Book Review - “Blackberry Enterprise Server for Microsoft Exchange Installation & Administration” December 6, 2007
As noted in the previous post, I was offered a copy of “Blackberry Enterprise Server for Microsoft Exchange Installation and Administration” for review. This is the one published by Packt Publishing, written by Mitesh Desai and Dan Renfroe. I readily accepted the offer.
I was pre-disposed to like this book - I really was. I’ve worked with BlackBerry’s, and the BlackBerry Enterprise Server (BES), for quite some time; have written about them, and am a big fan of the devices, technology and platform.
Unfortunately, I was disappointed. Right off the bat, just looking at the book made me blink. It has a list price $44.99, and is currently available on Amazon.com for $41.03, yet it is only 166 pages of content, plus a couple of pages for the index, with an overall print quality – just flicking through the pages will tell you this – that looks like a systems administrator put this together one afternoon and printed it out on the office laser printer. And not a good, current laser printer either. The screenshots show this particularly well (and this is a “fully released” book, not an advance copy, in case you’re wondering).
Look, I know technical books “cost more”, but let’s keep things reasonable and in perspective, shall we?
So, on to actual content. The co-author and reviewer of this book are the same, and his biography is printed twice at the start of the book – sorry, but that’s sloppy reviewing and editing, and doesn’t really inspire me with confidence as to the rest of the book. And sure enough, now I’m at the table of contents, merely at page “ii”, and there’s a spacing error on one of the chapter titles. Petty? Trivial? Sure, on one level. But again – it’s an indication of the level of detail that has (not) been paid to this work.
Alrighty then, on to the real, actual content. No, I’m sorry – one more. Is it “BlackBerry”, or “Blackberry”? Yes, I know the correct answer, but it appears the folks behind this book don’t. At that point of discovery, I was tempted and inclined to stop reading the book, but I did feel obligated to continue.
So, in brief – there’s nothing in the meat of the content that isn’t already in the published RIM documentation, but there’s something to be said for having it bound together. Better quality screenshots would’ve been nice too. The text assumes you know nothing going in to this task – documenting, step-by-step, for instance, the creation of the service account and mailbox. I may have “big-company” fixation here, but I’d expect – or at least prefer – that my BES administrator already had that level of knowledge.
Look, bottom-line – if you’ve absolutely no experience with the BES, and have little to no knowledge with the underlying operating system, this probably would get you up and running – this is an “installation and administration” book, so don’t look too hard for anything in the troubleshooting area, which is a shame, because you definitely need that as well.
I wouldn’t purchase this book, and I don’t and won’t recommend it. Other opinions may vary, but this is mine. Sorry Packt.
Edited to fix typo - thanks Chris.
Book Review Coming November 16, 2007
I’ve been asked to review a book - Blackberry Enterprise Server for Microsoft Exchange, from Packt Publishing. I’ve done a fair bit with Blackberry systems, and my personal interpretation of the GTD methodology using a Blackberry is one of the most downloaded items I have on this site. So - having been asked, I’ll be interested to see the book when it gets here.
As it goes, I happen to know that a former colleague of mine is also reviewing this book - we?re not going to compare notes or anything during the process, so it’ll be interesting to see how our opinions of it stack up.
Rocking the Mobile Workspace… August 1, 2007
My version of the ever-present “what’s in your gadget bag?” post… These are staged photos, as I haven’t had a chance to take a “real” picture at work or at client sites recently, but I wanted to take a moment to work through what my current mobile work setup is. As I’m heading away tomorrow to San Antonio for the Manager Tools Conference, I needed to run through my gear anyway just to make sure everything was present and correct.
First up - that’s a flickr link photo, and there are notes on it there. This would be my gear laid out and ready for work. “Other stuff” is shown later. Working clockwise from the left, what you’re looking at is:
- An iPod 5G 60Gb
- Connected to Shure E2c earbuds
- In a Belkin Kickstand Case
- A Batterygeek PPS-118 Portable Power Station
- Samsung Q1 Ultra with a 4Gb MMC card inserted. It’s connected to the Portable Power Station in this photo, and my
- Jabra BT 5010 Bluetooth headset is hung on it
- Blackberry 7290, propped up with the device stand from the keyboard. This Blackberry has more than a few miles on it, and has provided sterling service. It’s still getting traded in for a Curve when T-Mobile gets them later this month though!
