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It's time to (re)start the Mac information manager series, a project I began a year and a half ago. I now (finally!) have the time to dedicate some time to this. What follows is a brief synopsis of what I've already written about, presented so that it's not necessary to refer back to older posts. I also set the stage for where I intend to go with the series from this point forward.

Here, then, is a recap:

You may be familiar with the archaic acronym PIM (Personal Information Manager). As I said in a previous post, I think this term is hopelessly broad and meaningless. Every program used on a home computer is, in a sense, a personal info manager. For the purpose of these reviews, then, I've decided to ditch PIM. I'm adopting a new acronym I'll call MIP (Making Info Perform). It's a bit cheesy, but I think MIP better captures a certain spirit of the myriad info management solutions out there today: the promise is to not only harness the chaos that is your data, but to feed it back to you with ease, and in ways that foster insight and creativity. That's what I expect out of my info management tools, at any rate.

Such tools are increasingly necessary to manage the flood of text, documents, PDFs, images, bookmarks, emails, multimedia files, snippets, and notes that comprise our digital life. The good news: there are many solid productivity and organization applications for the Mac to help reduce your clutter, most of which offer ample free trial periods. The bad news: they all claim to be the perfect solution for organizing your mess of information. Which app to choose?

That's what I'm trying to answer here by taking a thorough look at a selection of some of the more popular Mac-based info managers. Personally, it's a good time for me to tackle this. While I've used Yojimbo for several years, I'm not sure it's the app I want to stick with. Since Yojimbo recently released version 2 of the app (requiring a $20 upgrade fee), I want to better understand my alternatives before paying out.

If you're familiar with the backstory to this series, you know that I've struggled with identifying which apps to include. Now I've nailed down the list to include EagleFiler, Yojimbo, Together, SOHO Notes, and Circus Ponies Notebook. My selection criteria is based on several factors: personal interest, popularity in the Mac community, and reader feedback from the early days of this series. As I already covered Yojimbo when I began this series, I'm not going to review it again in full. Instead, I'll present a short update to reflect what's new and notable in version 2. I recognize that this is not a complete list, but it's a decent cross-section.

A key challenge I've faced in preparing to review these apps is one of classification. These tools do many different things, but they have common elements. One goal of this project is to find a way to tie them all together in some sort of framework. I think I now have a decent working model. When we last left off (a long time ago), I proposed that information managers for the Mac generally fall in three main categories:

Finders

These applications strive to serve up something better than Apple’s Finder to archive, organize, and search through your important documents. Apps in this category tend to focus on giving you powerful metadata tools to help you find what you need and organize your existing documents/files. Examples are Leap, PathFinder, EagleFiler, Together, DEVONThink.

Creators

These apps focus on providing a better notebook experience. They provide a central repository to create and collect notes, ideas, snippets, multimedia clips, and (to a lesser extent) existing documents. Simple interfaces, quick entry, and rapid search are emphasized. Examples are Yojimbo, Evernote, Notebook, VooDooPad

Visualizers

These applications focus on providing a better creative space in which to help you plan projects, discover relationships, and gain insight into your data. Examples are Curio, Tinderbox, OmniOutliner.

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How do we tie these categories together? I originally tried placing the categories on a linear spectrum, but several readers pointed out that a triangle plot would be more apropos. I have to agree (for the backstory on this, read the comments of the Spectrum of PIM post). So here's the triangle, in all its glory:



The idea behind the triangle is that there’s a lot of overlap in function between the various info management tools out there, so this plot is a way to show where an app falls in terms of utility as a file organizer (F=Find), note creator (C=Create), or visualizer (V=Visualize). The corners of the triangle represent 100% Finder (bottom left point), 100% Creator (top point), and 100% Visualizer (bottom right point). The farther you get away from any one of these points, the lower the percentage for a given category.

If you're not familiar with how to read this sort of plot, it's easiest to see how it works by way of example. And since this isn't an exact science, I'll employ a simpler version of the triangle for my reviews. Here's what the triangle plot looks like sans percentage lines for EagleFiler, as an example:



I place EagleFiler at a location that represents about 75% file organizer, 20% notebook, and 5% visualization tool. Make sense?

