One Month with the 10.5″ iPad Pro

Today marks officially 1 month with my 10.5″ iPad Pro, and unlike my previous iPad, this one is actually still being used. It hasn’t evoked any magical feelings like my Airpods did and still continue to do, but it’s certainly a device I know I don’t want to live without.

Accessories

I quickly realized that in order to make the most of the iPad Pro, it needed accessories – lots of them. I can’t even imagine using the iPad Pro without the Smart Keyboard or Apple Pencil. Keyboard shortcuts alone immediately made the iPad more usable for me, and the Apple Pencil has converted almost all of my note taking (and coloring) from paper to digital.

Not wanting to ruin the gorgeous edges of the iPad, I picked up a MoKo Translucent Slim Hard Plastic Bumper Protector. I’d prefer to have something with more color, but the options that work with the Smart Keyboard thus far are slim. I also picked up a magnetic sleeve for the pencil which allows me to stick it to the Smart Keyboard. Looking for a bit more protection for when the Pencil is thrown in my bag, I bought a Belkin Carrying Case and Stand. Unfortunately, the Pencil doesn’t fit into the case with the magnetic sleeve though. For now, the case lives on my desk at work, providing a nice place to rest my Pencil as I work, as well as, storage for the extra tip and adaptor.

Use Cases

One of the most surprising things about getting the iPad Pro is how quickly and seamlessly it replaced other devices in my workflows. I find it much less of an inconvenience to work from my iPad Pro than my Chromebook or Dell laptop when installing updates on my Macbook Pro. All of my favorite apps are available and ready.

Additionally, my iPad Pro has become my go to devices for nearly all meetings unless there’s no table for me to type at. I bring up the meeting agenda in Google Docs on the left half of the screen and use Evernote for my own personal notes on the other half of the screen. I’ve not missed my laptop once in these cases, but if the need were to arise, I could access it using Screens.

The iPad Pro has also become my go to “couch-surfing device”. Not only is it an incredible smart remote, thanks to the Harmony app. I can use apps like TV Cast to stream video to my TV or just use it to play games like Mini Metro in my spare time.

I even find myself using it to read Kindle books. I still prefer reading on the Kindle, but the iPad’s in my hands more often, therefore it gets used more often.

Where It Falls Short

I love this device, but I simply can’t use it as a primary device yet. The Smart Keyboard just doesn’t work well for typing on anything but a solid surface. Therefore, I find myself still resorting to my laptop in cases where I need to do work and don’t have a stable surface available.

Another limitation is with automation. As a heavy Keyboard Maestro user, I rely on automation to perform many day to day tasks on my Mac. With no Keyboard Maestro for iOS, it’d take significant effort on my part, which I’ve yet to invest, to configure these in an app like Workflow. That being said, a big portion of my Keyboard Maestro use is text expansion. Working in customer support, text expansion is essential to my workflow, so much so, I even considered switching back to TextExpander. Unfortunately, Apple doesn’t allow third party keyboards to use the Smart Keyboard, so for now, I’m stuck doing a good portion of my work on my Mac.

Final Thoughts

At the end of the day, the iPad Pro is AMAZING as a general use computer. As far as using it for anything more, it’s getting there, but it’s not quite there yet.

Some Thoughts on Notetaking on the iPad Pro

Despite being an Apple fangirl of sorts, I haven’t owned an iPad since the iPad 3 (also known as the “new iPad”, the first iPad with Retina, or as I remember it, the dreadfully underpowered iPad). I was never a huge fan of it, found trouble justifying its use, and ended up selling it when I moved.

A few weeks ago, I became the proud owner of a 10.5 inch iPad Pro courtesy of my job (Space Grey, 256GB, Wi-fi, if you’re curious). I suppose running the tech demo space on campus has its perks. Much to my surprise, I’m loving it. In fact, when running to meetings, I’m finding myself reaching for the iPad Pro and leaving my Macbook Pro in my office.

