A Preview of Things: Mac GTD at its Best

News Type: Other — Fri Nov 23, 2007 4:33 PM EST

technology, apple, mac, preview, applications, gtd, things, cultured-code

The field of Mac "Getting Things Done" task managers is becoming crowded with quality applications. The public beta of OmniFocus is finally available and folks are generally pleased with what the experienced developers at OmniGroup have done. iGTD continues development and is unquestionably the best free alternative. Others flood the search results for "gtd" at places like MacUpdate. Into this competitive and passionate market, Cultured Code, the makers of the terrific Xylescope web development program, present Things. While still in private alpha, the application does something all the others have failed to accomplish: it manages tasks with supremely Mac-like elegance.

Another one, though? Really? Do we need Things when those others work just fine? I hope to show why the answer is a clear yes, but first I need to say something about the troublesome task of trying out task managers. The switching costs for a GTD app are particularly high. Many users have hundreds of tasks and projects and importing those into a new system, just to test the novel waters, is a loathsome process--especially because few of the applications support importing or exporting and there is no common and open file format. Because of this, the choice of which application to use is not one to toss off lightly and giving a new one a chance can consume valuable time that might be better used actually getting things done. But Things is worth it. Even in its alpha state, with features missing, Things is a thing of beauty.

At the very broad level, Things does what everyone else is already doing: it manages your tasks, allowing you to easily collect and process all those things you need to get done. But what sets Things apart, what makes it worth paying attention to, is its elegance. The application window opens with elements familiar to Mail and iTunes: a set of selectable views and areas on the left and a place to actually do stuff on the right. There's an inbox for dropping tasks you don't yet know what to do with, a bucket for tasks and project that you might want to get to someday, and a spot to stick things that you can't deal with now but will need to on a specified date. Then there are projects and areas (this latter is one of the application's less fleshed out features, but it's safe to think of them for now as projects without end points, like housework). A logbook for completed items and a trash can complete the selection of where tasks can live. Two more views are available, however: Today and Next. Today lets you see everything you've stared as needing to finish immediately, while Next lists all the actions you could be doing right now if you'd just stop procrastinating. To get an idea of what all this looks like in practice, take a look at Ian Beck's terrific screencast.

That's all well and good, sure, but what makes Things special? Ideally, a GTD manager should be simple. After all, the idea is to see what tasks need to be done, filtered by location, time, resource, etc., and then start plowing through them. For this to work smoothly, however, the application should vanish into the background. If you're spending your time sorting columns, flipping through views, assigning projects and contexts, then you're not checking tasks off your list. Things is the first GTD app I've used that does this. Tasks are a simple line with a check box. All other data is optional and, if you don't use it, you won't even know it's not there. If you do, though, if you decide to give your tasks due dates and contexts, assign them to projects and type extensive notes on each, Things quickly and cleanly accommodates. As part of this design philosophy, Things does away with the contexts, priorities, effort levels, and other task meta data of most GTD applications. Instead, it uses a robust and nestable tagging system. If you want to keep Things simple, you might have only a few tags, like "Home," "Work," and "Errands." In any view that shows tasks, all the tags currently assigned to the displayed tasks run in a small bar across the top. Click on one and it filters by that tag. This means that you'll never again have to look at long lists of empty contexts. Tags you aren't using just aren't there.

Further, tags can be nested. Let's say you want a tag for stuff to read. Reading can mean magazine articles, books, and websites, though, and it makes little sense to look at a list of this last if you're at a place without net access. Of course, you can just create tags for each of those, but then they'd be jumbled in with more traditional contexts like "Home" and result in an overwhelming list across that tag bar. Things gives a quick and elegant way around this. Create a tag called "To Read" and then sub-tags for articles or websites. In the tag bar, Things will only show "To Read" until you click on it, at which point those sub-tags will appear nicely grouped together.