- Sync & charge cable for my Blackberry, doubles as a connection cable for my camera. It can connect to the Q1, or to the Power Station
- Charge cable for the headset - same deal, it can connect to the Q1, or the Power Station
- Stowaway Bluetooth Mouse
- And a Stowaway “Sierra” Bluetooth Keyboard completes the set.
I don’t have a cellular link for the Q1 in this setup, but give me a network cable, or WI-FI, and I’m good to go for 4-12 hours (or more), depending on what I’m actually working on.
That’s the “core kit” out and ready. Here’s what everything looks like when it comes out of the travel bag:
Same deal with that being a flickr link. I laid it out like this because it’s (usually!) how the gear is stored inside the bags compartments - the top two rows here, for instance, are usually in a two-by-three pocket arrangement inside the bag. Key differences between this photo and the previous is that everything is cased up. In addition, you can see:
- A Linksys WRT54GS travel router (top left)
- A Worldwide power socket adapter (and no, I’m not taking that to San Antonio! I have, however, put it aside for a probable trip to Denmark later this month)
- A Rotring 4-in-1 pen/pencil/highlighter/stylus that I usually use with the Samsung
- A 4Gb USB Key (which has since been “adopted” by a work colleague, and has been replaced in my bag by an 8Gb one)
- A Surefire A2 Aviator flashlight
- My “Stuff” bag; formerly a Quantas in-flight amenity kit bag, now used to hold my “extras” that vary trip by trip, and which may be in my flight bag, or my checked bag. It depends. Here’s a sample load out for it:
Top Row:
- Mini-tripod for my camera (which is, by the way, a Canon Powershot S500 - it’s not in the photos here for very obvious reasons!)
- The charger for that camera, with a spare battery below it
- A mini-USB hub and power adapter for that
- Road-Wired Network Cable. I have a storage bag for this that includes adapters to change it into a cross-over cable, or a modem cable. Not used often, but very useful when it is.
- Mini-iPod sync/charge cable. I have a few of these - this particular one is from BatteryGeek.
Bottom Row:
- The charge “head” for my Blackberry sync cable. Sometimes just more convenient than using the Q1 or the PowerStation
- “Smart” USB cable with software for copying data from one PC to another. Came with the Q1.
- Travel-sized 3-socket power cord, from Monster Cable. There’s NEVER enough sockets to go around!
And that would be, pretty much, my traveling office. I’ve recently started carrying a 250Gb Passport drive from Western Digital around, but didn’t have that around when I took the photo. The only “main” thing that I didn’t photograph is the mains cable for the Power Station. That doesn’t add much bulk or weight to the kit. My bag would usually have a couple of pens and some notepaper, a book and/or a magazine, sunglasses and my travel documents, and I’d be good to go.
Oh, the bag? Heh. Let’s just say I have a small “obsession” with them. I have over a dozen, and that’s after a recent purge of them. The one I use will depend on the type, length and “profile” of the trip I’m taking. My current day-to-day bag, and the one I’m going to go to San Antonio with, is a Brenthaven ProLite III, originally intended for a 17″ Mac. Has just the right number and distribution of pockets for my current needs, but it hasn’t been really field-tested by me yet, so we’ll see. Incidentally, my day-to-day load is roundabout 10lbs; fully loaded for San Antonio, with most all of the above, and a reasonably sized book for the flights, it’s still under 20. I can live with that.
Addicted to “@” prefixes? June 26, 2006
Mark Hall wrote a comment to my post Implementing Getting Things Done, while using a Blackberry - Part Five that I think warrants bringing out for further exposure and discussion. Here’s what he wrote:
- Mark Hall - June 24, 2006
- E-Mail Processing on the BlackBerry:Just about every post I read on using GTD with a BlackBerry talks about the inability to correctly sort “@ symbol as if it is something sacred. To separate “At” context categories from Project categories I simply use an “A-” or a “P-” prefix. This sorts correctly within the BB Task application and also works on Outlook.I also have “R-Read / Review,” “S-Someday / Maybe” and “W-Waiting For” categories.
