Hello again, Kerry,
Jeff, I like your logic. I like that you are able to step outside the
technology box so to speak and ask is it adding value or taking away
from our quality of life. To be honest, I do ask myself this question
with regards to technology. My decision to return to the Mac in 2003
was predicated on two things 1. I now work as an independent IT
consultant and no longer have to use what I'm told to use 2. I
preferred the Mac, certainly back then, as Windows consumed too much
of my time with updates, crashes, slowness at startup (virus checker
whirls away, Windows is downloading yet more updates and on and on it
goes). So I went back to the Mac and was a happy camper up till I'd
say really when Entourage 2008 came out and then all the questions you
pose but primarily the question what are we trying to do with this
technology (accomplish) and what are we really doing and getting out
of it changed.
Interesting points - I too became disillusioned with Windows
(in particular from Vista onwards) due to the high frequency of
updates and slow startup times, not to mention the poor performance
of many anti-virus applications for Windows overall.
On the other hand, the points that appealed to me on the Mac side
were superior screen text readability, a built-in color calibration
utility, quick startup and shutdown times, ease of application and
driver installation, and general simplicity of form and function.
Now that I've used the Mac heavily for a few years and switched to
the Mac for my work as well, I find that I miss some things I
was previously able to do in Windows. For instance, Finder
isn't quite as robust as Windows Explorer in terms of views
and file/folder operations. I also miss the keyboard accelerators
from Office for Windows - you know, the ALT+E and S to do Paste
Special and so on. That was a real productivity boon,
actually. Granted, Office for Mac also offers keyboard
shortcuts (although they are not customizable in PowerPoint
for some obscure reason), but it's not quite the same as being
able to zip through commands using ALT+F (File), ALT+E (Edit)
and so on.
I found in March of 08 a workaround that allows Entourage to work
somewhat well as a client for mobility. As long as only one module is
enabled for sync, sync's are pretty reliable. Yet, with Entourage,
working this way, you are spending more time making sure if you've
changed the other modules that you remember to switch to them to sync
etc etc. Manual and thus prone to error and then again time consuming.
Interesting - I wasn't aware that Entourage sync malfunctions with two
modules running in tandem. I imagine that overall, the stability is
better than it was last year when Office 2008 was released.
Even so, my experiences last year trying to work out sync issues
left me with enough of a bitter taste in my mouth to just forego
the sync with Entourage entirely. I'm not going back to that!
Your paper and pen analogy is right on here. Some things are just
simpler done the old way. I still use paper and pen and I write with a
fountain pen. I always have. A Mont Blanc fountain pen and my fountain
pen from university is a gold Parker (still have it).
Wow - you mean, one of those pens with refillable ink?
I do volunteer
work as a clinical counselor and I couldn't imagine sitting in front
of my client with a computer typing in their most private of details
as they talked. However, I used to work for three years at the Centre
for Addictions and Mental health and they automated everything since I
left and if you sit with a psychiatrist or therapist they busily type
away in their computer. They ask first if you're comfortable with this
as its so beyond the norm of a psychotherapeutic session but hey
technology is even molding them to technology.
Mmm, I can understand what you're saying here. I work as a
project manager, and when we have large meetings, there is inevitably
someone who is typing away on their laptop while someone else is
speaking. You can never tell if they are reading/replying to their emails or
if they are taking notes... For some reason, there is a psychological
barrier that the computer screen places between the listener and
the speaker. Isn't that really peculiar, when you think of it?
When I go to the doctor and he's writing notes on paper, I don't feel
threatened or that he is not listening. But if he's typing something
on the keyboard at the same time, it gives me pause.
So back to Entourage. As a technology it did meet my needs although it
does require more work on my part to do the inputs but the outputs
were worth it. A lot of my work involves research and planning. My
product is always a document. The product is based on information
converted from data. Entourage, due to its linking, categorizing,
project management module and almost SQL type search capability is
able to take the data I input and allow me to convert that to
information. That is, if I've collected a lot of material around
something, its easier to put the pieces together with Entourage than
iCal which might contain the data but its more difficult to ascertain
the relations between one piece and another simply because at best it
only supports boolean searches.