Describing Things is, unfortunately, not up to the task of demonstrating just how cool it is in practice. That's the curse of such terrific user interface design; it has to be played with in order to be genuinely understood--but understanding comes almost immediately upon those first few minutes of play.

Testing for Things is quickly opening to people who've signed up. If you'd like to give it a try, you can get on the list at the Things preview page. Drop your email in the box and sign up. Things is worth the look, even if it means typing all your tasks tasks in all over again. It's just that good.

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1.5

0.7

{"commentId":1210098,"authorDomain":"janeway77"}

Michael the Great

iGTD is so good, it will be tough to even match it, much less beat it.

The Getting Things Done system is so incredibly effective at maximizing my productivity, that I find it remarkable I was ever able to live without it. I nearly always look at Computer based GTD systems to see what ideas they have since the GTD method is flexible in its implementation.

What I like about the iGTD is:
The ability to sync multiple Macs through my .Mac account.
The ability to export HTML that I can post on my webpage for universal access around the world.
The ability to input new tasks with QuickSilver

The dream feature would be to be able to email a task, and have it show up in my projects/tasks list. Currently, I set up an email account called gtd@mydomain.com. Then, I send stuff there. Finally, when I get to the computer, I open that account and input everything into the system. The gtd@mydomain.com becomes just another in basket.

Looks like the omnigroup guys have the "add a task by email" feature, but I don't know about the syncing. I absolutely DO NOT want an iCal sync that sets up tons of new calendars to sync stuff. This makes iCal just unmanageable in my opinion.

{"commentId":1210098,"threadId":"180175","contentId":"1117611","authorDomain":"janeway77"}

1 vote

#1 - Fri Nov 23, 2007 5:12 PM EST

{"commentId":1210521,"authorDomain":"powell"}

Aaron Ross Powell

Michael-

I used iGTD for quite some time before alpha testing Things. While the iGTD2 previews look pretty neat so far, I don't see myself switch back. Things is just so much more pleasurable to work with.

On iCal syncing, I don't know how Things will handle it, since it's one of those features not yet implemented. But the developers are very tuned in to suggestions, and I'll be sure to get them to read any comments on this article.

Adding tasks via email is a neat idea. Things will support sharing tasks between users via email and IM, so there might be a way to send yourself tasks as well. Again, that feature isn't in place yet. I'll ask the developers about it, though.

{"commentId":1210521,"threadId":"180175","contentId":"1117611","authorDomain":"powell"}

#1.1 - Fri Nov 23, 2007 9:24 PM EST

{"commentId":1211067,"authorDomain":"tcervo"}

gecko85

I'm going to check out the Things alpha...but, like Michael, I really like iGTD. I was in on the pre-public beta of OmniFocus, and while I liked it, I still preferred iGTD. Quicksilver integration is a must...I realize Things has it's own quick entry window, but anyone using Quicksilver is unlikely to want to use another input manager. I would HIGHLY suggest the developers of Things make sure to write a Quicksilver plugin.

{"commentId":1211067,"threadId":"180175","contentId":"1117611","authorDomain":"tcervo"}

#1.2 - Sat Nov 24, 2007 2:28 AM EST

{"commentId":1211321,"authorDomain":"tenni"}

tenni

Quicksilver plugin seconded here :)

{"commentId":1211321,"threadId":"180175","contentId":"1117611","authorDomain":"tenni"}

#1.3 - Sat Nov 24, 2007 8:13 AM EST

{"commentId":1211423,"authorDomain":"powell"}

Aaron Ross Powell

Quicksilver is on their list of probable features.

{"commentId":1211423,"threadId":"180175","contentId":"1117611","authorDomain":"powell"}

#1.4 - Sat Nov 24, 2007 9:29 AM EST

{"commentId":1439242,"authorDomain":"zzamboni"}

ZZamboni

Michael,

I was also using iGTD before, and while it rocks in terms of integration, the GUI always left me a bit frustrated. I haven't tried the iGTD2 alpha, but Things is such a pleasure to use that, like Aaron, I don't see myself switching back.