One of the first workflows the iPad Pro challenged me to reevaluate was notetaking. The Apple Pencil gave me a way to take handwritten notes digitally, and as someone who makes every effort to go paperless, I jumped at the chance. I tend to prefer hadnwritten notes in a number of circumstances throughout my day:

  • Planning out my day
  • Meetings
  • Interviewing new employees
  • In Class
  • General notes and doodles

After trying a number of apps, hoping to stumble upon the perfect one, I’ve come to the conclusion that one app may not be the way to go in cases like these.

Day Planning

For planning my day, I prefer Notability. While the majority of my planning is done through Google Calendar and Omnifocus, I still do appreciate having a detailed list of everything I need to do in a day to check off as I go. Only important things are in Omnifocus, and until manual sorting is added, the list is often out of order from when I actually plan to do it. Notability provides the best format for writing out my day, Bullet Journal style, and I prefer the Subject/Divider with individual notes organization.

Meetings

I actually gave up handwritten notes in meetings. I think part of me prefers the privacy of typing on a propped up screen as opposed to scribbling on my screen laying flat on a table for everyone to see. For this, I’m using a split screen set up with the shared meeting agenda in Google Docs on the right and my personal meeting notes stored in Evernote on the right. (You read that right, I’m using Evernote. More on that in a later post).

Interviewing Employees

This was the scenario that drew me to the iPad Pro. Several times a year, I have to hire a number of students to work in my office. Such is life when your employee pool is based on a group that leaves every 4 years. My prior workflow involved printing out resumes which I’d review and annotate. Candidates that made the cut are invited to an interview. Before each interview, I’d print out a checklist that I’d take notes on as the interview progressed.

For this workflow, Goodnotes was perfect. Unlike Notability, notes are organized into Notebooks with actual pages. Goodnotes allows me to have a single notebook for a round of hiring. Another feature that makes Goodnotes the winner is that I can set the page template to be the interview checklist. Instead of printing a new checklist for every candidate, I just swipe to a new page now.

In Class

While I’m not in a class at the moment, I can see Goodnotes being my pick for taking notes in my classes too. The ability to annotate articles and store handwritten notes side seems best suited to this app. Classes also lend themselves to Goodnotes’ notebook format nicely as well.

General Notes and Doodles

For simple notes, I’m finding myself using Apple Notes. Apple Notes doesn’t offer as many ways to customize the writing style, it does offer a nice feature of being available from the lock screen. In iOS 11, a simple tap to the lockscreen with the Apple Pencil opens up a new note. This is perfect for jotting down something quick.

(Tip: In Settings > Notes, you can tell Apple Notes to display lines or grids when writing handwritten notes instead of just a blank canvas.)

Honorable mention:

There’s one app that I don’t use all that often, but it’s so darn cool I’ve not managed to remove it from my iPad just yet, and that’s Nebo. In terms of organizing notes, Nebo’s structure is a lot like Notability, but it has a few tricks up it’s sleeve. Scratching through something you’ve written erases it (like crossing it out on paper, but better) Drawing lines between letters or words separates or joins them.

And then there’s there are the features that are just magical. Double-tapping on handwritten text with your finger converts it to text. This also works with diagrams and mathematical equations. In the past, I’ve spent hours on my Mac crafting professional looking diagrams and flow charts to explain workflows to my colleagues. With Nebo, the process takes minutes.

Do you have any tips or tricks for notetaking on your iPad Pro? Another app mention? I’d love to hear your thoughts on what you’re using.

My Personal Reading Workflow

Having recently joined a book club, my personal reading habit has started returning back to normal levels.  Having recently wrote about how I read for grad school, I thought it might be interesting to detail how I go about reading for fun too.

First things first, I almost always pick the Kindle version when possible. They’re delivered instantly, don’t take up any space, and I honestly prefer the reading experience more than I do with physical books. I get most through my local library’s website, but occasionally I will buy them through Amazon or check them out through the Kindle Lending Library. Since Kindle Lending Library books have to be read on a Kindle (not just the app) this is usually last resort, but it’s nice for books that aren’t available from my library that I don’t want to buy.

Once I’ve picked a book to read (and I’m usually reading a few at a time), I set up a project in Omnifocus. I have a template saved in Keyboard Maestro. Triggering it prompts me for the book’s title and author, and then generates a project with corresponding tasks for progressing in the book in 10% increments, along with one final task which I’ll get to in a second. I also add the book to my currently reading list on GoodReads just for good measure.

