• Google Keep, an awesome note-taking and to-do lists application with a really good web-interface, and free;
• Trello, convenient lists/projects/tasks management platform (especially for group work), and free;
• Google Calendar, the de facto calendar standard for Android phones, and free;
• my A5 format weekly paper planner, and… the only not free component.

It is easy to see that I am using too many tools.

In an effort to use less tools, and also to try some of the features of TSW, I’ve performed a brief search for GTD/TSW-compatible Android apps.

TSW website is built around the Evernote app. However, I am not sure if this would be a good solution for me, as I have been already using Evernote since several years for longer-term note-keeping, and thus already have a bunch of notepads, notes, and tags there. Moreover, Evernote’s website mentions something about “offline notes” in the Premium (non-free) tier for mobile apps; this hints at the requirement to have internet connectivity to be able to work with TSW+Evernote efficiently through the day.

Oh, before I forget: all the 4 tools that I am using have their purpose, with overlap between Keep and Trello.
My A5 format paper planner (weekview compact 2015) is not a simple weekly planner; it has a structure that stimulates goal-oriented planning.
More specifically, it provides means to plan:

• the entire life, by specifying (succinct) goals in several categories (personal, work, family, social, and some others);
• the next several years (there is enough space for just a few keywords for each year);
• the entire current year (as an overview or a list of goals, without too many details);
• each quarter of the current year (with more details: goals/tasks can have specific days or date ranges assigned, and have 3 priorities);
• each week has 3 priorities for what you would like to accomplish;
• there are also other important, useful, and well-designed elements, all with high attention to details.

I mostly use the paper planner for quarter-level goals and tasks.

Trello is my primary project and task management tool, both for work and personal matters (using different boards).
It also really simplifies my weekly reports: I only have to check the Done list of the primary/project work board,
and show it to my supervisor – which (showing/sharing) is also easy with Trello.

I’m using Calendar for all the events which have specific dates/times, like meetings, deadlines, celebrations, etc.

Finally, I’ve started using Keep not that long ago as a to-do list and note-taking application. It is extremely easy and quick to use, which explains this new adoption. I use it mostly as a short-term buffer for quick (shorter than 2 hours) tasks. I have 3 separate lists: home, work, and shopping The only component which is missing if I want to use TSW is tagging of individual checklist items, together with tags search. Other than that, Google Keep is plain perfect.

The first app I had a look at was DGT GTD (alpha):

• has “@-contexts”;
• has tags;
• has search for arbitrary tag combinations (both AND and OR logic);
• no web interface, uses toodledo/dropbox/ftp for sync;
• web-interface might be available through toodledo (which has its own limitations, see below);
• overall: alpha, no easy-to-use web-interface, unclear future… though otherwise seems good.

Next, I had a look at Toodledo:

• has a free, but (seemingly quite strongly) limited version; in addition, it felt
• somehow not easy to register, thus I have not tried it.

Next was MyLifeOrganized:

• way too commercial all over – you seem to need many pieces of (paid) software, (paid) cloud sync, (paid) plans…
• no web-interface and no Linux support, only Win/Mac/iOS/Android, thus have not tried this one as well.

I was leaving better contestants (like RTM, Remember The Milk) for later:

• nice, convenient, light, keyboard-friendly web-interface;
• free version syncs with web, but only once every 24 hours;
• has locations (GPS-based) and tags;
• has inbox, personal, work, study, sent pre-defined lists of tasks; you can define your own (and delete 3 of the pre-defined, if you wish);
• can search for multiple tags using brackets, logical operators, and multiple per-task attribute filters (like timeEstimate, dueDate, etc – many of these!);
• can save searches as smart lists (at least in the Android app);
• tasks cannot be ordered manually, they can only be sorted by priority, due date, or name.

I can see myself using RTM, which feels like a quality tasks-management environment. Syncing once every 24 hours is the only free version limitation that I am sensitive to, because I tend to use web-versions (Trello, Keep) while at the computer. If you are using for planning your phone only, then RTM might be a very good fit for you.

Another detail which I find inconvenient is the inability to manually sort tasks. As I know from using Keep, manually sorting smaller tasks into their logical order by dragging is quick and easy. This RTM drawback could be worked around by sorting task list by name, and devoting the first 2 characters of the task text to its number (e.g. ’06 start scaffolding’). I am still unsure about RTM.