About adding tasks by mail, this exists in iGTD and is even documented:

{"commentId":1439242,"threadId":"180175","contentId":"1117611","authorDomain":"zzamboni"}

#1.5 - Tue Feb 5, 2008 7:04 PM EST

{"commentId":1439262,"authorDomain":"zzamboni"}

ZZamboni

The link in my previous comment got deleted, but the page I was referring to is in the iGTD web page, under Help -> Using tasks -> Adding tasks -> Apple mail rule.

{"commentId":1439262,"threadId":"180175","contentId":"1117611","authorDomain":"zzamboni"}

#1.6 - Tue Feb 5, 2008 7:12 PM EST

{"commentId":1211159,"authorDomain":"ueila"}

Bill Wilkins

The elegance of Things is its simplicity and ease of use without all the Bells'n'Whistles you find in other GTD applications. Personally I don't need Quicksilver or Mailtags or Applescripts or integration with iCal, my mobile phone or PDA. A few nicely formatted reports in both A4 and A5 size would be useful.

I'm a firm believer of KISS systems i.e. KeepItSimpleStupid.

Bill in CH

{"commentId":1211159,"threadId":"180175","contentId":"1117611","authorDomain":"ueila"}

#2 - Sat Nov 24, 2007 4:09 AM EST

{"commentId":1211428,"authorDomain":"powell"}

Aaron Ross Powell

That's what I have most liked about using Things so far: If you want all those extras, they're there (or will be as the features are built in). But if you don't, you can ignore them and don't have to deal with them cluttering up the interface.

Nicely printed task lists is something I suggested to the developers early on and they told me it's definitely something they intend to include.

{"commentId":1211428,"threadId":"180175","contentId":"1117611","authorDomain":"powell"}

#2.1 - Sat Nov 24, 2007 9:31 AM EST

{"commentId":1211355,"authorDomain":"2klix"}

2klix

I just wanted to drop you a line to let you know that I've posted a small article on my blog with a link back to this post. It's a good read and I look forward to trying out Things.

I can't comment on the other Apps mentioned but Things looks straight forward enough to me and I guess that's what this Things is all about, scattered minds don't need complications they need simplicity!

{"commentId":1211355,"threadId":"180175","contentId":"1117611","authorDomain":"2klix"}

#3 - Sat Nov 24, 2007 8:47 AM EST

{"commentId":1211594,"authorDomain":"jayr"}

jayr

I've tried them all, except Things. I really hope I get to test it out soon. THE ONLY FEATURE I really want to see out of any of these GTD apps is a very simplified view option.

You mentioned the ability of Things to get out of your way, how? Ideally, if I'm not managing a GTD app I'm actually DOING the work I need to do. And when I'm doing this I'd love for Things to be able to "minimize" or whatever to a small "to-do" list so I could quickly check things off as I go and see the progress I'm making.

Any chance of having a small footprint window? I'd even be more than happy to be an investor if that were in the cards! Thanks for the great review!

{"commentId":1211594,"threadId":"180175","contentId":"1117611","authorDomain":"jayr"}

#4 - Sat Nov 24, 2007 11:12 AM EST

{"commentId":1212221,"authorDomain":"powell"}

Aaron Ross Powell

The small window is a pretty neat idea. Or maybe even something like a pop out sidebar along one side of the screen.

What I mean by getting out of the way was more in just a complete lack of interface clutter. That makes the actual task list stand out a lot more and is thus easier to focus on. If you haven't already, you should check out the screencast I link to in the article. That'll give a more visual explanation of what I'm talking about.

{"commentId":1212221,"threadId":"180175","contentId":"1117611","authorDomain":"powell"}

#4.1 - Sat Nov 24, 2007 3:35 PM EST

{"commentId":1213248,"authorDomain":"robsquared"}

robsquared

Maybe it could be a dashboard widget. That way it is kept out the way until you need it quickly... you check it off and then you're back to your work.

