My Thoughts on Patrick Rhone's Enough

For someone as focused as I am on technology, both at work and at home, I’ve been doing a lot of thinking lately about “when is enough enough?”.

I’ve been reading Patrick Rhone’s pieces on MinimalMac for quite a while now and they have always resonated with me on one level or another. Patrick has some interesting things to say about how we handle ourselves in life but, obviously, his approach to technology has been somewhat of a focus for me.

In the rush to always find the next “most helpful app” or the next “device that fixes your life”, it’s easy to lose sight of the idea of what Kevin Kelly calls “appropriate use of technology”. As gadget geeks, we tend to flit from tool to tool, using something for a brief moment before the next one comes along, and so on. The same goes for apps or workflows or iPad cases. Novelty has come to drive many of us. Being the first to spot the app to solve a problem we never knew we had, or a piece of news that will send the “echosphere” scrambling for context and follow up is like a drug, if twitter is to be believed.

Enter Patrick Rhone’s book Enough, a collection of essays about how Patrick approaches a life with too much. It is a short book but dense in content and strikes at the heart of what has been bothering me lately on this subject of “appropriate use”.

We don’t need to have the latest thing. We don’t need all of it. We don’t have to always have the best. We just need to have “enough” and we need to realize that what is enough for me might not be enough for you. Rhone explores that gray area over the course of 90 pages in interesting ways.

Screen Shot 2012 08 05 at 6 02 48 PM

A few years ago, a life change saw me getting rid of most of my “stuff”. I sold or gave away all of my audio equipment, instruments, 95% of my paper books, and traded in all but a few CDs. It was a purge of epic proportions and during that difficult time I saw the saying from Fight Club’s Tyler Durden (by way of Jim Uhls by way of Chuck Palahniuk) was true to a disturbing extent — the things that we own really do end up owning us. 

Now, I’m not saying that you need to get rid of all of your stuff. In fact, as time went on things I slowly started accumulating things again (books not available in ebook format, for example) but forcing a harsh evaluation was an eye-opening experience for me.

Some people like paper books and feel the world is a richer place for their existence, whereas I’m fine with a Kindle app or iBooks and having no book-shaped objects sitting around, collecting dust. At that point, the iPad transcends a mere gadget but becomes something that fundamentally changes the way I approach things. It’s not an extravagant gadget. It is something I use everyday to do something essential and real. That is appropriate use.

Sean Bonner wrote about these topics a while back in his “Year of Less” series of posts right when I was in the heart of my Great Purge and the timing seemed eerily appropriate[1]. They helped a lot when I was trying to form my own ideas about what was really important.

One particularly interesting piece in Enough was entitled “Use Technology To Enrich, Not Distract” and it strikes at the heart of the topic. After getting a sense of similar strains of thought in Kevin Kelly’s book “What Technology Wants” , hearing Rhone’s take was welcome and interesting.

Another chapter in the book is called “You Will Never Catch Up”. In many ways here, Rhone hits the nail on the head. Email will always roll in, your Twitter stream will keep streaming, your RSS articles will keep piling up. It will go on, day after day, and we’re faced with the daunting task of finding ways to manage the chaos. Part of what I enjoy is finding those ways, indeed, but there are still times when you throw up your hands and reset. Ironically, after those resets, it’s rare to find out that you’ve missed anything crucial.

It underlines the point that a lot of what we see as real work is often just busywork. We are just fighting to push back the growing tide of neverending drudgery of digital management. I don’t know about you, but putting technology to work for me instead of making me feel farther behind is something that I think is worth spending time on, as long as it’s done within reason.

Patrick Rhone has a included a lot of good stuff in this book. Its length insures you’ll get through in a few sittings. While some of the writing is introspective and almost like a minimalist poetry, there is some surprisingly workmanlike prose as well. These parts focus on outlining “things to do” and which lists to make, intended to jar your mind into getting some of the book’s more well-meaning points.

Scattered throughout the book are quotes that keep you thinking about it long after the last page is turned.

It is well put together book which reached me at just the right time. I recommend it for those of you who are looking for a quick read and who have been thinking about where our time, attention, money and space go.


  1. Also read Sean’s excellent BoingBoing piece “Technomads” ↩

Launchbar Contacts/Address Book Access in Mountain Lion

One of the casualties of Mountain Lion (OS X 10.8) this morning was that Launchbar could no longer access my contact information. At first I thought I was fat-fingering things but after a few tries, it became apparent that it wasn't just my lack of typing skills.

To restore Address Book access, the fix was easy. Follow these steps.