Given the failure of the new contestants to fit my needs, I also had a quick formal look at the tools I am already using.

Evernote:

• recommended by TSW website;
• has tags and saved tag searches;
• not sure if it keeps all notes available offline – it likely needs connection to function; it may keep the most recent notes offline, though – still have to test this;
• not exactly a to-do list, thus (much more?) cumbersome to use than Google Keep (again, this wasn’t tested yet – consider this a prejudice);
• free version has a 60 MB/month data upload limit, which should be more than enough for tasks management.

I am going to try Evernote with TSW, and see if that works good enough. I’ll update the post with the results.

Google Keep:

• very easy and convenient to use checklists;
• keeps all tasks local and always available; works offline, syncs when you have connection;
• has an efficient, quick-to-use web-interface;
• does not have tagging (only colors for notes);
• lightweight in terms of size and resources needed.

I’ll keep using keep, even if some other app becomes my primary for tasks management. It is simply too good not to use.

Trello:

• has a fairly convenient web-interface (though more complicated than Keep because of more features);
• allows easy collaboration;
• supports multiple boards, containing task lists, containing tasks, containing checklists and other elements, which all together enable fairly complex project management;
• phone app caches tasks/boards that you access while online, and can later show those while offline, but
• phone app does not allow changes while offline – you must have connection for the changes to have effect;
• has tags (labels), but these are board-specific, so it is impossible to get a flat list of all tasks from all boards filtered by some labels/criteria.

Right now I have tons of tasks in Trello, so I am not going to abandon it any time soon (unless I find a perfect alternative solution). I have already seen recipes online to adapt Trello to TSW/GTD use. This will not fix the necessity for internet connection for the app to work, though. It is also quite possible that tags + global flat list of all tasks from all boards might get introduced as new features into Trello, as it is developing dynamically and new features do get added quite often… Maybe I should leave a feature request for the developers, together with a thank-you for their excellent product.

That’s it for now, I’ll update after some more app testing.

Update 1: Trello can be quite convenient as a general GTD-like (but not quite TSW-like) app. I’ve set up a separate GTD board, with lists inbox, now, next, later, 8 project/watching/reading lists, 2 goal lists (one for the current year, one with general goals), some day, contemplate (no clear decision if an item has to be done at all), waiting, done, and discarded (something from any of the other lists which is [no longer] worth doing).

Update 2: Google Keep now has labels (aka tags)! (It now also has recurring reminders, which is cool as well.) Tags seemed to be the only thing keeping (no pun intended) Keep from being a perfectly simple and lightweight GTD/TSW app! Or so I thought. Unfortunately, there does not appear to be any way to search by several labels right now. You can search by note colors, and can select a single label to list all notes that have it, but no multiple labels… One last step missing to perfection?

Leave comments if some of my statements seem wrong, or if you know a solution which would be capable of satisfying my needs

Back in 2007 I wrote a brief review of web-based project management tools. After that, I started using dotProject for personal projects management. I’m still using it, but for collaborative project management, communication, and tasks/milestones tracking dotProject isn’t perfect.

I need a tool, which is

• collaborative
• web-based (to allow effective collaboration)
• preferably free
• has concise per-project activity log
• minimal required functionality: tasks, milestones, files, and status updates.

After trying a few things, our small team settled for now on using github + pivotaltracker jira + confluence + flowdock.

Here’s a full list of tools briefly reviewed. I’ve been already using ProjectPier, so I’ll start with this software.

ProjectPier (used myself)

• dashboard: all events log
• interface similar to Basecamp; themable/skinnable
• all the basic features are there (milestones, tasks, task lists, messages, files)
• modular (functionality is in plugins)
• easy to install (requires PHP and MySQL)
• is being maintained/developed (maybe slowly, but that doesn’t mean much)

Not much to add. Simple, functional, worked good for a 1-person “team” (that is, for personal projects management). Have no idea how it scales to more people.