For the actually reading, I use either the Kindle app for Mac or my Kindle Paperwhite. Even several years old, the Paperwhite is still one of my favorite devices and my preferred way to read. As I’m reading, I take notes on or highlight anything that seems worth remembering using the Kindle app or Paperwhite.

Once I’ve finished a book, my final task before marking my book project complete is to export my highlights and notes. To do this I use a bookmarklet called Bookcision, which exports your notes and highlights in plain text. From there, I copy them into a repository. Any sort of destination will do. I’m currently using Evernote, but have used Day One in the past. I do this so that I can search across all my highlights and notes, which not only helps with recalling what I’ve read but helps to establish connections between books I might not have otherwise seen.

I hope this has been helpful. Do you have any tips or tricks for keeping track of and remembering what you read? If so, I’d love to hear them!

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Grad School Distillation with OmniOutliner Essentials

I’ve struggled with procrastination for as long as I can remember. I was always that student writing the paper hours before it was due. Exams? You could forget about studying for them. I’d put off studying for so long that I’d convince myself cramming was a lost cause. Despite my disdain for school work, I’ve managed to make it all the way to graduate school (for a second time).

But… it wasn’t until a few weeks ago that I found a process that has me completing my assignment on time if not early. (Plus it’s entirely paperless.)

Each week, my graduate coursework consists of reading 3-4 research papers and summarizing them each in a short 3-5 paragraph essay. During class, we discuss the papers as small groups before rejoining for a discussion as a class.

I read each paper in Preview, highlighting important passages as I go in yellow. I also copy these highlights into an outline in OmniOutliner Essentials. OmniOutliner Essentials is the perfect, distraction-free outlining app. I wait a day before reviewing my outline, as I feel the concepts sink in better.

While reviewing, I bold any keywords or quotes I find important. Using those boldened keywords and quotes as a sort of “skimmed down” outline, I am able to write the 3-5 paragraph summary in Byword (my favorite writing app) knowing I’ve captured all the points I wanted to include.

Once in class, these keywords and quotes also serve as the basis for talking points in discussion rather than fumbling around through a 20-30 page PDF. If a quote within the paper is mentioned during class, I highlight that in blue using Preview.

At the end of it all, I have a highlighted PDF that distinguishes between my own highlights and those mentioned in class, an outline with emphasized keywords, and a 3-5 paragraph summary, giving me a number of options to go back and review what I’ve learned.

For this whole process, I like to snap them the apps to half the screen using Moom and make sure to turn on Do Not Disturb for the ultimate, distraction-free environment. If I’m feeling particularly distracted, I’ll also turn on my Focus playlist on Spotify.

Traveling with Tech

I’ve been traveling a lot more recently, especially by plane, and with that, I finally feel like I’m getting smart with packing. The days of bringing 3-4 bags for a trip are gone. Instead, I’m finding my carry-on bag is more than enough.

Side note: I love my Vera Bradley carry-on bag. I got it on sale when they discontinued the color. I love that it has a TSA-approved laptop sleeve so that  I can just open up without removing my laptop. Jen from Pretty Neat Living did an excellent video of it a few years back. Sadly, it looks like their current bags don’t have near the amount of organization this one has. I’m not sure if they’re still available on Ebay or somewhere else, but I highly recommend it, if you can find one. They’re also easy to spot at baggage claim if you ever check your bags.

My number one travel essential for flying is easily my Airpods. I’m still amazed at how delightful I find them, even months later. They’re always within reach, and since I like to listen to podcasts on a plane (or just to tune out my boyfriend for a bit), they are essential. I also bring my Kindle in the event I want to read, but usually, I have a backlog of podcasts to catch up on.

While I’d prefer to not bring my laptop with me on trips, sometimes I just can’t avoid it. In the most recent case, I had several work deadlines and a paper for graduate school to complete during our recent trip to Austin.  I was lucky enough to get my new 13″ MacBook Pro just before our trip, and that opened the doors to something I’d never been able to do before. I brought ONE charging cable! ONE!