Here are some category examples (also Outlook Mailbox Folders):
A-Computer
A-Office
A-Calls
A-Home
A-Boss
P-Remodel Kitchen
P-Launch Software
P-San Diego Trade Show
R-Read / Review
S-Someday / Maybe
W-Waiting For
ReferenceTo facilitate processing “IN to empty” on the BB, I have set up Folders on the Outlook Mailbox that parallel my categories. This way if I read an e-mail on the BB I can process it (Do, Delegate, Defer) and then handle the email correctly (see below). To File an email: 1) click the Scroll Wheel; 2) Scroll to and select “File” 3) Scroll to the desired Folder and click the Scroll Wheel; 4) click File – the mail is moved to that folder and out of “IN.”
DO: If I decide to take the action right away and there is no pending response AND I do not need the mail for future reference I delete it (of course there is still a copy in my “Sent” folder). If I think I will really need it, I File it in my “Reference” folder (for later processing at the desktop).
DELEGATE: If I reply or forward the email and there is a response pending, I File it in the “W-Waiting For” Folder.
DEFER: If there is an action needed that will take longer than 2 minutes, I File it in the appropriate context Folder (which parallel my categories). This moves it out of my IN and into the context folder. If it is something with no action and I simply want to read later (i.e. an e-newsletter), I move it to “R-Read / Review.”
When I’m back at my desktop, I perform my daily/weekly review of all these folders along with my calendar, tasks and notes. I also move things out of “Reference” into my Outlook “Personal Folders/Reference.” There are differing views on if this should be a flat structure or a hierarchical structure. In either case, things can be searched for with the Outlook Tools/Find/Advanced Find.
I am using Outlook 2003 with the 7290 and BB OS v4.1.0.292.
Any questions / feedback: mark.hall@yahoo.com.
I don’t know that I’d consider the “@” prefix to be sacred, but it’s a valid point that it’s the default, and that perhaps situationally it makes sense to change it. People come to it naturally enough - it’s the prefix that David Allen uses in his process, and writes about in his book. It’s also, for instance, the default in the NetCentrics GTD Add-In. I don’t know if that’s a changeable default either, although I seem to recall it is. I don’t have that application installed any more, or I’d head on over and check.
For myself, the reason I don’t have that add-in installed anymore is that I’ve moved over to using Beta 2 of Microsoft Outlook 2007, which has its own GTD-like integrated method of handling tasks, deadlines, and so forth. I haven’t fully integrated that into my Blackberry usage routine yet, and in fact changing around some of my “internal systems” is one of the reasons that posting has been light here recently. The revised integration will no doubt make its way here as a separate post one day in the future. In the meantime, I think Mark’s post makes a lot of sense, and should definately be considered alongside the rest of the process that I initially wrote about.
One last tip for the Blackberry that may be of use - Mark refers to the Filing method, and shows the menu approach to it. From either a message list, or after you’ve opened a message, you can also hit the “I” key (that’s “eye” not “one”), and you’ll be taken straight to the filing dialog.
Blackberry Enterprise Server Express Announced May 4, 2006
This was announced yesterday. Definately a step-up from the Desktop Redirector option! Makes me a lot happier about having to move from a corporate Blackberry to a personally-owned device sometime in the next year.
RIM Announces BlackBerry Enterprise Server ExpressSoftware Now Available as a Free Download with New BlackBerry Device Purchase
Waterloo, ON - Research In Motion (RIM) (Nasdaq: RIMM; TSX: RIM) today announced the immediate availability of BlackBerry® Enterprise Server Express™, a new offering aimed at small and medium-sized businesses, branch offices and companies new to BlackBerry. BlackBerry Enterprise Server Express provides the same enterprise-level security, reliability, features and functionality of BlackBerry Enterprise Server v4.1 and is available as a free download from RIM via the Internet to any customer who purchases a new BlackBerry device.*
…
BlackBerry Enterprise Server Express provides tight integration with
Microsoft® Exchange, IBM® Lotus® Domino® or Novell® GroupWise® to
enable secure, pushed-based wireless access to email, organizer,
Internet and intranet applications. BlackBerry Enterprise Server
Express software comes with a single user license and is upgradeable to
support up to 15 users (with purchase of additional client access
licenses). It can also be upgraded beyond 15 users (with the
purchase of an electronic unlock key) to a full BlackBerry Enterprise
Server.