Collabtive

• desktop: just an overview, no log of events; project view has ‘activities’ log
• [too much?] eye-candy, JS-reach default interface (themable/skinnable)
• projects, tasks, milestones, messages, files
• calendar, time tracking
• is being maintained/developed

Open Atrium

• Drupal-based, thus probably the most flexible (but requires time investments to change functionality)
• 6 features: blog, wiki, calendar, to-do list, shoutbox, and a dashboard to manage it all
• has “recent activity” log
• issues tracking
• I guess it is heavier than others in use patterns: requires more clicking and typing (as it has more features), and there seem to be no concepts of milestones and projects – just tasks

Projectfork

• possibly Joomla-based
• free, with commercial add-ons, themes, and maybe support
• projects, milestones, tasks with priorities, files
• calendar, discussion board, time tracking
• activity stream (premium add-on)

EGroupware

• hosted, commercial
• free community version is available for download
• projects, tasks, sub-tasks, files
• address book, calendar, chat, issue tracking system, time tracking
• knowledge base, wiki
• news, polls
• interface seems very responsive (JS-reach)
• large, feature-reach: might be an overkill where basecamp would do just fine
• actively developed

]project-open[

• not reviewed: seems even more feature-reach (complicated) than EGroupware

Redmine

• doesn’t seem to use “milestone” and “task” concepts
• issue tracking, gantt charts, calendar, time tracking
• wiki, files, forums, roadmap (similar to trac)
• repository browser (among others, git and svn are supported)
• is maintained/developed

Codebase

• non-free
• issue tracker for git/mercurial/others with project management features
• wiki, time tracking, milestones, files

Ofuz

• paid hosted version (free up to 5 projects), free version available for download
• contacts, time tracking, invoices
• projects, tasks, documents, files
• tight email integration (e.g. continue discussions by email, with replies logged to Ofuz)

RailsCollab

• activecollab-inspired, ProjectPier-based Ruby software
• interface (and features) very similar to ProjectPier
• tasks and task lists, milestones, files, messages
• time-tracking
• development/maintenance stalled in Feb 2010

Teambox (used myself)

• hosted service (free up to 3 projects), community edition available for download; RoR-based
• free plan has search disabled
• projects, tasks, task lists, files
• dashboard
• pages/wiki/writeboard, discussions
• gantt charts, calendar, twitter-like status updates, time-tracking
• light interface
• clients for mobile devices
• email notifications and email-to-web functionality

Seems best for conversations-oriented projects. A few times posted updates took lots of time to become visible to other team members (far not immediate, so comparison to twitter does not give the right idea), and page refreshes (even forced) didn’t help. Tasks system is basically an extension of conversations: once you created a task, you can only “extend” it with comments, but not edit. Personally, I found the tasks implementation too awkward to use – it might be different for writing-related projects. I liked the Pages functionality: it provides a good (easy and quick) way of organizing information accumulated by the project. Basically, we ended up using Teambox as a repository for external and internal documentation – but not for status updates, chats or planning.

As free time permits, I would love to compile a feature table, comparing all these tools, together with subjective “easy-of-use” scores (maybe collected with a poll of some kind). Any contributions towards this simple goal are welcome. If comments fail to work for you – use the contact page.

A few more related web-tools follow.

Pivotal Tracker (currently using)

• agile projects management
• concepts: icebox, backlog, current, done
• has: features, bugs, chores, releases; each of these can have description, comments and short tasks (all very easy to add and organize)
• features can have their complexity estimated in points, which are then used to calculate weekly team velocity, and also to move tasks from the backlog panel into current panel

I’m new to agile development tools, and after getting used to it – Pivotal Tracker is good. It is also useful as a place to keep the things you would like to eventually implement – just append these to the end of the icebox, and then start-move to backlog/current when determined to implement.

Flowdock (currently using)

• web-chat with history saved as an infinite scrollable page
• has a concept of “flows” (similar to chat rooms in campfire)
• tags (tab-autocomplete possible when writing messages); can be added/removed to/from existing entries
• files can be inserted directly into chat stream
• separate views for posted URLs and files
• full-text search (a recent feature), and search by tags
• mobile device support (haven’t tried)
• various desktop notification tools for all platforms (Linux, Mac, Windows); has minimally-configurable sound notifications
• tracks online/idle/offline statuses (e.g. idle for X hours or offline for Y hours)
• mails can be sent to a flow, and they can have tags
• Influx: an aggregator of external events (github, twitter, RSS, mails, PivotalTracker, Confluence and others)

Flowdock is just… convenient. After trying teambox, present.ly and campfire, we seem to have settled on this one for in-project communication (our team currently has only 3 people, though). The most convenient feature is probably the built-in aggregator.