Ah, I can definitely see where you're coming from here.
Entourage's linking functionality is really handy, I've found.
It gives you the ability to build relationships between various
objects in your database, be they tasks, notes, calendar items or
contacts. And that's kind of the way that we humans think, isn't it -
we make mental connections and build internal relations from one
thing to the next. In that context, Entourage is actually
quite useful. One handy trick I've found is to go to Apple System
Preferences - Keyboard and Mouse - Keyboard Shortcuts and add a
shortcut to Edit Links in Entourage.
My hugest beef with the linking functionality in Entourage now
is that you can't see what the item is linked to without actually
opening the link pane. If there was a display somewhere that
automatically showed you what the item is linked to, that would
be much handier. I'm afraid that Outlook for Mac 2010 is probably
not going to fully support this functionality. Outlook for Windows
supports links to other Outlook objects, but you don't get that
handy list, nor are the items updated dynamically to my knowledge
In fact, I wouldn't be surprised if making the transition from
Entourage to Outlook is going to trash your links entirely.
We'll have to wait until next year and see how loudly the
early adopters cry. ;-)
With that said though, Entourage has become a time-consumer and as you
say the technology is molding me rather than it easily assisting me
with what I'm trying to accomplish. As you can imagine, with Entourage
working 100% it is more time consuming to categorize, link, apply
records to a project etc but the end result of retrieving that data to
turn it into useful information that would make up my document was
worth it. Now, with Entourage not working well and one having to fuss
with syncs that don't work the way they're supposed to, syncs that
might cause a data mess such as dups or data loss and even a corrupted
DB, the technology is has become an impediment. The technology is
molding the way I work. Generally, I would just be working away,
gathering requirements from a client, doing the research, the
interviews etc etc and then finally developing a my product which as I
mentioned would be a document that is either an analysis of where
something is at, a recommendation to do something etc. Entourage is
actually taking away from the real work and making me work at keeping
Entourage running. It is now working against what I'm trying to
accomplish.
It sounds like it's the syncing bit that is the most troublesome for you.
If Entourage is working as an effective tool otherwise in gathering
and linking information for your documents and projects, maybe
you can just use it in a standalone capacity. I did that for a while.
The other thing I wonder is whether a personal database app like
Bento might not be a suitable option for collecting and relating
various information for your documents. (Have you checked out the
Bento feature list? There are a lot of things there that might
appeal to you - and it syncs to iPhone... just what you need,
eh... more syncing issues!
)
With this in mind and knowing that mobility is essential to me as
after say a client meeting of whatever type I would enter the
information in my mobile device to be sync'd to Entourage that would
then get manipulated into information, I decided to give the Apple
apps a go. They are very simple to use, fast and make it pretty easy
to input this information on the handheld knowing that it would sync
back to the desktop client reliably without me spending ridiculous
amounts of time fixing a sync mess. The problem I found after two
months of using the Apple apps is that when I went to find my
information to develop my product, it was not so easy. Searches were
leading to multiple hits and I'd have to find what I was really
looking for. I might know that some of these hits were related to the
project I was working on or related to a specific client but tons
wasn't. I now had the laborious task of trying to find information
that was related to that information. It was there it was just more
cumbersome to find. Entourage improves on this modality in that I've
spent time making these connections and it is just a matter of jumping
from one to another and on and on. This is Entourage's strength and
power that I can't replicate with the Apple apps.
Hmm... What information on your mobile device do you need to
sync the most? Tasks, notes, calendar items, contacts? That should be
the major factor that drives your technology needs. If you
know what information you need and what the input and output is
expected to be, you can then get a better picture of the hardware
and software solution that will best meet your needs.
Also, have you considered just using a laptop and foregoing the mobile
device and the accompanying sync issues? I'm not seeing where your
mobile device (iPhone? Blackberry? other cellphone?) fits into the
picture.