I’ve included Visualizers in this model based on the recognition that is an important sub-category of the genre, but I've decided to limit my reviews to tools that fall more in the finder and creator categories. Still, it's useful to include visualizers for two reasons. First, some of finder/creator focused-apps have functions that fall within the visualization realm. Second, some of the visualizing tools on the market include note-taking and file organizational features. My hope is that the triangle will, at a minimum, provide a handy way to think about any given info management tool (even if that app isn't covered in this particular series, and even if you don't agree with my where I place a particular app). In other words, this framework hopefully accommodates all or most of the apps that fall within the broader 'information manager' category.

OK. That's enough about the triangle.

In closing, I want to reemphasize a few points I previously made to set the stage for the resumption of these reviews: some of these tools focus on organization, some on creating new info, and some focus most on tying together all stuff into some sort of coherent package so we can find our way forward. There aren’t necessarily clear winners that do it all. Our challenge is to pick the right apps to do the job in a way that is natural for us. It may mean using more than one info management tool.

The question, then, is how do these various organizers measure up? I'll be looking at the aforementioned apps with a focus on answering the following questions:

1. Could I figure out how to use the application with minimal fuss (preferably without referring to documentation)?
2. Was I still enthusiastic about using the application after a week of use?
3. How well does the app integrate into the Mac OS?
4. How well could I manage all of my tasks (work, home, play, etc.)
5. How did the program ‘feel?’ How ‘mac-like’ is it?

Now on to the reviews.

I just upgraded to WordPress 2.9, neglecting beforehand to deactivate my plugins. This is a mistake. If you’re using WP.org and install updates manually as I do, ensure you turn your plugins off. Also ensure you take the time to back up your site and your MySQL database. It’s worth the extra effort in case anything else goes wrong.

At any rate, after I performed the update, I could see my site but was unable to access wp-admin. The solution: I removed all of my plugins using my FTP client. It loaded without a problem after that. Then I added the plugins back one at a time until I found the offending item. In my case, it was WP Security Scan. I’m sure the developer of this plugin will release an update imminently, but it is currently incompatible with the 2.9. Once I removed it, all was well.

Last week, the tech world was abuzz with the launch of Google's new public Domain Name System (DNS) resolution service.

Since I posted a while back about OpenDNS, I thought I'd share my thoughts on this subject. The main question I set out to answer is whether or not I should switch from OpenDNS to Google's Public DNS?

As I began this experiment, my most important criteria was speed. Which service offers the fastest browsing experience? To answer that, I searched around and discovered this helpful post on TechSutra — Google DNS vs OpenDNS: Google Rocks for International Users.

One of the readers over at TechSutra (Stevan Bajić) wrote the following bash script to test out the speed of four popular alternative DNS services. To use this script, run this in terminal (you can enter any domains you want here):

#!/bin/sh
isp=$(dig +noall +stats 2>&1 | awk '$2~/^SERVER:$/{split($3,dnsip,"#");print dnsip[1]}');
m="-------------------------------------------------------------------------------";
s="                                                                               ";
h="+${m:0:25}+${m:0:12}+${m:0:12}+${m:0:12}+${m:0:12}+${m:0:12}+";
header=("Domain${s:0:23}" "Your ISP${s:0:10}" "Google${s:0:10}" "4.2.2.2${s:0:10}" "OpenDNS${s:0:10}" "DNS Adv.${s:0:10}");
echo "${h}";
echo "| ${header[0]:0:23} | ${header[1]:0:10} | ${header[2]:0:10} | ${header[3]:0:10} | ${header[4]:0:10} | ${header[5]:0:10} |";
echo "${h}";
for i in "lifehacker.com" "facebook.com" "viewfromthedock.com"  "reddit.com" "tb4.fr" "bbc.co.uk";
do
  ii="${i}${s:23}";
  echo -ne "| ${ii:0:23} |";
  for j in "${isp}"  "8.8.8.8"  "4.2.2.2" "208.67.222.222" "156.154.70.1";
  do
    r="${s:10}$(dig +noall +stats +time=9 @${j} ${i} 2>&1 | awk '$2~/^Query$/{print $4" "$5}')";
    echo -ne " ${r:${#r}-10} |";
  done
  echo -ne "n${h}n";
done

I ran tests at different times of the day, and on different days. For me, OpenDNS and Google were consistently fast. Results for Level3, DNS Advantage, and my ISP varied widely (sometimes I'd get decent results, sometimes response times were abysmal).