Ignore the terrible nails

I brought my main Macbook Pro USB-C charger along with a USB-C to Micro-USB adapter and Micro-USB to Lightning adapter. With these adapters, I was able to charge my Macbook Pro, iPhone, Kindle, Airpods, and battery pack with a single charger, and believe me, it was wonderful. I added a LightningCozy to keep the Lightning adapter attached to my USB-C to Micro-USB adapter even when I’m not using it.

Another thing that I love traveling with that doesn’t seem to get mentioned online much is my Belkin Portable Valet Charger. It has a built-in Apple Watch charger on it. I had planned to buy a separate watch charger for travel but decided to spend a little more for this since I can use it to charge my phone and Kindle as well. Since I’m only traveling with a USB-C cable and this still uses USB-A,  I toss a handy USB to Micro-USB and Lightning keychain in my bag with it, and I’m always prepared for a low battery.

If you have any ways to simplify traveling with gadgets any further, I’d love to read them in the comments below.

Omnifocus Project Templates with Keyboard Maestro

Two years ago, I wrote a post about using checklist templates in Omnifocus. It’s one of the most popular posts I’ve written on the site, but, honestly, I never really felt like having a folder of stalled projects that I could duplicate was all that great of a solution. Not only did they add visual clutter to an already complex system, but some of my more complex ones required fiddly applescripts.

Thankfully that’s all changed. With version 2.7, Omnifocus is finally bringing the TaskPaper support it first introduced on iOS to the Mac, and it’s allowed me to drastically improve my templates.

The folder of stalled projects has been replaced in favor of a new set up that uses Keyboard Maestro. Seriously, I can’t say it enough. Every day I find a new use for this app. If you haven’t bought it yet, go do it!

I’ve set up a hotkey to display a macro palette that displays a list of my templates while in Omnifocus. You could just as easily trigger this with a snippet. I just think the palette looks nice, and makes it look like I spent a lot more time making my templates than I actually did.

2016-09-21-screenshot

The beauty of TaskPaper support is that you can just copy and paste tasks in Omnifocus preserving all of the meta data like contexts and due dates, so the simplest of my templates (e.g. my packing list) do just that. They paste the TaskPaper template using an “Insert Text by Pasting” action. All I had to do was select the template project I had in Omnifocus, copy it, and paste it into the Keyboard Maestro action. Essentially these are just text snippets, so you could just as easily do this with a TextExpander snippet.

For the templates with fill-in variables, I just added an additional action to prompt for input and updated the template to include the variable tokens. Again, this is something you could also easily do with an app like TextExpander, which also supports fill-ins.

Of course, Keyboard Maestro’s incredible power actually inspired me to take a few of my templates a step further than just variables, and this is where I think it’d get a bit more complicated if you were trying to use TextExpander. Some of my project templates have action groups that are conditional (e.g. if x, also do y). My previous templates just included all the groups and I deleted them if I didn’t need them. With Keyboard Maestro, If, Then rules automatically add or remove the groups based on other variables of the template.

Why iOS 10 Convinced Me to Ditch Fantastical for Apple Calendar

Apple didn’t mention much about Calendar during WWDC. In fact, it wasn’t until I read Federico Viticci’s iOS 10 review that I even noticed there were any changes at all. I’m glad I read his entire 30+ page review though because there were changes to Calendar, and one of them has been a game changer for me.

For several years now, Fantastical has been my calendar app of choice on both iOS and macOS. When I’m out and need to quickly add something to my calendar, Fantastical’s natural language support simply made it easier to add appointments. The last thing I want to do is spend 5 minutes fiddling with my phone to set up future dinner plans with someone instead of actually paying attention to the friend standing next to me. With Fantastical, I could just type “Dinner with Sam at Restaurant XYZ on Sunday at 2PM” and be done.

But with iOS, Apple has added event suggestions to Calendar. Now, if I’m at the dentist and need to set up my next appointment, even typing just “den” brings up a suggestion to create a “Dentist Appointment” event complete with location. I just need to pick the date and time. Easy. It’ll even add invitees, not that I normally invite people to go to the dentist with me…that’d be weird. The amount of time this feature allows me to save convinced me to switch back to Apple’s stock Calendar app and delete Fantastical from my phone almost instantly.