Apple doesn't really offer anything ultra-portable in the laptop
area besides the decidedly pricey MacBook Air at present - the
MacBooks are still a little hefty and can give you an aching shoulder
if you carry them around for too long...
Now this is simply a way I got used to working and it all worked well
till Jan 15 08 when Entourage came out. However, having read what you
said it suddenly dawned on me well I didn't always work this way and I
was quite successful with the way I used to work. I went to College
and University in the 70s and early 80s. I didn't have a computer. I
had to develop very complex papers and I did all that in the library,
with books, microfiche, paper and pen and finally my typewriter (I
felt so lucky I took typing in grade 8 and 9 and was the fastest
typest in the class as this sure paid off in University - I didn't
have to pay someone 20 cents a page to type out my document). The only
thing I kind of fought with was my typing errors and getting the
whiteout in the right spot (again a little technology getting in my
way but certainly nothing of significance).
Well, I would say that everyone is better off with word processors
rather than typewriters...
I spent my fair share of years with a
typewriter too. Tap tap tap.
So I sit here thinking maybe I should just stop letting Entourage rule
me. Honestly, I've really thought about this way too much. I even
tried an alternate product to see if I could get beyond the power of
the Apple apps but to something somewhat approaching Entourage's
capability. So I got Contactizer Pro and not realizing it too had a
serious issue with sync spent time learning this system only to find
that when sync failed on it boy did it fail. It required a complete de-
install of the whole product and re-install however, I lost all the
links I made. My computer has turned into a massive time consumer and
rather than the value add its been its become for the first time I
think I want to throw this thing out the window.
Contactizer Pro seems like a useful application. I've never tried it
out, but checking the product summary it seems that there are a
lot of features that could come in handy.
But I'm sorry to hear about the syncing issues, and about losing
your links. The same could happen in Entourage as well.
The more I read about your situation, Kerry, the more it seems
that a personal database application with highly customizable
form functionality would better suit your needs.
Bento was the first one that came to my mind - I haven't used
it yet, but it seems promising. With a database application, you should
have far greater flexibility in terms of data structure and
format - and if you don't want to lose those links, it should be
much easier to export your data to a format that other applications
like Excel can read, like CSV for instance (Entourage lacks CSV
export support, or ANY export support besides its own proprietary
format for most items). I actually may end up going this option,
since you can design your own forms to access and link to your
data in the way you prefer, rather than end up stuck with the
preset views and forms of the application you're working with.
There is one final option which doesn't appeal to me at all and that's
to go back to Windows as this isn't a problem in that environment but
it would require spending a ton of time getting that all set up again
and applying myself to develop a proper workflow there. There are a
couple other good reasons to go back to Windows that relates to other
apps that are just not up to snuff on the Mac.
Wanting to return to Windows for some things is understandable;
but then there is the issue of cross-platform compatibility and
passing data between platforms that you will have to consider.
I personally think that you could stick with Mac OS X and just go with
a more customizable application that you can mold to fit your needs.
Entourage (and iCal, in many regards) is really more of a consumer-
level solution as I see it, with few options to really allow you to
personalize your experience. This design is intentional, really -
wouldn't want those pesky users to play around under the hood,
would we?
It is just way simpler for me to grab a note pad a write that out and
that's exactly what I do. I still keep my drawer loaded with yellow
stickies, I have a notepad that I use in my consulting practice when
I'm interviewing clients, or for my volunteer work as a clinical
counselor and I need to write notes around issues and although no one
would else would be able to read my case notes as my writing is
atrocious, I can. Plus, often many of my outlines to develop anything,
whether it be how I'll approach a project, write an article or
whatever starts out in a black notebook. It is just so much more
efficient for me to develop things.
Understandable. Actually, starting this year I've switched to a largely
paperless workflow at the office, where I keep no paper notes at all
except at large meetings (to avoid the stigma of being "the guy reading
his email on his laptop during the conference" as mentioned above).