RIM being sued by Visto May 2, 2006
From the “Here We Go Again” files…
Visto sues RIM for patent infringement - Computerworld
MAY 01, 2006 (IDG NEWS SERVICE) - BlackBerry users have another patent lawsuit to worry about. Just weeks after their service was nearly shut down by a lawsuit brought by NTP Inc., the wireless e-mail devices are now being threatened by legal action brought by software provider Visto Corp. In a lawsuit filed Friday in the U.S. District Court for the Eastern District of Texas, Visto claims that Research In Motion Ltd.’s (RIM’s) BlackBerry service violates four Visto patents. The lawsuit seeks unspecified damages and asks the court to shut down BlackBerry’s service in the U.S.
Clearly one to keep an eye on. RIM settled with NTP just two months ago, for $612.5 million. Hopefully this one won’t drag on as long as the previous drama did, but I wouldn’t count on it.
From Blackberry Cool, the patents being sued over are:
- U.S. Patent No. 6,085,192 titled, “System And Method For Securely Synchronizing Multiple Copies Of A Workspace Element In A Network”
- U.S. Patent No. 6,023,708, titled “System And Method For Using A Global Translator To Synchronize Workspace Elements Across A Network”
- U.S. Patent No. 6,708,221 titled, “System And Method For Globally And Securely Accessing Unified Information In A Computer Network”
- U.S. Patent No. 6,151,606 titled, “System And Method For Using A Workspace Data Manager To Access, Manipulate And Synchronize Network Data”
It goes without saying that RIM is disputing this - “RIM believes it does not infringe Visto’s patents and will file its legal response in due course” is the appropriate quote. A countersuit is a distinct possibility.
RIM vs NTP - It’s Over March 3, 2006
Just saw a Computerworld bulletin, and it seems that this is over and done with:
According to NTP, the deal covers all current NTP patents involved in the litigation as well as future NTP patents. “All of RIM’s past and future products, services and technologies will be covered as well as all RIM customers and providers of RIM products and services, including wireless carriers, distributors, suppliers and ISV partners,” NTP said in a statement. “The agreement permits RIM and its partners to sell its products, services and infrastructure completely free and clear of any claim by NTP….”
Final cost? $612.5 million.
Guess I can update my timeline later on and then stop thinking about this!
RIM/NTP Lawsuit - Hearing Today - Updates… February 24, 2006
Blackberry Cool are doing a post with updates on the trial hearing today. Head on over here.
Three updates so far (12:25 Eastern), nothing new or of import yet.
Update:
Update #5 - 1:02 PM EST:
Judge Spencer stopped short of ordering an immediate shutdown of millions of Blackberrys.
But U.S. District Judge James Spencer said there was no escaping that RIM had been found to be infringing on NTP’s patents and he would issue a decision on an injunction “as soon as reasonably possible.”
My personal thought - it is insane that the Judge is focussing on this. “found to be infringing on NTP’s patents” - uh, yeah, that’d be those invalid patents, right?
In any event, the first sentence of the update is good news.
RIM Releases Blackberry Workaround Information February 9, 2006
As always, Blackberry Cool has the latest and greatest. Key bit at the end:
“Web Site: RIM will make the software update available at a later date on a
special web site: www.blackberry.com/workaround.”
BlackBerry Cool » RIM Releases Workaround Details
Go read the article - it has all the various operating modes, opinions, etc.
RIM-NTP Lawsuit - The Timeline - Updated February 3, 2006
Back on December 15th, I posted a timeline image of various facts and happenings around the RIM/NTP patent dispute/lawsuit.