WeDoist

• collaborative to-do lists
• tasks (maybe also sub-tasks), status updates, group chat
• hosted solution

ToDoist

• 1-person projects, tasks, sub-tasks
• hosted solution
• opera widget at http://widgets.opera.com/widget/15372/

SlimTimer (using this one)

• simple (perfect? ) tasks-based timetracker with nice reports feature
• hosted solution, has free plan

Present.ly (used myself, would use again)

• “corporate twitter”
• hash-tags autocompletion
• files can be attached
• “attach text” – when 140 symbols is not enough
• direct messaging and replies; replies can be viewed in threaded mode
• mobile devices support (haven’t tried)
• configurable email alerts
• concepts helping organize data: topics, feeds, tags
• separate views for files and links to find them faster

Overall, present.ly is very cool for within-team status updates – that is, to keep track of what anybody’s doing.

Campfire (used myself)

• web-chat with “rooms” (e.g. by topic, by department etc)
• each day is saved as a transcript of chats
• files can be attached directly within the chat flow
• full-text searchable
• free use tier implies chat-stream embedded ads (can be removed with adblock+ and element hiding helper)
• can be configured to track external resources (e.g. github commits), though those do not look as good as in flowdock

Overall, campfire is a nice chat. The best thing they have is the event sound – probably the best I’ve heard.

Finally, nice mantra (except for the very last phrase) from ToDoist – “The Zen of Todoist”:

Now is better than later.
Later is better than never.
Organized is better than messy.
Big things are composed by smaller things.
Smaller things are done by action.
Think like a person of action.
Act like a person of thought.
The beginning is half of every action.
The longest journey starts with the first step.
Everything should be made as simple as possible.
But not simpler.
Celebrate any progress.
Don’t wait to get perfect.
Deadlines and stress are a part of life.

Update 2: fsmullin suggested a method to fix a similar error in index_table.php, the files_count_max cannot be found error when you click the FILES tab/menu item. His suggestion is now incorporated into the post.

Update 3: this post is still relevant for dotProject 2.1.3.

In one of my recent posts about project management software I stated the desire to extensively test dotProject 2.0.4. However, many shared hosting providers appear incompatible with dotProject: the right to CREATE TEMPORARY TABLES in MySQL is not granted, but is needed by dotProject.

Here’s sample error (2.0.4):

query failed(CREATE TEMPORARY TABLE tasks_sum SELECT task_project, COUNT(distinct task_id) AS total_tasks,
SUM(task_duration * task_percent_complete * IF(task_duration_type = 24, 8.0, task_duration_type))/
SUM(task_duration * IF(task_duration_type = 24, 8.0, task_duration_type)) AS project_percent_complete FROM `tasks` GROUP BY task_project)

For 2.1.2, sample error would be:

Table ‘tasks_total’ doesn’t exist

I tried looking for solutions, and here’s what I found…

First of all, I tried issuing the “grant” command to try enabling temporary tables:

GRANT CREATE TEMPORARY TABLES ON dot_projects.* to dot_projects@x.myserver.com;

Expectedly, this didn’t work: “access denied for user ….”.

Then I tried looking for a ready-to-apply solution. Here are the links relevant to the topic, if you happen to prefer “the source”, and not the retelling: link 1, link 2, link 3, and link 4.

However, none of the solutions described behind the links worked for me.

Here’s my solution (error fix).

To fix, instead of creating temporary tables each time they are needed (what is impossible on many shared hostings), we need to create the necessary tables once. Then, instead of dropping temporary tables, we just truncate our “static” tables.

Here’s how we proceed.