Entourage has been good for just taking and filing notes, and I can
link them to other items in my task list. For actual paper documentation
I receive, I immediately scan them and attach keywords to the PDF in
Acrobat, so that I can find them quickly in Spotlight later.
It's been working out okay here at the office, but I wouldn't be
able to take that with me on any mobile device without major hassle.
All of the linking functionality and relations would be lost.
The other problem is that we don't use Exchange Server at my office
for email, so I'm out of luck with linking any email communications
to things in my Entourage database. So what is going on is that I
have major breaks and kinks in my workflow, where I have to copy and paste
data from one app to another. I chose to use iCal for calendaring
at work and at home, so I cannot use Entourage's calendar either
(unless I want to take my chances with the sync issues, and lose my
categorization and coloring of calendar items).
So how to get out of this mess I have with Entourage. I'm going to
think about what you said. Possibly, the best thing is just to bite
the bullet and say this no longer makes sense to work like this.
Rather than obsessing on how to get Entourage to work properly (I do
have an obsessional personality) maybe just go to the simplest and
work backward from the way I used to work which was always effective
for me. I did do extremely well at university and I've often thought
if I had a computer back then it might have actually gotten in my way
as it is a very distracting thing - lets check out Facebook, an e-mail
has come in, my iPhone is beeping and who could that be texting or e-
mailing me and on and on it goes.
Haha - I can completely relate about wanting to get things right.
I think I also have the tendency to mess with technology and
subconsciously use that futzing process as an excuse for not
actually "GTD" time to time
I did ditch Facebook, though, which I found has saved me a little
time during the day. SNS can really be a time hole for sure.
Our relationships with each other have consequently become
more numerous and shallow. I'm not saying that a face-to-face
discussion with someone is the only way to get to know them, but
I also realize that my closest friends are the ones that I have
continued a meaningful, extended dialogue with over the years,
rather than just one-line tweets or witty little Facebook
repartee. Also, I used to text a lot as well on my cellphone,
but I quit that too and it has helped me to feel a little more
in control, more centered in a sense. Again, there are real benefits
in being able to contact people on services like Twitter
and Facebook, but they're not for everyone, and they can require
a significant devotion of time and energy - something that
we find gets correspondingly less as we grow older ;-o
If we have addictive personalities tech will
take us to places we really shouldn't be. I've always rented a spare
room I've had over the years. 50% of the people who rent the room are
students. I recall one student, who had a very high IQ, which was
probably his salvation, so addicted to his computer I kept thinking
when does he get his work done. He didn't. The night before an exam
he'd be in such a panic. I was actually having panic attacks with him
as it took me back to when I was a student and if I wasn't well
prepared the night before an exam I'd be a mess. So it never happened.
I was a good crammer but I was always prepared that night before the
exam. This stuff, if I had it then - well I don't know.
It's fascinating, isn't it, how technology can bring us closer together,
but then conversely rob us of our full potential as we spend more time in
customizing and maintaining said technology.
Sometimes I see people out laying concrete and building frames for
new houses, and I think that they may have a more physically and
psychologically rewarding job than that of the average information
worker these days who has instant access to so many facts.
There is something to be said for pulling yourself away from it
for a time, or limiting your access. To take an example, before I entered
my teens I was fascinated with the then-emerging desktop computer
revolution. So for a time, I was immersed in programming little
BASIC applications and improving my gaming scores.
But then when I became drawn to music, I had little need for
computers at all, and ended up pursuing music as a profession.
I was very productive at that time, I felt, and my creative output
was correspondingly high.
Yet once I started working in the corporate world,
my computer use again increased exponentially, and my energy to do
anything after work decreased in turn. Now I'm trying to pull away
from this maddening cycle, but finding it a major challenge.
I'm not saying that computers rob us of energy, but I guess that
what I am saying is that there is a fine balance to be struck between
using the computer and the computer using you, as you would
probably agree.