  1. Hit your hotkey to bring up Launchbar.
  2. Click the gear for preferences and select Index > Show Index
  3. Select "Contacts" from the Index list on the left
  4. Select the "Options" pane in the Address Book area on the right.
  5. I had a blank dropdown here, so I selected "Mac OS X Address Book"
  6. Problem solved.

I hope this helps anyone else who runs into this little twist. Maybe I was the only lucky one…

Screen Shot 2012 07 25 at 2 06 29 PM

Leading Contender for "Software Development Post of the Year"

Matt Gemmell posted this well-reasoned and well-written piece on what you get with "open" software development with the Android platform and what the real cost is to developers. It addresses the obvious points about piracy and security but it goes far beyond them.

Key in the piece, to my mind, is the idea that having a business and selling things in an app ecosystem doesn't just mean people make money. It means that people will write more and better apps for your platform. It becomes a virtuous cycle. The more and better apps that are on a platform, the more it will attract other good developers, etc.

Yes, the motivation is to make money but the whole result is far greater than the sum of its parts.

It is a great piece and sums up so much of what has been rattling around in my head these last few years.

Beginner's OmniFocus Series: (#4) Gaining Some Perspectives

This beginner’s series will go through the steps (to my best recollection) that I took to arrive at a workable set of tactics for managing my GTD setup in OmniFocus.

There are many guides out there but they tend to either stay at 50,000 feet and gloss over some of the hard decisions or the go very deep and can sometimes be overwhelming for the new OmniFocus user. I don’t intend this to be a user manual. As such, I won’t go through what buttons to push and which menu items to click. I want to focus on the desire to get your life organized using OmniFocus and how to get there with as few false starts as possible. I had many and I’m hoping this post helps you avoid a few.

What I hope to do is be as thorough as possible in describing my thinking with each step in the process of my OmniFocus setup and hope that it speaks with enough universality that it will help others during that critical stage of setup.

Part One of this series, about setting up Projects and Single-Action lists, is located here. Part Two, focusing on Contexts, can be found here. Part Three, with a concentration on the Review process can be found here.


And so we arrive at a feature that not all users will necessarily be able to take advantage of in OmniFocus, Perspectives. In order to be able to use Perspectives, you will need OmniFocus for Mac but once they are built, you will be able to use them on all of your devices (with a few notable caveats which I will explain).

What Are Perspectives?

The term Perspective in OmniFocus describes a custom view of your data. This custom view is then propagated to all of your devices and gives you a unified way to see all tasks that are visible within a given Perspective. Keep in mind, OmniFocus is basically a database of your tasks. With Perspectives, you are given tools within the application to view that database in different ways, based on your needs at the time.

Rather than dive into the minutiae of creating a Perspective, let me describe some examples to give you an idea of their power and usefulness.

As I described in my Contexts post, ordering and displaying your tasks based on where you are at the time is one of the key features of the GTD methodology. Of course different Contexts comprise a wide variety of environments and places. When I’m at home, I don’t want to be bothered with tasks than can only be accomplished in the work context and vice versa. To create a trimmed down view of things that need to be done, targeted for when I’m at home, I created a “Home” perspective.

When I select this perspective, I only see tasks relevant to my home locations and tools — my phone, my macbook air, errands, chores, family, etc. (these are contexts, by the way). I further restrict the tasks to remaining and available tasks to make sure I only see the things I care about when I’m getting things done at home.

I have a similar perspective for work, one specifically to see “Stalled Projects”, and a key one called “High Priority” which I use everyday to make sure I don’t miss anything critical.

While you can create a perspective based on Projects or Contexts, Context-based perspectives are important because they can be synced to your iPad and iPhone. While there are uses for Project-based perspectives, their inability to sync makes them less universal. My hope is that someday Omnigroup will allow for Project-based perspectives on the iPad. It is becoming more a of power-user device and a Perspective for looking at all of the tasks in a given project, filtered just the way you want, would be immensely useful.

Once the perspectives are created, assuming they are context-based, they will automatically sync over to your iPhone or iPad. One tap and you’ll have the same view you just left on your Mac, ordered just how you want and omitting anything you don’t care to see at the time.

For those of you getting a sense of how great this would be, I’ll show you how to create perspectives but, if you’re still a bit foggy on why this matters, read on and I’ll make a case for why this feature is one of the most important in OmniFocus.

How To Create Perspectives

I’m going to start by showing you how to create my most-used, most important perspective, High Priority.