1. Issue once the following MySQL statements (using, e.g., phpMyAdmin):
   1. CREATE TABLE IF NOT EXISTS `tasks_problems` (
   2. `task_project` INT( 11 ) default NULL ,
   3. `task_log_problem` TINYINT(1) default NULL
   4. ) TYPE=MyISAM;
   5.  
   6. CREATE TABLE IF NOT EXISTS `tasks_critical` (
   7. `task_project` INT( 11 ) default NULL ,
   8. `critical_task` INT( 11 ) default NULL ,
   9. `project_actual_end_date` DATETIME default NULL
   10. ) TYPE=MyISAM;
   11.  
   12. CREATE TABLE IF NOT EXISTS `tasks_sum` (
   13. `task_project` INT( 11 ) default NULL ,
   14. `total_tasks` INT( 6 ) default NULL ,
   15. `project_percent_complete` VARCHAR( 11 ) default NULL,
   16. `project_duration` VARCHAR( 11 ) default NULL
   17. ) TYPE=MyISAM;
   18.  
   19. CREATE TABLE IF NOT EXISTS `tasks_summy` (
   20. `task_project` INT(11) default NULL,
   21. `my_tasks` varchar(10) default NULL
   22. ) TYPE=MyISAM;
   23.  
   24. CREATE TABLE IF NOT EXISTS `tasks_users` (
   25. `task_project` INT(11) default NULL,
   26. `user_id` INT(11) default NULL
   27. ) TYPE=MyISAM;
   28.  
   29. CREATE TABLE IF NOT EXISTS `tasks_total` (
   30. `task_project` INT( 11 ) DEFAULT NULL ,
   31. `total_tasks` INT( 6 ) DEFAULT NULL
   32. ) TYPE=MyISAM;
   33.  
   34. CREATE TABLE IF NOT EXISTS `files_count_max` (
   35. `file_versions` INT(11) default 0,
   36. `file_lastversion` float default '0',
   37. `file_version_id` INT(11) default 0,
   38. `file_project` INT(11) default 0
   39. ) TYPE=MyISAM;

   This will create all the necessary tables.
   Note: tasks_total and files_count_max tables are 2.1.2-specific.
   Another note: for 2.1.2, the tasks_sum table is one field shorter:

   1. CREATE TABLE IF NOT EXISTS `tasks_sum` (
   2.   `task_project` int(11) default NULL,
   3.   `project_percent_complete` varchar(11) default NULL,
   4.   `project_duration` varchar(11) default NULL
   5. ) TYPE=MyISAM;
2. Now, in classes/query.class.php at line 393 (for dotProject 2.0.4; just search for the matching line in 2.1.2) replace this line:
   1. $q = 'CREATE TEMPORARY TABLE ' . $this->_table_prefix . $this->create_table;

   with these:

   1. //$q = 'CREATE TEMPORARY TABLE ' . $this->_table_prefix . $this->create_table;
   2. $q = 'INSERT INTO ' . $this->_table_prefix . $this->create_table;

   Now we won’t get any errors about the tables which fail to be created.

3. Next, replace the following text in modules/projects/projects.class.php (lines 388-392 for 2.0.4):
   1. // Let's delete temporary tables
   2. $q  = new DBQuery;
   3. $q->dropTemp('tasks_sum, tasks_summy, tasks_critical, tasks_problems, tasks_users');
   4. $q->exec();
   5. $q->clear();

   with this code:

   1. // Let's delete temporary tables
   2. $sql = "TRUNCATE TABLE tasks_sum"; db_exec($sql);
   3. $sql = "TRUNCATE TABLE tasks_summy"; db_exec($sql);
   4. $sql = "TRUNCATE TABLE tasks_critical"; db_exec($sql);
   5. $sql = "TRUNCATE TABLE tasks_problems"; db_exec($sql);
   6. $sql = "TRUNCATE TABLE tasks_users"; db_exec($sql);
   7. $sql = "TRUNCATE TABLE tasks_total"; db_exec($sql);
   8. $q  = new DBQuery;

   Note: $sql = “TRUNCATE TABLE tasks_sum”; db_exec($sql); line is 2.1.2-specific.
   At this point, you will no longer receive error messages while on the “projects” tab.

4. (this point applies to 2.1.2 only) Replace lines 222 and 223 in modules/files/index_table.php
   1. $r->dropTemp('files_count_max');
   2. $r->exec();

   with:

   1. //$r->dropTemp('files_count_max');
   2. //$r->exec();
   3. $sql = "TRUNCATE TABLE files_count_max"; db_exec($sql);
5. Optionally, if you want to improve the performance of dotProject specifically for these tables, change the ‘engine’ for the above-mentioned tables to ‘memory’. To do that, execute the following SQL statements:
   1. alter table tasks_problems engine=memory;
   2. alter table tasks_critical engine=memory;
   3. alter table tasks_sum engine=memory;
   4. alter table tasks_summy engine=memory;
   5. alter table tasks_users engine=memory;
   6. alter table tasks_total engine=memory;
   7. alter table files_count_max engine=memory;

   This change will make MySQL keep these tables in RAM. As they are used as temporary tables, this decreases disk I/O a lot while working with dotProject. Of course, YMMV – to apply this change or not depends on where is your bottleneck.