{"commentId":1213248,"threadId":"180175","contentId":"1117611","authorDomain":"robsquared"}

#5 - Sat Nov 24, 2007 11:31 PM EST

{"commentId":1229077,"authorDomain":"ackpfht"}

Ackpfht

Quicksilver plugin + iPhone sync = sign me up! ;)

{"commentId":1229077,"threadId":"180175","contentId":"1117611","authorDomain":"ackpfht"}

1 vote

#6 - Fri Nov 30, 2007 7:35 AM EST

{"commentId":1243074,"authorDomain":"gatada"}

Johan H.W.

I do not get the grouping of hierarchical tags in the tag bar to work like you describe. They don't group at all basically. I have several tag groups, but the group title is never shown - only the contained/used sub-tags.

Can someone please tell me how they got this to work?

Quicksilver plugin + iPhone sync for me too thank you!

{"commentId":1243074,"threadId":"180175","contentId":"1117611","authorDomain":"gatada"}

#7 - Wed Dec 5, 2007 5:33 AM EST

{"commentId":1243337,"authorDomain":"powell"}

Aaron Ross Powell

If you go to the Window menu and open Tags, you'll see the list of all of them. From there, you can drag tags onto each other to create hierarchies.

{"commentId":1243337,"threadId":"180175","contentId":"1117611","authorDomain":"powell"}

#7.1 - Wed Dec 5, 2007 9:02 AM EST

{"commentId":1251222,"authorDomain":"avocade"}

Oskar Lissheim-Boethius

This sounds exactly like the app I've been looking for for three years. If they make the lock-in problem a non-issue (well-formed XML export, et al.) then they'll have a true winner.

{"commentId":1251222,"threadId":"180175","contentId":"1117611","authorDomain":"avocade"}

#8 - Fri Dec 7, 2007 6:59 PM EST

{"commentId":1253750,"authorDomain":"powell"}

Aaron Ross Powell

The Things data file is XML, so even without an export function, it already does what you need.

{"commentId":1253750,"threadId":"180175","contentId":"1117611","authorDomain":"powell"}

#8.1 - Sat Dec 8, 2007 8:43 PM EST

{"commentId":1278888,"authorDomain":"eddiepop"}

Eddie1

After reading that "iGTD continues development and is unquestionably the best free alternative" I decided to give it another try. It seems to have improved since the last time I used it, but I still would not use it as my GTD application. I was glad to see that "Waiting for" is implemented now, but I did not find a clear way of working with delegated tasks.

In my experience Thinking Rock "continues development and is unquestionably the best free alternative" :)
I like it so much that I paid for it, so it was not free for me, but it is certainly the best GTD program I have used. Some programs look nice (Inbox), others are innovative in their approach (Ready-Set-Do!), but not one has come close to actually being a GTD application that is practical to use on a day-to-day basis. Great reporting features, integration with my mail application, cross-platform, etc. It has a slightly higher learning curve, but it is definitely worth it.

Things looks interesting and promising, but from what I've seen chances are that I'll stay with Thinking Rock and/or OmniFocus once more bugs are squashed. I'll have to wait and see if Things really is "Mac GTD at its Best" once alpha/beta testing is done, but for me the standard has been set by Thinking Rock, even with it's unMac-like interface :)

{"commentId":1278888,"threadId":"180175","contentId":"1117611","authorDomain":"eddiepop"}

#9 - Mon Dec 17, 2007 1:43 PM EST

{"commentId":1278932,"authorDomain":"austingovella"}

Austin Govella

For ease of input and anywhere access, I'm really loving I Want Sandy (iwantsandy.com).

I keep trying desktop apps, but it's hard to compete with ubiquitous access. And with Jott, I can even phone tasks and appointments in.

Checking Things out now though. Just got my alpha invite, so I'll know more in about a week.