The goal for High Priority is to consolidate all of the things that I can’t forget or things that are time-based in the sense that they need to be done by the end of a given day. It doesn’t necessarily matter when during the day; only that they must be done at some point.

What are the components that would be useful to such a view?

  • Items that are “Remaining”
  • Items that have a “Due date” of today (or before)
  • Items that are “Available”
  • Items that are “Flagged”

The next step is to figure out how to create a view showing these needs.

First, hit Shift-⌘-V to show the View bar and make sure all of your Contexts are visible on the left hand panel. For High Priority, I don’t want to filter the contexts by Home or Work because, for me, this type of view spans where things get done. I’ll have other perspectives to show things at that level which I’ll describe later.

Once the drop-downs in the View bar accurate describe what you want in your own High Priority view of the world, take a look at the sorting. I generally organize it by Project (even though this is a context-based view) by selecting “Project” in the Sorting drop-down. This makes it so thats that things are grouped roughly at a project level but organized into larger headings by Context.

Here are the settings for my High Priority view in the View bar.

  • Context Filter - Remaining
  • Grouping - Context
  • Sorting - Project
  • Availability Filter - Available
  • Status Filter - Due or Flagged
  • Estimated Time Filter - Any Duration

At this point, you’re all set to save this perspective, but wait! You need to also do any sort of visual customization since all of the window settings get saved along with your perspective. Now that we’ve set up our View bar, there’s no longer any need for it to take up space, so I toggle that off. I also re-size my left hand pane (showing Contexts) to be the width of the widest context to reduce the amount of screen estate it is taking up. Now we’re ready to save the perspective.

Choose Perspectives > Save Window As… > New Perspective. Once you do this, a settings sheet will appear detailing and recapping all of the options you’ve selected and prompting you to name your new perspective. (You can even give your perspective a customized icon, if you want)

Screen Shot 2012 07 15 at 10 46 28 AM

That’s basically how it’s all done. Everything else perspective-related is just a variation of this.

How to Use Your Perspectives

Once you get a few perspectives built, you will probably start using them as your default method of interacting with OmniFocus on all of your devices. Yes, they’re that good.

What other perspectives can you think of right off the bat? Here’s a few I use but I’m sure you’ll come up with many more as you start tailoring the ideas laid out here to your needs.

  • You may want to see Completed, sorted by date in order to get a sense of what your progress has been for a given week.
  • Maybe you want to see tasks that only apply when you are at your home or apartment, sorted by Project so you can skim them and see if you’re missing any steps.
  • You can create a perspective for a specific type of Review process that you want to do. This might include Available or Next Action items, sorted by date and grouped by Project.

I have five commonly used perspectives that handle the bulk of my OmniFocus viewing and task management. Three of them are Context-based and are on my phone and two of them are Project-based, used solely on my Macbook Air.

  • High Priority - See above. My most-viewed context. When I get this down to zero items, it’s usually a pretty productive day.
  • Home Contexts - Yes, that’s actually the name for it. I created this by clicking on my root folder for all Home-based contexts and creating a perspective around it.
  • Work Contexts - Same deal. Clicked on the root folder for Work-based contexts and created a perspective around it. I should note that my Phone context is included in both of these since I have it with me wherever I go — Home or Work.
  • Home Projects - This is a list of all Projects in my Home folder. It’s not sorted in any particular way and includes tasks in any state (except completed). This is just a quick way to skim project-based tasks and serves as basis for a rudimentary review process.
  • Work Projects - Same as “Home Projects” except it is work-based tasks.

Between these five perspectives I can handle pretty much anything thrown at me (and OmniFocus). The good thing about perspectives is that they can evolve as your needs evolve. Since they are completely custom, if you decide that you want to start showing things you’ve completed in order to provide some sort of weekly retrospective, you can easily do this with just a few clicks.

As I’ve tried to demonstrate often in this series, OmniFocus is chameleon-like and robust, malleable and extensible. As far as I’m concerned, it is the embodiment of the Getting Things Done ethos. I use it every day in dozens of ways and I’m hoping that putting together this series getting you closer to realizing your investment in the programs. I’m hoping it also unlocks your potential as someone who just wants to get projects finished.

Up next, I plan on doing a Beginner’s Series entry on “OmniFocus for Software Developers”. It is going to be a comprehensive look at how I use the tool to manage technical projects (sometimes several at once). I’ll try to provide some insight as to how OmniFocus can help in these unique situations but also provide signposts for how these techniques can apply to projects of all types.

Thanks for reading and I appreciate all of the feedback. Hit me up via the Contact page, Twitter, or Google+.