). I am planning on reading a few of the sequels.

We are proud to announce one of our logo designs is featured in the newest edition of “LogoLounge: Master Library – 3000 Initial & Crest Logos.” The logo we created for Tenge Law Firm is shown as an example of using initials in a logo. LogoLounge is a reference book that includes a collection of logos organized in categories. These books are often used as inspiration for logo designers and are used as teaching tools.

1. Give us a bit of background on who you are, and what you do at Imulus.
Hello world! I am the Graphic Designer at Imulus. I get to create all day long, drink coffee, speak with my Bosnian accent, and sometimes play Halo. You should hear my non-sense jokes…yet everyone finds a way to cry their tears out. So yes, I was born in Bosnia and moved to Colorado in 1995. I graduated with a Fine Arts degree in Multimedia from University of Colorado at Denver and love the work that I get to do everyday. I am a graphic designer because I am a problem-solver, thinker, maker, and believe that the world always needs progress.

2. Describe the most exciting thing you think is going on today in our industry (service, trend, idea, etc).
Web apps, iPhone, Twitter, social media.

3. Who is your favorite designer, and why?
I don’t usually favor anything. It’s just a thing I have, but I do have a few designers that I admire. They are all great designers with passion, ambition, and dedication for the love of their work. Ellen Lupton, Stefan Sagmeister, , Paul Rand, Hillman Curtis, Milton Glaser. That’s my short list.

4. If you could change one thing about people’s attitude towards the online world what would it be?
I would ask them to dump their IE 6 browser and move on to a modern browser. Life at that point would be so much easier for designers and developers.

5. What’s the number one design mistake you see made now days?
I would say bad typographic choices. Also, a redesign of some brand logos that look worse than what they already were.

6. If you were forced to carry a medieval weapon with you at all times what would it be?
A dagger.

7. If you were allowed to only use one computer program the rest of your life what would it be?
For the rest of my life…I feel violated! I think it would be a browser. Definitely not IE. I would prefer Safari / Firefox. With a browser I can do anything and I am not completely restricted. I can e-mail, design, develop, and communicate.

8. Regarding fruit. What is your favorite kind?
Strawberry and Figs

9. What song or artist have you been listening to the most recently?
James Blunt and Letu Stuke <--bosnian group

10. Where do you look in your life to get design inspiration?
Everything around me is design. To be a great designer it’s important to observe the outside world, away from my desk and a computer. When I am aware of my surroundings and observations that’s when I get the inspiration. On the other hand, I also get inspired with the talented team of people at Imulus, turning pages of annuals, reading essays on graphic design, collecting ideas from compelling work.

11. If Imulus were a person, what kind of personality would (s)he have?
If Imulus were a person…The type of personality that Imulus would have–well see answer to question 14.

12. You have to choose between being blinded or losing both arms, what would you choose?
Ouch! Hopefully this loss of my abilities would not include torture. I wouldn’t want to lose either, but I would rather choose to lose both of my arms rather than being blind. Since my profession is heavily based on visual, I guess I can learn my way around things. Type & move the mouse around with my feet and toes.

13. What’s your most used keyboard shortcut when working?
Command+Z to undo. Command+S to save.

14. Thanks for your time, to finish can you give me one word to describe each of your Imulus co-workers?
Scott – understanding
George – determined
John – passionate
Steph – wonderful
Mario – intriguing
Kat – amusing
Bruce – ambitious
Taylor – kind
Corey – entertaining

As I wrote these words down, one word is not enough, but rather all these words and many more could describe each one of us and that’s what really makes us great. We are one great team, but above all we are a family.