Comments and further improvements are welcome.



]]> https://bogdan.org.ua/2007/01/22/dotproject-204-on-godaddy-shared-hosting.html/feed 10 https://bogdan.org.ua/2007/01/21/project-management-software.html https://bogdan.org.ua/2007/01/21/project-management-software.html#comments Sun, 21 Jan 2007 15:56:16 +0000 http://www.bogdan.org.ua/2007/01/21/project-management-software.html I decided to streamline my project management procedures with some kind of software, as the number of concurrent projects is increasing, and more and more time is lost both for switching tasks and trying to grasp a-new the global view of the project each time I turn to it.

One of the resources I came across is rather comprehensive – www.projectreference.com. It has both courses on better project management, and some software links.

One of the points when choosing PM (Project Management) software is the question whether it should be standalone (running without internet connection), or web-based (requiring connection to operate). I am not using the “client-server” dissection of PM software types, as standalone can consist of both client and server, but running on a single machine.

I decided to stick to the web-based solutions, as my activities are related to the internet, and if no connection is available – then no projects can be efficiently conducted and managed.

I needed the solution which would allow to have multiple projects with sub-tasks and task dependencies, and ability to assign people to tasks. A kind of projects visualization is needed as well. And, as the software is intended primarily to manage my private projects, I would be glad to have it free. Absence of support is fine.

From what I had seen, I decided to try dotProject (they have a demo, login as admin/admin). It has features similar to eProjects’ PMexpress, but doesn’t cost 25$ per user per month.

Another good choice might be project-open, but I have to try it yet. Project-open has online demo as well, and they offer downloadable versions of Project-Open, which allow running it on a single machine with no internet connection.

After trying dotProject and (probably) project-open I’ll write a follow-up to what are the differences, advantages and disadvantages.

There is a project management knowledge base, but it appears rather dead. If you do not need multiple projects with tasks, you might find Google Calendar organizer or FreeMind mind-mapping software useful.

Update: I tried the free version of BaseCamp.com, the product of 37signals. (BTW, 37signals have a good services marketing model, which is worth looking at and probably even repeating – the model, not the services). For me at appears too simple, but this might be an advantage to someone – so check it out.

Update: Mark from Vertabase commented on their web-based PM solution, Vertabase Pro. They have a blog which discusses various PM software options available.

Update: found some more PM and similar tools.

WebCollab looks similar to Basecamp in terms of functionality. They do have online demo.

AceProject also has a demo. It seemed aimed at software developers at first, though demo has sample projects in real estate, head hunting and web design. Functionality is close to that of dotProject, though interface looks nicer. Gantt charts are available. AceProject looks light and promising.

GanttProject is an off-line PM tool. As the name implies, it is centred around the Gantt charts. Didn’t try this one.

ActiveCollab is “an easy to use, web based, open source collaboration and project management tool”. Apparently, this is a work in progress, though telling from the screencast (also a copy on my server, by Eli Foner) it’s pretty good. It’s really good! If you were considering BaseCamp – I advise you look at ActiveCollab as well: it’s free, it’s equally and/or even more functional than BaseCamp, it looks good, and it might offer you better experience than BaseCamp. (If you are interested in the hosted solution, and do not want to organize some kind of “intranet” for ActiveCollab specifically – you can contact me, I might be interested in contractual work on setting up “hosted solution” of ActiveCollab for you.) Didn’t try this one, but might do that after tinkering with dotProject. I’m interested in hearing comments/comparisons about this one.

QuickBooks is NOT a PM tool, it’s a kind of an accounting software, available also in online version. However, it works only in IE6, so I just couldn’t try it with FF2. (I wonder if IE7 is supported?)

There is also an interesting thread on drupal about PM software (that’s where I had taken some of the links above).

Update: in my next post on the topic (dotProject: first impressions) Keith Casey, dotProject core developer, commented on how he uses both dotProject and BaseCamp.

Please comment which PM tools/solutions you use and why.

Update: came across another to-do list. Didn’t try it yet.



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