With the announcement earlier this week that the USPTO had rejected the fifth and final patent under dispute, I thought it would be worth updating the timeline. If you click on the image below, you’ll get the full version - you’ll have better success with it if you save it to a local disk and use your image viewing application of choice to zoom in on it, however!
Implementing Getting Things Done, while using a Blackberry - Part Five January 26, 2006
It’s time to conclude (rather belatedly!) this series of posts of mine on GTD with the Blackberry.
First up, some bits and pieces in relation to comments and/or emails that I received:
Category Synchronization
If you do an upgrade of your Blackberry to a version 4.x, as opposed to purchasing one, then you also need to make sure that you also upgrade your desktop manager to version 4.x as well. Then, you’ll need to manually set the Task synchronization up, as follows:
- Do a cable-sync of your Blackberry, and then go into the Desktop Manager application.
- Go into “Intellisync”
- Hit “Configure PIM”
- Select “Tasks”
- Using the “Configure” button, select “Advanced Settings”
- Hit “Field Mapping”
- When prompted with a box titled “Intellisync”, advising you of the mapping details, hit “OK”
- Drag “Categories” in the Right-Hand column up/down to align with “Categories” in the Left-Hand Column, and click or hit the spacebar to make sure the mapping is in place.
- “OK” everything out until you’re back at the Desktop Manager screen.
- That’s it. You can do one more cable-sync at this point just to “make sure”, but you should now have the categories mapping correctly.
The above is predicated on you also running a BES 4.0 with wireless sync - but if you’re not, it’s still the correct sequence of events, except you must run that cable-sync at the end to get the changes in place.
Variations on the Method
“Xoff”, in the comments, reminds us of the two-minute rule, and suggests processing email “on the fly” from the Blackberry, filing email directly from the Blackberry (if you’re running a BES, you have access to your entire mailbox folder tree from the Blackberry for the purposes of filing, even if you don’t synchronize the folder that you’re moving the message to).
Well, I agree with this, for the most part – I just find that I personally process too much email at a time on the Blackberry to do this. I’ll certainly delete mail as I go if it’s clearly not needed; but I find that I can bulk-file email far quicker from the desktop as a part of my Morning Review. Diff’rent strokes, again, folks. Depending on your own situation, this is certainly a valid approach.
Xoff goes on to suggest that if he’s delegating, or creating an action for himself, he does so by sending the message on, and BCCing it to himself, changing the subject line if necessary. I’m in two minds about this – on the one hand, it can work, and I know a fair few folks who use the “BCC to self” approach; it doesn’t fit with my personal style, however – possibly because I’m using the Netcentrics addin. His advice about creating rules to add flags to messages from himself is definitely spot on, however. I recommend you read the whole comment (copied below for convenience, and for those reading this in the Complete Document format), and consider it as a part of your system. For my part - I’m going to take the advice about rules/flags and not-synchronizing emails from yourself to stop synchronizing the “in a hurry” messages that I referred to earlier in the series.
3. xoff - January 7, 2006
Gary, Great post! I got my BB three weeks ago and have been tweaking it to work with GTD and the add-in. It is amazing how similar our methods are. I think the key here is that until there is a GTD add-in for BBs (Netcentrics please!!!) we have to focus on the BB as more of a collection tool and less of a processing tool.Having said that, I have found a way to process the email in a GTD manner from the BB that I think it is worth sharing. One of the most valuable tools of GTD is processing email the first time you see it, i.e. “what is the next action”. With BBs it is very common to see an email in the BB and then actually process it on the desktop later. In essence, reading the email twice, and thinking of the next action twice.
What I do is to process the email the minute I read it in the BB. If I can apply the two minute rule and it can be processed in that context, process it right there. If not and I have to process the email later I determine the next action:
- If the email requires filing for reference, I do it right there on the BB. I have folders in my server mailbox for all my projects. Because of mailbox size limitations in the server I can’t keep all the emails in the server, but the folders in the mailbox (except inbox) has archive settings of one day, thus Outlook automatically moves these emails to my personal folders, in the corresponding folder using the archive feature.