{"commentId":1278932,"threadId":"180175","contentId":"1117611","authorDomain":"austingovella"}

#10 - Mon Dec 17, 2007 1:55 PM EST

{"commentId":1290000,"authorDomain":"mdhshopper1"}

Michael Harvey

I would love a GTD program that also allows me to store supporting files (or aliases to files), hyperlinks, email messages, and other supporting data along with the task. Unless I'm mistaken, both iGTD and OmniFocus provide some functionality in this area. I'm trying to get around the requirement to use an application like Yojimbo or Notebook in addition to a GTD program.

{"commentId":1290000,"threadId":"180175","contentId":"1117611","authorDomain":"mdhshopper1"}

#11 - Thu Dec 20, 2007 4:24 PM EST

{"commentId":1501166,"authorDomain":"zzamboni"}

ZZamboni

Michael - Things allows you to drag any type of link into the Notes field of a task or project. I use it precisely for the purpose you describe: to have available with the task any emails, files, web pages or notes (I use Journler) needed for doing the task.

{"commentId":1501166,"threadId":"180175","contentId":"1117611","authorDomain":"zzamboni"}

#11.1 - Sat Feb 23, 2008 6:29 PM EST

{"commentId":1296537,"authorDomain":"DanLS"}

Dan LS

Just thought you'd like to know, a link to this article is posted on the Things site at http://culturedcode.com/things/ underneath Read More.

I also got access to the alpha version and while I've never used a GTD system or program (mostly because they've all seemed too complicated), Things looks and feels like something i'd actually use. I don't know if I can describe it better than that, but it just seems easy. Only time will tell, of course, but its extremely promising.

{"commentId":1296537,"threadId":"180175","contentId":"1117611","authorDomain":"DanLS"}

#12 - Sun Dec 23, 2007 2:38 AM EST

{"commentId":1323345,"authorDomain":"jsuplido"}

Joel Suplido

I've just discovered Things and have signed up for testing. I do hope I get in soon.

I used Actiontastic but I see a lot of promise in Things.

{"commentId":1323345,"threadId":"180175","contentId":"1117611","authorDomain":"jsuplido"}

#13 - Thu Jan 3, 2008 12:43 AM EST

{"commentId":1848081,"authorDomain":"andyviloria"}

AndyV

The new version of Things synchronizes with Apple's Calendar and To-do now. It rocks! Now, I wished an iPhone version/sync is next.

{"commentId":1848081,"threadId":"180175","contentId":"1117611","authorDomain":"andyviloria"}

#14 - Wed May 28, 2008 12:20 PM EDT

{"commentId":1857883,"authorDomain":"mosstrooper"}

mosstrooperDeleted

{"commentId":1873928,"authorDomain":"dawnriser"}

dawnriser

Things is what I didn't know I wanted but having tried it it's "always on". Yojimbo, iCal, MailTags and Things and my life is organised.

{"commentId":1873928,"threadId":"180175","contentId":"1117611","authorDomain":"dawnriser"}

#16 - Mon Jun 2, 2008 3:10 AM EDT

{"commentId":2114400,"authorDomain":"solutions-2"}

Robb Novak

OK. great posts everyone, and as a new Mac user, I am trying to migrate my system over. No small feat. I have used GTD for years with the Outlook plugin and would love to use an app actually designed for this methodology.

That said, the biggie i see is a need for the ability to enter a SERIES of quick tasks into the software without using custom keystrokes to activate the quick entry screen everytime. That is a default outlook -task feature that the plugin exploits.

Finally, could someone explain to me in new switcher terms....what is Quicksilver? i have downloaded and tried, but am really confused as to its overall function.

Thanks,
Robb

{"commentId":2114400,"threadId":"180175","contentId":"1117611","authorDomain":"solutions-2"}

#17 - Thu Jul 3, 2008 7:52 PM EDT

{"commentId":2125522,"authorDomain":"powell"}

Aaron Ross Powell

Robb-

Welcome to the Mac fold.