While the results I received from Google and OpenDNS were best, the difference in speed between the two was negligible. We're talking milliseconds here, after all. I don't think I'm really going to notice the difference between a response time of, say, 11 ms and 13ms (although research indicates that milliseconds do makes a difference).

 

One think to keep in mind is that the initial test you perform may return slower results than subsequent tests for some obscure sites. The first time you search for www.threetastes.com, for example, (my wife's blog) the DNS service will likely have to go out and get this IP address from an authoritative server. After that first lookup, the IP will be cached with the DNS server, so the response time will be quicker for subsequent tests. In short, run multiple tests.

My results jibe with those coming in from readers at TechSutra: that OpenDNS may have a slight edge for many U.S. locations, while Google DNS may have the edge for users outside of the U.S. Best to test it out the alternatives for yourself.

So, I've established that Google DNS and OpenDNS offer comparably faster DNS lookups compared to my ISP. Both services also offer security features to make browsing safer (my ISP may have these features, but I have no way of knowing what's going as these details aren't published. I have greater confidence that Google and OpenDNS DNS servers are not and will not be compromised).

Now, which to choose?

1. Do I want to use yet another Google service?

I'm not too worried about this. Google privacy policy is very clear. I've experienced no cause for concern with my Google services.

2. Do I have a problem with the way OpenDNS operates?

When I began this comparison, the answer was 'not really.' After pondering this for a while, I have to say I do have a problem. With OpenDNS, if you type in a domain that does not exist, you are redirected to an OpenDNS ad-based search page. This is bad behavior. I knew this already, but I didn't worry about. I turned off NX Domain redirection in my OpenDNS user settings. Here's the part that annoys me: OpenDNS describes this feature as 'typo correction,' but say nothing about how this is tied to redirection to their own ad page if the domain can't be resolved. They should take a cue from Google and explain this more clearly. Sure, this service corrects typos (changes .cmo to .com, for example), but this is only a minor feature of a service that's really about generating revenue from the mistakes people make in entering URLs. In addition, when you perform a Google Search using OpenDNS, your request is redirected to an OpenDNS server before going to Google by default. This may also be turned off (by unchecking 'Enable OpenDNS Proxy') but it's not really clear how to do it. And let's face it, most users aren't going to mess with OpenDNS advanced settings. Lastly, you must have BOTH 'Enable OpenDNS Proxy' and 'Typo Correction' turned on to enjoy the benefits of OpenDNS' content filtering features (one of the big reasons people like OpenDNS).

Here's the bottom line: OpenDNS offers a fast DNS service that includes many extra free or pay features. It's a good option if you need those extra features and aren't worried about the way the service handles your requests. The main gripe I have with OpenDNS is that they are not transparent about how they're doing business. Google, on the other hand, offers a fast DNS service and reliable security features. It's a good option if you don't need extra bells and whistles.

Think I'll switch over to Google DNS.

This may be old news to most readers, but in case you’ve missed it, Blacksmith Games has organized a holiday giveaway of one iPhone game per day for the month of December. It’s called Appvent Calendar 09. Some of the games are quite good. Today, for example, you can pick up an excellent well-designed, and beautifully illustrated game called Blimp from Craneballs Studios (normally $2.99).

Also of note on the App store, Nuance Communications recently released a very impressive spoken word-to-text translation tool called Dragon Dictation. It’s free for a limited time. I’m very impressed with the accuracy of the app. It’s produced using the same engine behind the popular (and expensive) desktop clients Dragon Naturally Speaking and Mac Dictation. Once you capture your text, you can copy it to the clipboard, email it, or send it as a text message. Note that the app works by ferrying your voice recording to servers at Nuance, hence you need a WiFi or cellular connection. While translation speeds are zippy over WiFi, it’s a bit slow on my Edge connection. Of course, it’ll be faster on the 3G network. It’s definitely worth picking up while it’s free.