- If the next action is delegating ie. forwarding the email to someone for action, I forward the email from the BB and BCC myself so that later on my desktop I can assign it the @Waiting For action and integrate the email into my Waiting For list for follow up.
- If it’s an action that requires more than 2 minutes or in another context, I forward the email to myself and change the subject line to the action that needs to be performed and other relevant information like deadline or context. For example, if the email from John requires me to review some documents before responding to John, I would change the email subject to “Review files for project for John @Office”. The other added benefit to using this method, rather than creating a task in the BB is that with this approach you have a copy of the original email thus when reviewing your files you have John’s email. After processing the email in BB I delete the original email from John, or file it (more on that below).
To integrate these emails into my GTD methodology, I have created rules in my Outlook to process emails from me and assign flags to identify them easily in my inbox. If the email is from me with me BCC, it adds a “WF flag”; if it is from me only to me the it adds a “Action Flag”. Thus my inbox in the morning review (similar to yours) I would have the emails that require processing with my GTD Add-in, but the actions are pretty clear. Outlook 2003 simplifies this with a preprogrammed search folder called “For Follow-up”.
Since your emails to yourself, in my mind, create clutter in the BB mailbox, I have created rules in the BB Desktop Manager that prevent the redirection of emails from me to me. Thus these “GTD” emails do not show up in my BB inbox.
Good luck integrating this into your method.
Xoff
MindMaps
I posted previously that I would share the MindMap(s) that I used to write this series with as one of the final pieces; at the end of the process, however, I find that the actual, published version of the work is substantially different enough from the MindMaps that they’re effectively drafts, and not worth uploading.
That said, if more than a couple of people comment on this post asking for the MindMap, I’ll spend the time updating it, and upload it as a “really, really final part of this series”.
Other Sources of Information
I went to Google today, and here’s how many results I got for some search phrases:
GTD 1,860,000
“Getting Things Done” 2,240,000
“Getting Things Done” Blackberry 30,400
GTD Blackberry 35,000
I could go on, but the point I’m making with those figures is that, as we all know, there’s a LOT of information out on the internet.
Presented below, then, are a handful of sites that I personally find useful as a part of my regular reading list in relation to GTD specifically, and Time Management generally. They’re not in any particular order, and if you think I’ve missed something critical out, do please comment and let me know. You may also want to check out the sidebar at www.garyslinger.com which lists each blog and site that I currently subscribe to via RSS; the list is deliberately randomised, for my own use.
http://www.davidco.com/blogs/david/
While it’s true that this list isn’t in any particular order, it does make sense to start with David Allen’s own blog, now, doesn’t it?
http://www.davidco.com/forum/
The discussion forum at the David Allen Company.
http://groups.yahoo.com/group/Getting_Things_Done/
Discussion forum within the Yahoo! Groups environment. There’s a couple of others, “GTD_Palm”, and “AnalogGTD” that may be of interest as well, depending on how involved in it all you want to get.
http://slackermanager.com/
“Slacker Manager – Paving the path of least resistance, so you don’t have to trip and fall” – don’t let the title fool you, this is a great resource on management, technology and a host of other things.
http://www.ismckenzie.com/
“Ian’s Messy Desk”
http://www.punkey.com/gtd/
“What’s the next action – A weblog about Getting Things Done”
http://safarisoftware.typepad.com/
“ToDoOrElse.com”
Document Download
Finally, as promised, you can download this whole series as a single file (zipped PDF, ~237Kb).
And THAT, ladies and gentlemen, concludes this particular series. Thanks for reading. All comments and suchlike welcome.
Blackberry - the latest on the RIM/NTP Lawsuit January 25, 2006
Summary of the last couple of days news on the latest in the RIM/NTP lawsuit
High court rejects BlackBerry case - Jan. 23, 2006
CNN Money. This is the basic report that the US Supreme Court has turned down a request to review the case, and kicked it all back to the District Court level. NTP is scheduled to file a request for an injunction on February 1st.