Quicksilver can be a little difficult to get at first but, trust me, it's worth taking the time to play with. I can't imagine not having it. Merlin Mann has a nice little video intro (http://www.43folders.com/2006/07/26/macbreak-quicksilver) and a google search for "quicksilver intro" or "quicksilver tutorial" ought to turn up a good deal more.

In Things, there isn't a way to enter more than one task at a time in the quick entry window, but you can do it pretty easily in the main Things window. Just hit space bar, type the task name, hit return, and then space again to start a new task. You can skip the last step by hitting option-return after typing to auto start a new task.

Hope that helps.

{"commentId":2125522,"threadId":"180175","contentId":"1117611","authorDomain":"powell"}

#17.1 - Sat Jul 5, 2008 10:55 PM EDT

{"commentId":5085179,"authorDomain":"director-9"}

Kip-850638

I agree THINGS has some nice design features, but it seems to be woefully under developed, particularly for softare that is offered for sale. For instance, the whole <People> category has no functionality whatsoever, other than just dropping in names from your address book.

{"commentId":5085179,"threadId":"180175","contentId":"1117611","authorDomain":"director-9"}

#18 - Fri Jan 30, 2009 2:40 PM EST

{"commentId":5106953,"authorDomain":"powell"}

Aaron Ross Powell

Kip, I agree that the People feature isn't terribly useful. The intent originally was to have some kind of task sharing built in, but that didn't make it to the 1.0 release. It's not completely lacking functionality, though, as you can assign tasks to people once you've added them from the address book, and this lets you keep track of what you've asked other people to do.

But that strikes me as the only area Things is wholly underdeveloped in. Yes, there are some features I like to see added (sub-projects and smart lists/folders, for instance) but it's a very complete program.

{"commentId":5106953,"threadId":"180175","contentId":"1117611","authorDomain":"powell"}

#18.1 - Sat Jan 31, 2009 7:14 PM EST

{"commentId":5185385,"authorDomain":"director-9"}

Kip-850638

I agree to a certain point, but I do not agree that an app with whole sections that are functionless is not ready for market. Simply setting task for people is not the only reason there should be functionality for people. Rather, one should be able to drag people into projects and assign them tasks that are then tracked relationally with emails sent; meetings dates; other projects, etc.

{"commentId":5185385,"threadId":"180175","contentId":"1117611","authorDomain":"director-9"}

#19 - Wed Feb 4, 2009 9:49 PM EST

{"commentId":5188044,"authorDomain":"tcervo"}

gecko85

Things is not a project management tool. It's a personal task manager. What your'e describing is a full-blown project management application, which Things is not and does not try to be. There's absolutely no reason to have other people, tracked or otherwise, in a personal task manager.

{"commentId":5188044,"threadId":"180175","contentId":"1117611","authorDomain":"tcervo"}

1 vote

#19.1 - Thu Feb 5, 2009 2:01 AM EST

{"commentId":9113109,"authorDomain":null}

For those following this article late, the creator of iGTD, Bartek, has joined the Things development team. This is going to be a great GTD app if he brings some of the cool features in.

{"commentId":9113109,"threadId":"180175","contentId":"1117611"}

#20 - Fri Aug 28, 2009 10:15 AM EDT

{"commentId":9114058,"authorDomain":"tcervo"}

gecko85

And he's already brought several new features that were favorites of iGTD users over to Things, and has big plans for the next release. This is great news! After trying several of the GTD apps, I finally settled on Things once they released their iPhone app. Seems like a good decision keeps getting better.

{"commentId":9114058,"threadId":"180175","contentId":"1117611","authorDomain":"tcervo"}

#20.1 - Fri Aug 28, 2009 11:07 AM EDT

{"canLink":false,"threadId":"180175","isPrivate":false}

AARON ROSS POWELL

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A Preview of Things: Mac GTD at its Best

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