Last but not least, it’s worth your time and effort to monitor price drops and giveaways on the App store this month. There are a ton of one-day-only and limited-time holiday deals hitting the store each day. I use a free iPhone/Touch app called AppMiner to keep on top of the deals. Appshopper.com and 148apps.com are also good places to monitor price drops and promotions online.

snail-mail holiday card on your behalf to a (U.S.-based) recipient of your choice. There are six Gmail-themed cards to choose from.

A kind gesture? A small test of a future Google service? A subtle nudge to get would-be Gmail users online? The Gmail team says it's simply a 'token of appreciation to our most enthusiastic fans.' My guess is that the offer will be up a week or less before they're overwhelmed by requests.

Things from Cultured Code will be officially unveiled at Macworld Expo in one week. Today, Things 1.0 Release Candidate hit the streets.

I’ve been using this app for a long time now. It feels like it’s been in Beta forever. I am grateful that I’ve had the chance to use it for free for so long, and now I’m ready to plunk some money down.

That Things took so long to reach 1.0 (it was originally slated to come out last Spring) speaks volumes about the care and attention placed into creating this app. If you want to get a sense for how much care and attention we’re talking about, check out the blog entries chronicling the development process.

In short, if you’ve never used it, try it out. If you find it as useful as I do and also own an iPhone or Touch, consider getting the mobile version as well. The syncing is flawless.

Things is one of the most elegant and polished apps that I’ve used. It promises to be a well-deserved hit.

Dropbox to ferry files around using the public folder, don't miss this time-saving Services add-on.

Once installed, right-click on any file on your Mac, select the 'Services' menu, then choose either 'Move' or 'Copy to Dropbox.' That's it. Your file is moved (or copied), and the public link to the file is copied to your clipboard, ready to send.

Many more useful services are available at Mac OSX Automation.

So you decide to buy a copy of Things from Cultured Code. You've read great things about it (no pun intended), and you're ready to graduate from chaotic analog scratchings on a notepad to an elegant digital management process using an award-winning application.

Impatient, you give the instructions a cursory glance, then begin madly entering tasks. A week later, you note that most of the items you dumped in the inbox during the first week are overdue. Your initial enthusiasm wanes. You want to use this app, but old habits die hard. With a tinge of guilt, you keep reverting to writing down your tasks on a notepad.

One day, you decide to give it another go. You paid for this app, after all. Months go by. In time, you learn just enough (largely through trial-and-error) to use Things as a basic task management tool. Habits are formed. You know how to add new task items, create projects, set due dates, and tag your items. But your list is still chaotic. Your tags are haphazard. You start a project, then abandon it. You tend to stick all of your tasks in the inbox and leave them there. While you've made the switch to digital task management, you know that you're not taking advantage of the power under the hood. You know that—if you took the time to really grok this app—you'd be more productive.

Like many of the other Mac apps you've purchased, Things is a tool you want to learn how to use in the way it was intended to be used—but time is at a premium. And, let's be honest, you just aren't going to take the time to read the documentation.

Enter the screencast. For many people, it's hard to really get how to use an app by reading written instructions. It's much easier (and more enjoyable) to watch a video demonstration.

series of high-quality videos that teach you how to deploy your purchase. These videos are available at ScreenCastsOnline, a one-man show run out of the UK offering high-quality video productions that illustrate how to use the Mac OS and a variety of popular Mac software titles.

If you don't want to or can't afford to subscribe to this service, you'll still find excellent free tutorials here. And if you're willing to invest a modest amount of cash to learn how to better use your apps and operating system, now is the time to grab a membership. This month, ScreenCastsOnline is offering a 50 percent discount. At $57 for a six-month membership, this a good deal. You get a lot for your money.

Disclaimer: I don't subscribe to ScreenCastsOnline, and I'm not sponsored by this operation in any way. But I've viewed many SCO videos and have found that they are uniformly outstanding. Take a look at some of the many free screencasts on offer and decide for yourself. I say that if you're going to pay for a Mac application, it's in your interest to learn how to use it well. I think this is one of the best ways to do this.

Another solid option is Lynda.com. The reason I don't subscribe to ScreenCastsOnline is that I'm fortunate enough to enjoy unlimited access to Lynda through my employer, so my plate is full. This site offers a huge selection of tutorials, enough to keep me occupied for years. If you are in the business of web development, graphic design, video work, photography, audio production, or Flash development, you'll get a lot out of these tutorials.