Supreme Court rejects BlackBerry patent appeal - Wireless World - MSNBC.com
What, me worry? A BlackBerry fan frets - Wireless World - MSNBC.com
Columnist expresses his concerns. Also “The smart thing for the U.S. courts to do would be to delay the decision on whether RIM has infringed upon NTP’s patents until the other branch of the U.S. government rules on whether those patents are valid in the first place.”. Absolutely - when the USPTO is consistently rejecting patents, one after another, in this case, for the District Court to rule in favor of the holders of those patents - well, that’s just nuts. But I am, as they say, not a lawyer.
NTP suggests 30 days before BlackBerry cutoff | Tech News on ZDNet
Think these folks have ever read a cellphone contract? 30 days really doesn’t cut it as a realistic timeframe for identifying an alternate supplier - for an individual, let alone for a corporate consumer.
Patently-O: Patent Law Blog: NTP v. RIM: BlackBerry Injunction Proceedings
Great site. This particular link has RIM’s list of reasons why the August 2005 ruling from the Federal Appeals Court should not result in an injunction.
BlackBerry Cool » Supreme Court rejects RIM’s case
Nothing new on this page, but Blackberry Cool is one of my favorite places to get news about the Blackberry in general.
WSJ.com - BlackBerry Gambles Patent Office Will Be On Its Side in Court
Wall Street Journal’s piece on the ongoing drama, just a few days before the rejection came in.
Implementing Getting Things Done, while using a Blackberry - Part Four January 12, 2006
Parts One, Two and Three deal with the Collection and Processing stages of GTD. One last piece in relation to Processing, and then we’ll move on.
The Weekly Review – with Added Blackberry Goodness
So, the weekly review in and of itself, shouldn’t need any real explanation here. I have mine scheduled for 2pm, for an hour, every Friday. My theory is that if I’ve missed anything, I’ve still got an hour or two of the working week to deal with it, and in the worst case where I’ve missed something that needs to be ready on Monday – well, I’ll be working through the weekend that week!
The “extra bits” that I’ve found helpful to add into this process, with respect to keeping things running smoothly with the Blackberry:
- Review and Purge unnecessary Categories. In either the Address Book application, or the Tasks application, hit the menu button and take Filter. Take a look at the categories you have there – sometimes extra ones slip in. They may be categories that you only needed for a little while earlier that week, or misspellings, but in any case – hit the menu button again and take “Delete”. Remember that Categories are shared across the applications, so while you may not need a “Restaurant” category in the Tasks, you probably shouldn’t delete it if you’ve been using that as a category over in the Address Book.
- Back your Blackberry up. Chances are, you’re synchronizing to a desktop application such as Microsoft Outlook, and that’s good. But not all aspects of the Blackberry get backed up that way – the most notable example being the “Password Keeper” application that was introduced for the v4.0 devices. You need to do this from the desktop client – with your Blackberry connected via the cable, go into “Backup and Restore”, hit “Backup” and select a filename and storage location. Hit “Save” and the Blackberry will take care of itself for you. I’m not going to write about the Restore process here, because every situation will be different, and depending what you need to restore dictates how you restore. But you don’t get that option if you haven’t taken the backup in the first place…
- Blackberry been slowing down? From the home screen, go into Options, and then Status. Have a look at the “File Free” and “File Total” lines – right now, as I write this, I have “11466800 bytes free” and “29229056 bytes total”. Looks like about 40%, so I’ll skip this part this week. When I get to around 60%, and assuming that I’m not on the road, I use the desktop client again, cable-synchronized, and again into “Backup and Restore”. Hit “Advanced”, and a list of databases within the Blackberry come up on the right-hand side. I select “Messages” and “Attachment Data” at a very minimum, although I often select “MMS Messages”, “Purged Messages” and “SMS Messages” if they’ve been stacking up (you can see the number of entries to the right of the database name). When you’ve selected one or more databases, hit the “Clear” button and follow the “are you sure?” prompts. That will wipe those entries from the Blackberry, freeing up the memory space, and the response time of the Blackberry. It’s important to realize that you’re deleting the messages from the Blackberry, and not from your desktop. The only downside to this approach is if you’re used to accessing messages on the Blackberry that you processed through it x days ago. You won’t be able to after this step. There are other management options you can use, such as within the “Messages” application, setting “Keep Messages” within the options to something like 30 days. I personally don’t do that, I’d rather have the personal control, but, as the saying goes, “your mileage may vary”. Do use some form of message purging process, however, because your Blackberry will fill up and start performing badly as a result (it’ll start automatically deleting older messages to make room for newer ones, per message, i.e. dynamically).