Using Apple’s own apps comes with a handful of additional benefits. For instance, I get notifications to remind me when it’s time to leave. And of course, I get a calendar icon that actually includes the date on my homescreen again.

 

Sometimes the Best Tool is the One You Already Have

Yesterday, on a whim, I ordered a Roku Stick. I didn’t really need another streaming device. I already had a Chromecast plugged into my Xbox One which was plugged into my Smart TV (three devices all capable of streaming all plugged into each other) AND an Amazon Fire TV Stick sitting in a drawer. But let’s be real, who can turn down same day shipping when it’s free? Not this girl.

Impulsive consumption aside, the Roku Stick really was the missing link in my entertainment set up. It’s speedy. It lets me search across all my streaming services (seriously life-changing), and Roku’s feed feature to track your favorite shows, movies, and actors is the closest I’ve gotten to being able to turn the TV on and just watch things I want to see since having a DVR.

The Roku Stick certainly gets my vote for best tool when it comes to streaming. In fact, it’s so good, I found that most of the movies I had in my Netflix DVD queue were available to stream elsewhere – enough so that I won’t be renewing it next month.

But… here’s where things took a dangerous turn.

Netflix has long served as my movie watch list. If a movie I wanted to see wasn’t available to stream, it went in the DVD queue where it eventually made its way onto my TV. I started thinking, “If I don’t have a DVD queue, how on earth will I keep track of which movies I want to watch?”

As a GTDer, I can’t keep that list in my head, so as the tech person I am, I would need a fancy app to keep track of my movies. For the next 4 hours, I went down a rabbit hole of movie watch list apps. My phone’s purchased section shows that I downloaded 11 different apps (most were free; and this number doesn’t include the ones I’d already tried previously and redownloaded). ELEVEN!

Which app did I go with?

None of them.

After wasting hours trying out different apps, I decided that the best way to keep track of which movies I wanted to see was the same way I’ve been keeping track of books I want to read – a “Movies to Watch” list, set to “On Hold” in my Someday/Maybe folder of Omnifocus.

Sometimes the best tool is the one you already have.

Overlooked Apps: My Favorite macOS Utilities

If you look at this blog’s tag cloud, you can get a quick overview of some of the apps that are essential to my workflows. These are the apps and services like Omnifocus, Keyboard Maestro, and Pocket, but there’s another set of apps that don’t get as much love that are just as essential. In fact, I have used them for so long I often forget they’re not actually part of macOS in the first place. Today I wanted to share some of my favorites that don’t get as much love on the blog.

Bartender ($15)

I cringe a little bit whenever I catch a glimpse of a menu bar that stretches across an entire 27” display. Don’t get me wrong, I love my menu bar apps, but Bartender allows me to be much more intentional with how I use my menubar. My default menubar now only contains Fantastical and the time. Everything else lives tucked away in the Bartender bar or is hidden entirely unless I need it.

Minimal MenuBar

A view of my menubar while I’m working

One of my favorite features of Bartender is it’s ability to only show a menubar app when it has an update. This lets me see when Crashplan or Time Machine are backing up or my MacBook Pro’s battery is dying without having them in my menubar. Not only does it keep my menubar streamlined, but I now notice when something pops into it much more helping me to know what’s going on on the computer.

Taking things a step further, many of my menubar apps only launch under certain conditions thanks to Keyboard Maestro.

Healthier ($3.99)

Healthier is one of those menubar apps that Keyboard Maestro launches only when I’m at work. It’s function is simple – every 60 minutes, it overlays the screen with a quote and a quick timer to remind me to get up and take a break from my computer. Unlike other apps that remind you to take breaks, this one lets you continue to work if you happen to be working on something important which I like.

Moom ($9.99)

Apple tried to improve window management in El Capitan, but it just didn’t work in the way I had hoped. As much as I hate to admit it, Microsoft was on to something when they added the Aero Snap feature to Windows. Moom brings that experience and more to the Mac. Snapping windows side by side is something I do regularly and immediately notice when it’s not there.