Here's the difference between the two: SCO is consumer-focused and Mac-centric. Lynda.com is geared towards corporate users who have employees on a variety of platforms with specialized needs. SCO focuses on Mac-specific OS and app tutorials that meet the needs of most Mac users. Lynda.com focuses on professional development and training for higher-end applications/tools like the Adobe Creative Suite or Final Cut Studio. An advantage of SCO is that you can download tutorials and keep them forever. There's no DRM. With Lynda.com, tutorials are online-only. For personal training on the Mac, SCO is the way to go. For professional training, steer to Lynda (and you may want to consider pitching Lynda to your employer. Compared to on-site training courses, it's dirt cheap).

alternativeto.net and iusethis.com.

AlternativeTo is the newer of the two sites, and I really like the approach they're taking. Pick a product (Mac, Windows, Linux, online) and see a user-generated lists of alternatives to that product. There are 15 alternatives to Photoshop for the Mac, for example. While all the alternatives are not necessarily equals to a given app, it at least provides a wide angle shot of what's available. I use it as an exploratory tool to find out about applications I've never heard of before.

The other site, iusethis, is similar. You can look up an app (Mac, iPhone, Windows) to get an idea of how many people use it, to include viewing random user comments of varying merit. As with AlternativeTo, it's easy to link to related apps to explore other solutions. This site is best for taking a quick snapshot of the relative popularity of a given app, what some people are saying about it, and for exploring the most popular apps (according to the self-selected user base of iusethis) in a given category. It's the site I use to get a ballpark estimation of what users think of a given application.

Here is an example of a confusing, muddled online purchasing experience.

It began well enough. I decided to upgrade to the latest version of VMWare Fusion 3 prior to installing Windows 7 on my Mac. I had heard that VMWare's virtualization offered faster boot times, better integration with the Mac OS, and best-in-class support for the 64-bit version of Windows 7. I started my journey by reading up on the new features on the VMWare site. Then I read about what would be included with my purchase:



I hesitated. Did I really need to pay $20 more? Was this indicating that VMWare intends to release version 4.0 within the next 12 months? Are they saying that, with the basic $40 upgrade fee, I can expect to pay $40 again within a year for version 4? And that paying $20 now will save me $20 down the road? That might be worth it, but I didn't have enough information to make the decision. Who knows? They aren't telling. They just throw it out there that it may be a good idea to 'protect your investment.' Nothing explicit is stated. In the absence of clarity, I decided to go with the simple $40 upgrade. I reasoned that the last point upgrade occurred more than 12 months ago, so I'm probably OK with the basic upgrade. I imagine many a consumer will opt for the 'protect your investment' path. I hope it works out for them. VMWare should more explicitly state what this 'protection' offers. As is, it seems like a cheesy ploy to make some extra cash.

On to the next step. Next, I'm presented with options to 'add functionality' to my selection.



This step in the ordering process is particularly frustrating. It's also devious. For $30 more, I could choose per-incident email support for one incident per year. By clicking on the link for this option, I received an explanatory pop-up message indicating that this would afford me email/phone support from a Technical Support Engineer. I would also get 'documentation, Knowledge Base articles and discussion forums through the VMware web site.'

Do I need this? I don't think so. I had just read on the previous page that my $40 upgrade fee comes with 18 months of free email support. And documentation, forums, and Knowledge Base articles are complimentary for all registered users of VMWare Fusion. So what does this 'added functionality' get you? Nothing that you probably couldn't figure out from the forums. And if you do need to send an email to VMWare to get help, you can do so without spending extra money. They claim target response times within 24 hours for all severity of problems. That's pretty good free support.

I say this step in the ordering process is devious because it's poorly explained, and I think deliberately so. The explanatory pop-up window is vague, and there's no link anywhere to the VMWare Support Options page, where all of this is explained in much greater detail (I tried to get there by choosing a 'Support' link located at the top of the 'Customize Your Order' page, but I was taken to a page entitled 'Buy VMWare Support.' Here, I was presented with yet another offer to purchase per-incident support).