- At this stage, you shouldn’t have any business cards lying around, or notes in your Inbox to yourself, etc., that need to be moved over into the Blackberry and/or the rest of your trusted system, but hey, it’s a weekly review. Just double-check to be sure.
All being well, that’s the Collection and Processing stages of the Methodology taken care of. In the comments, and in direct mail, I’ve had some suggestions to “tweak” how I’m doing things. I’m going to come back to those in another post, and talk through them.
Organizing
I’m including this section here, as I said I’d map the Blackberry to the full model in the book, but basically, in GTD terms – you’ve already handled the Organizing part of the process if and when you did your Collection with the Blackberry; that is, you decided whether to place an item directly into it’s correct place within the system, or make a note elsewhere, or send yourself an email reminder, as appropriate.
Reviewing
Reviewing and Doing have a habit of blending together when you’re “out and about” and using a tool like the Blackberry, but there are a couple of things that probably need to be thought about and done:
- In a section called “What to Look At, When”, David Allen’s first item is “Look at Your Calendar First”. Assuming you’re synchronizing the calendar back to the office system, it should be the last thing you look at before heading to bed (“What time is my first appointment tomorrow? Do I have to do anything before I leave for work?” and depending on your circumstances, the first thing you look at in the morning – has anyone in a different time zone sent a meeting request through to you for that day? How does that affect the rest of your plans? (I realize this is a very corporate view of the world. If it doesn’t apply, just ignore it. If it does apply… Well, you know what I’m talking about!).
- Tasks. Calendar. They’re all there. As you’re going about your business, you can readily call up any of your Next Action lists, or your email (and let’s face it, there’s a reason it’s called the Crackberry by some!), and do whatever’s appropriate for the situation you’re in. Ten minutes in the coffee shop before your next appointment? Blackberry out, home screen, “T” for Tasks, hit the menu button and choose “Filter”, and pick something appropriate – “@Calls”, perhaps?
For reference, Reviewing is where David Allen puts the Weekly Review process in his book. It’s my preference when thinking specifically of working with a split system – Outlook and the Blackberry – to put the Morning Review and the Weekly Review into the Processing section. Personal preferences vary, and all that.
Doing
Doing gets its own section… Hmm… Wonder what we’ve been “doing” so far? I agree with separating out Processing and Doing from a “purist” standpoint, and discussing the whole methodology, but as I alluded to above, these stages tend to get blurred – compressed – when you’re working in the mobile context.
It’s worth remembering the “Four-Criteria Model for Choosing Actions in the Moment”, from the book; you’ve got:
- Context
- Time available
- Energy available
- Priority
And a handy-dandy list of everything in your Blackberry, to readily choose from!
That about does it for this piece. I’ve got another couple of posts on this all lined up:
- The MindMaps that I used to outline and produce this document (as much for my own reference as anything else);
- An all-in-one downloadable of the work;
- Suggestions on other sites that may be relevant and useful in relation to this; and
- Comments on the suggested changes referenced in comments and emails.
Thanks to everyone that has left comments, either here on the site, via email, or via their own websites. Questions and suggestions are still welcome, via whatever method you’re most comfortable with.
Fixated? Me???
CBS News | Catch The Buzz On The Blogs | January 12, 2006 12:33:54
Melissa McNamara seems to think so…
Gary Slinger, a blogger rather fixated on organization, has tried to implement the book’s advice using a Blackberry. He writes, “Collection – getting commitments, obligations and ideas into the trusted system, where they can later be processed – is a key element of the Blackberry’s usefulness to me.”
It’s certainly a major part of my work and life right now.
links for 2006-01-09 January 9, 2006
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(tags: blackberry wireless)
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