PopClip ($6.99)

The first time I tried this app, I hated it. It was always getting in the way and seemed like a total nuisance at first. It wasn’t until I took some time to explore the various extensions for it that I learned to love it. Now sending highlighted text to Day One, Deliveries, Notes or Omnifocus are just a click away. It also automatically calculates word counts and allows me to highlight PDFs in Preview with ease.

QuickCast (Free)

Working in tech support, I’m often needing to show people how things are done. QuickCast is the best lightweight screencasting app I’ve found.

ClamXAV ($29.95)

While viruses are still fairly rare on Macs, I still like to keep some sort of virus protection on my computer. I never know what kind of attachment someone might attach to their support request or email. I also don’t want to be that person who unintentionally sends something malicious along to some poor unassuming Windows user. ClamXAV has been there for me as long as I’ve used a Mac. It’s not free anymore, but for $30, it’s well worth it.

GhostTile ($9.99)

This is one of those apps I never see mentioned anywhere. If you haven’t figured it out by now, I’m very intentional about what is visible on my devices, and many of the apps I like to keep running in the background don’t have settings to hide their dock icon. Apple’s also made it increasingly difficult to modify the app’s settings to hide the icon without also breaking the app. Ghosttile is the only app I’ve found that successfully hides the icons of apps I truly never need to have in my dock.

I’m always on the lookout for new apps, so what are some of your favorite “hidden gems” for your Mac?

There’s an App for That… but Do You Really Need It?

Working in IT, it’s easy to get caught up in the deluge of apps you’re bombarded with every day. I started wondering how many apps I’ve downloaded over the past 6 years since I got my first iPhone. Apple doesnt’ make this number easy to find, so I started counting them manually. I figured it was time to stop when I had reached 300 and still hadn’t made it 1/6 of the way through the list. That’s A LOT of apps!

Over the past few months, I’ve drastically reduced the number of apps on my phone (49 at the present moment). In doing so, I’ve come to really question whether I need “an app for that” in the first place. Some things I consider are:

Does this app offer a function I actually do on my phone?

Sure, I can download an app for every credit card or bank card on my phone, but if I manage my finances from my computer, why does it need to be on my phone? Browsing Reddit is fun on my phone too, but wouldn’t that time be better spent elsewhere? Unless it’s something I trulls need to do on my phone, the app can go.

Does this app offer an improved interface or additional features over the web version?

Here’s a case where maybe I don’t use an app frequently, but having it installed on my phone adds additional features. A great example of this would be Pinterest. While I don’t use Pinterest all that frequently, browsing through the app is a much more pleasant than browsing through Safari, and the app also includes a Share extension. Tweetbot is a similar example.

Do I already have an app for this?

If you’re not careful, you can end up with information silos. For me, a great example was lists. At one point I had an app for my reading list, another for my grocery list, an app for my wishlist, and of course Omnifocus for my to do list. Not everyone loves to throw anything and everything at Omnifocus, but for me, having multiple apps for tracking lists of things I need to do added overhead to my systems. With everything in Omnifocus, it’s comforting to know that lists of tasks or things that need to be tracked all live in one place.

Does this app add additional fiddliness to my life?

A recent revelation was that many of my apps were causing undue stress and added fiddliness that just wasn’t worth worrying about. My habit tracker app was the most recent app to get chopped. I was tracking things like “Walk 6000 steps a day” (which my FitBit does automatically) just to pat myself on the back with a checkmark when I remembered to check it off at the end of the day. The problem is, even when I did hit 6000 steps, I didn’t remember to check it off. Every time I opened my phone, I had a glaring reminder of something I failed to do instead. At the end of the day, most of the things I was tracking were trivial and knowing whether or not I did them didn’t add value to my life.

With fewer apps on my phone, I’m now more intentional about how I use my phone. I not only have a tidier homescreen, but I know that when I open my phone, I will only be presented with information and tools that are useful to access from the palm of my hand. Apps to let me know where I need to be, what I need to do, and how my day is going. Apps to help me do the things I need to do in life, and a few to take advantage of any spare moments during the day.