Last point: the design of this page is such that the 'Add to Cart' button is clear and obvious, but the 'No Thanks - Proceed to Checkout' link is small and unobtrusive. I've seen this sort of thing in many places around the Web, as I'm sure you have. It's a subtlety designed to get people to spend more money, simply because many people aren't paying attention. This sort of thing is not customer friendly. It's customer hostile.

At any rate, I moved on. After I made my purchase, I was directed to a download page. Here, I was presented with yet another confusing choice: do I want to download the full or the light version?



Aha. It turns out the the light version only comes with VMWare tools to support the Windows and Mac OS. The full version includes support for a wide variety of operating systems. Why wasn't this important point mentioned in the first place?

I don't want to sound like an Apple snob here, but I don't have experiences like this when purchasing third-party software for the Mac. When I buy software, I expect high-quality software. And my expectations extend to the online presence of the developer: I expect the design and messages on the developer's Web site to focus on generating a positive customer experience through the entire process (to include purchasing and upgrading). I don't expect what I used to experience all the time when buying software online in my Windows days: vague descriptions, bundled 'complimentary' subscriptions, shifty designs to encourage click-through on money-making bits, and other clever marketing ploys that emphasize making money over concern for the customer.

Message to VMWare: this kind of nonsense does not inspire customer loyalty. I could pack up and move to Parallels. You should really treat me better.

Now that I've got that off my chest, I'm happy to report that the new version of VMWare works quite well. I'm happy with it.

If you do buy VMWare Fusion 3.0, be sure to download the free Take Control of VMWare 3 from TidBits. It's free thanks to sponsorship from VMWare. The Take Control e-books are great, by the way — I've purchased several and find them to be excellent references. They usually cost between $10 to $12 bucks a pop, so this is an exceptional offer.

Philip Glass album, which I learned about via Twitter.

To my surprise, I discovered 140 other free MP3 albums on the site. I had no idea.

I’m a big fan of international/roots music, so I was thrilled to find many free albums in this genre. These are all sampler compilations, so it’s hit and miss—but there are some good songs to be discovered. I’m not too surprised about that—the point of sampler music is to get you to buy albums from the featured label, so it’s in their interest to include a solid cross-sample of their best offerings.

Back in the day (just a few years ago, really), I frequently picked up low-cost or free sampler albums from labels in music stores. These days, I tend to get my music online from two primary sources: iTunes and Mondomix (before Mondomix, I frequented the now-defunct Calabash, which was bought out by Mondomix). I haven’t bought much from Amazon.

Here’s my point: iTunes doesn’t offer much in terms of free ‘sample’ music beyond the ‘Free Single of the Week.’ Calabash used to offer a lot of free singles. Mondomix does not, but they do offer streaming radio mixes and a decent podcast (it’s in French, by the way). There are not many online sources that offer a place to pick up free sample compilations anymore. Amazon, it turns out, has some of the best free offerings I’ve come across. Who knew.

At any rate, here’s what I think are some of the best of the lot from Amazon’s current free ‘International’ collection:

- Pressure Sounds sampler: solid reggae and dub tracks.
- Rotana sampler: great collection of Middle Eastern sounds from a huge label.
- Saavn sampler: Bollywood music…you can’t go wrong with Bollywood tracks.
- Anana sampler: interesting collection of music from Israel.
- Epsa world music sampler: ‘tango & folklore’ from Argentina.
- Putamayo sampler: decent sampler of music from around the globe.
- Turkish hits: nice variety of Turkish artists.

A few other albums of note that I picked up from other collections:

- A surprisingly good, wide-ranging compilation of Baroque music.
- A great collection of old music (and I mean old…Medieval and Renaissance period sounds). If you like this sort of thing, by the way, I highly recommend Anonymous 4.
- An album with five solid blues-folk tracks from influential American artists on the Vanguard label (e.g. Odetta, Ramblin’ Jack Elliot).

Oh, and if you’re a Mojo Nixon fan (I’m not), head to the free album store now. Looks like pretty much all of Mojo’s stuff if currently free.

Whatever you’re into, the Amazon’s free MP3 collection is worth a browse.

Note: In case you’re wondering, this site is not sponsored in any way by Amazon.com. Just thought I’d share what I found there.