Windows got to be that way for me as you also mentioned - all that
time spent in updating things, tweaking the registry and finding
applications to help me do the things I wanted to do.
(Windows 7 seems to be a refreshing change, however, if not perfect.)
In the end, I realized that my needs were pretty simple, and I
had let my curiosity drive my purchases rather than my creative
needs.
I've found of late people have gone text mad. My stupid phone is
beeping all the time. Fortunately, I often don't respond which
eventually stops it. But, sometimes I do and people are having
conversations on this rather than picking up the phone and calling
which is just so much more pleasant and efficient. The amount of time
it takes to have a conversation in text is nuts but people are doing
it.
Actually, I find that I have more relaxing relations nowadays with
people when I don't rely on email or text messaging. I do get complaints
dripping with sarcasm ("well, you dropped your email service on your cell,
so I can't contact you THAT way"), but it is actually nice to talk to
someone briefly, even if just to confirm an appointment or a meeting
time. At the office, although I pass documents to the management via
email and via private network, my manager usually always calls me
on the phone to confirm and discuss the document, rather than
sending an email reply.
I can say that this has helped greatly to reduce misunderstandings,
even though it is admittedly a PITA and even added stress to have
to deal with frequent phone calls.
So Jeff, I'm the type that sometimes needs someone to say Kerry look
so these apps don't quite do what Entourage does. But, is it worth it
to you to spend all this time fussing with them unless you're just
having some fun trying to make something work that can't. I'm part of
the Inner Circle for Intuit working on the beta's for Quicken and the
debate over there is something else. The developer wrote me the other
day and thanked me for my common sense approach and support as the
venom that is spewing in that forum is beyond belief and the developer
just doesn't even like going there as its hard for him to read what
people are saying. I wonder now why can I have this logical approach
when it comes to these things as they affect others and often can't
apply it to myself.
You seem to have an even and very fair point of view on things, Kerry -
that is quite a welcome trait in the world of software and
product development, among many other professions.
So, maybe it really is just the time to bite the bullet on Entourage
and let it go. Its back to your final statement: "The question is: is
this a valuable and worthwhile use of my time? That's ultimately the
question
we need to ask... and this question should come before the commitment
to investigate or purchase software." There was a time Entourage did
do what I needed it to do with not much investment in unnecessary
time. Things have changed so maybe therein lies the answer.
Again, for a practical solution, I would think that a customizable
personal database solution such as Bento (just one example)
rather than a "do-it-all" integrated email client/calendar/task solution
might work a lot better for you (and for me!) in the long run.
The heart of every database is basically just rows and columns
of data, be it numbers, text, images, file attachments or whatnot.
Using Entourage to store that database will lock you in
completely to that platform with no chance of getting out.
On the other hand, switching to a database application that
can work cross-platform with Excel, SQL and CSV data both ways
will greatly enhance the usefulness and longevity of your data.
Entourage is in such a sorry state of affairs when it comes
to cross-platform compatibility.
I really would like to have a long talk with the developers at the
Mac BU as to why they chose such a heavily proprietary format for
Entourage's database and functionality. I can't even push my
task data out into Excel without manually copying and pasting
records one at a time... and the fields don't even get carried
along. CSV is out of the question - no CSV export functionality
is offered in Entourage. Outlook for Mac 2010/2011 will possibly be better,
but you will still be stuck with the proprietary core database
format, namely .pst instead of .rge. So ultimately, if the
database is screwed, you're screwed.
Alas, I rant.
Ideally, how you want to view and link that data should be decided by
you and you alone, not by the manufacturer of the software you use.
Eventually, you may need to compromise somewhere along the line,
but being able to create and customize your own views and forms
to selectively pull out and manipulate the data you want to work
with might be an ultimately more productive solution, even if
it takes some time and forethought to set up in the beginning.
I've enjoyed hearing your thoughts about all of these things
so far! It's uncommon to find users who are thinking beyond
the box in front of them...
Jeff
