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.

For those responsible with switching sites from one server to another there’s a sure-fire way to quick propagation. It’s done by lowering the TTL (time-to-live) settings from a typical default of either an hour or day, down to 5 minute intervals. I’ll show you how.

First gain entry into you DNS server. In this example I’m using GoDaddy’s Total DNS Control (even though the UI is terrible).

Click on Advanced Mode, change the dropdown for TTL to 1/2 hour. This is the lowest GoDaddy goes but other interfaces, like Probind allow you to drop the intervals by manually entering an number. When finished click OK and you’re done.

I suggest starting the process about 1 week before the site is ready to go live. That gives servers across the web ample time to update their caches in advance of your update. Make the IP change when you are ready to update the server IP and you’ll notice a much quicker transition.

BONUS TIP: Also, we HIGHLY recommend using the free OpenDNS service. This system is a savior for giving us almost instantaneous ability to view DNS changes the moment they happen.

We’re happy to formally announce the launch of Support Details, our first planned public product. This is one of those ideas which was in the works here at Imulus far longer then need be. In fact the idea was discussed in ’03 and sadly it fell off the radar until this year. Support Details is an attempt to add clarification to browser related issues between non-technical web visitors and their clients & customers.

This idea started as way to save time. To solve odd browser issues our team was always asking the clients questions like:

“What browser are you using?”, “Which version of Flash is installed?”,”Do you have cookies enabled?” “What is your screen size?”

You get the point.

We simply were losing too much time to explaining the “how to” aspect; hence Support Details.

To be useful the product had to determine what browser a customer was using, along with any other configuration data which could be detected. Then, it needed a reliable way for capturing and sending the data over to the person who was working on the problem.

The concept is simple. That is part of the reason we believe it works so well. Yet, we’re always open to good suggestions for improvement and we’re eager to hear your feedback.

For a long time here at Imulus we had trouble keeping track of internal company information. Client datasheets, software licenses, Imulus specific programming tips, bug tracking, email setup documentation, employee calendar links, etc. This problem was not something isolated to just us, every work environment I’ve been a part of has struggled with documenting and finding information. Generally the solution ends up being a massive repository of excel documents or a shared hard drive full of text files and snippets. Neither of these solutions are practical or scalable.

Our answer to this problem was an internal company wiki. Our goal was to have a central resource that was easy to update and easy to get information out of. It needed to be searchable, easy to edit, and secure. Being a .NET shop we decided to go with ScrewTurn a free open source wiki for .NET environments. A few other alternatives are: Wordpress plugins and hosted solutions such as pbwiki.

We’ve been using this solution since last August and it has been a huge time saver. Our project manager no longer gets flooded with requests for, “that spec requirement the client sent over,” and our programmer’s no longer have to use local text files to keep track of bugs in their code.

Over the past few months we’ve moved back and forth between Intense Debate and the default Wordpress comment system for Imulus Insights. Over this time period I’ve had the chance to get a bit more fully involved with Intense Debate’s foundation, plugin, and structure. This process has for the most part been a massive headache. However, I have to admit that if the service weren’t something we felt had potential we wouldn’t have stuck with it. I’m a fan of admitting when something isn’t a good fit and moving to find a different solution. In this case the benefits seemed worth it so we stuck with it and now Intense Debate is fully integrated and styled into our Wordpress install.

That said. I have some criticisms.

Let’s take a brief look at some of Intense Debate’s HTML:

Okay, I’m not going to spend too long on this as I think the image above illustrates pretty well why working with Intense Debate’s DOM structure is a nightmare. Still, I’ll talk about a few of my major annoyances.

Wrapper, wrapper, wrapper, small-wrapper, smaller-wrapper…

First, Intense Debate is filled to the brim with what seem to be uncessary divs, wrappers, classes, and ID’s. For the life of me I just can’t see why they would need five or six wrappers for specific elements. I just don’t think their users really need that much customization potential. If it was my call I would make the trade off between four wrappers with ID’s and Classes for a simpler system that’s easier to work with. Granted, maybe I can’t ajax in every element on-demand but at least the product would be easier to work with.

Names should be used to make things easier, not harder.

Second, the naming convention they use could be a lot more straight forward. Instead of:

#IDSubscribeToThisWrapper

perhaps stick to something a bit simpler:

#idc-subscribe

Document your DOM.

Third, provide better documentation for your developers. I spent a good chunk of time on the Intense Debate CSS documentaiton page, and while the page is a good start to documentaiton, it by no means has the depth of information that is required to “style” each indvidual element of Intense Debate. If you’re going to add ~200 classes and IDs to customize the applicaiton, at least document it so I can see what I’m working with.

I spent some time on the comment customization layout on the Intense Debate site — and while some of the options are nice, it’s not quite enough. For instance, Intense Debate allows you to link to your own CSS file for style customizations. However, they don’t offer any sort of example CSS file if you want to see how they did things to begin with. This… would be a nice thing to have. Granted I can work with a web inspector to see their styles, but it’d be much nicer to have a tangible CSS file that I could go thourgh.

My wish.

I recognize that some of the above criticisms are being done in order to provide their users with the most amount of customization possible. However, I feel that if customization is the end goal Intense Debate should take a different approach all together. Here’s what I suggest:

Give customers two choices.

1. The ability to use your generated HTML in a widget format (like currently exists)
2. A set of Wordpress template tags that can be used to run functions dynamically without generating the HTML

I would have a substantially reduced amount of criticism is I was able to use the Intense Debate service without having to deal with there ridiculously dirty HTML. Template Tags would allow me to pick and choose what portions of the service I want to incorporate, as well as the ability to style things exactly to my liking with my own HTML stucture. No more !important; declarations, no more individualized Intense Debate only stylesheet, just simple, clean, easy to use Wordpress template tags. This is how the majority of plugins currently work for Wordpress and I see no reason that Intense Debate can’t follow that method. And considering they’ve been purchased by Automattic I’m hoping this is in the works.

End Verdict

I have to admit that the comment traction gained from using Intense Debate is worth the sacrifice of dealing with it. However, I hope they realize they have a long way to go to make their service developer friendly.