In-depth Review by Susan Davis

My Life Organized - In-depth Review

Date: 23-Dec 2005
Autor: Susan Davis
Application: MyLife Organized - Version 1.5.01
Platforms: Windows & PocketPC (beta, not tested by this reviewer)
Website: www.mylifeorganized.net

THE GOAL: To Get Things Done

David Allen, in his book "Getting Things Done" (GTD) advocates finding inner peace amidst the chaos of modern demands through the act of emptying our heads of every nagging thought, task and project and plan. Upon adopting the GTD strategy, I quickly discovered I had a lot of "nags" in need of corralling and my paper-based planner was not up to the task.

I therefore embarked upon a mission to find a software solution for managing my tasks and projects. I desired something which would work within the GTD framework, but I also wanted to maintain some of the structure of the other methodologies with which I had experienced some success in the past, the routines I had established using the Control Journal by Marla Cilley, a.k.a. "The Flylady" and the life-balancing result of organizing my activities around my roles in life, as outlined in Steven Covey's book "First Things First".

I especially desired a program which would assist me in making decisions about which tasks to attend to in any given context and/or timeframe. By context I mean @work, @home, @calls, @someday/maybe, etc. I wanted to further prioritize my tasks by due dates and priorities. My hope was the software program would give me much-needed peace of mind regarding what needed to be done and when, while allowing me to circumventing the mental paralysis I often experience when faced with a long and unruly task list - or worse yet, the mental paralysis that sets in when I have given up and no longer have a current task list to work from.

THE TOOL: MyLife Organized

Although I looked at several other programs, I chose MLO as the program I would test run. Chief in this decision-making process for me was the fact only MyLife Organized offered both the ability to save files in non-proprietary file formats and a sophisticated algorithm for prioritizing tasks. With a generous 45-day trial period, I was assured I would have the opportunity to give MLO an extensive workout prior to making a purchasing decision.

FILE FORMATTING FLEXIBILITY & OUTLOOK SYNC

One of the first things I consider when choosing a software application is whether or not it is multiple/cross-platform compatible, or at least allows for the saving of data in a common, cross-platform, non-proprietary file format. This is because, looking into the future, I plan to eventually graduate Linux from sandbox to primary workstation.

MLO is a Windows-only application. *sigh* Fortunately, because a synchronized version of MLO on PocketPC is currently in beta, I am at least reassured I will still be able to rely on MLO in daily operations once I make the Linux jump - provided I eventually invest in a PocketPC. Granted, I will lose the keystroke accessibility of having MLO on my primary workstation, but I could still fire up the Windows side of a dual-booted workstation for extensive additions/revisions and weekly reviews. And there is always the hope MLO will one day run under Wine/Crossover Linux. (Hey:allow the girl to dream!)

One of the first thing I look for when I download new software for a test run is whether or not the application is arrogant enough to lock my data files into its proprietary file format. In this category, MLO earns a blue ribbon. MLO's data files can be saved/imported/exported in multiple formats, including Excel XML, MindManager XML, and the always-compatible text format (tab delimited.) I tested both the XML and the text formatting and both files opened for me without a problem.

If you are coming to MLO from LifeBalance or Mindmanager, a XML converter for importing LifeBalance and Mindmanager file formats is available at MLO's website. If this isn't enough to satisfy you, support for additional file formats, including Shadow, Bonasi, OPML, OmniOutliner and Mindgenius, are slated to be supported by MyLife Organized in the future.

Are you a Palm user? There's hope for you too. Advanced Outlook sync capabilities are already integrated into the current professional version of MLO, therefore you have the ability to access your MLO data in any application with Outlook import/export capabilities. If you are planning to sync MLO with Outlook I do recommend you first read the FAQ on MLO's website for hints on how to properly configure Outlook, from what I understand, not doing so will result in Outlook trashing your MLO outline.

STABILITY, TEMPLATES & VERY RAPID TASK- ENTRY

After I had been testing MLO Version 1.4.01for three weeks Version 1.5.01 beta was released. Normally I don't break down the door to do beta testing of software, but I was comfortable jumping into the beta camp with MLO due to fact several users on MLO's group list reported they had experienced no stability problems whatsoever, not even in the beta releases. Version 1.5.01 is now MLO's current stable release and it offers many advanced features not available in prior versions, such as advanced archiving and back-up capabilities.

One of the new features in MLO 1.5.01 is integration of MLO templates. To fully appreciate the power of MLO I highly recommend you spend some time poking around the templates, even if you plan to import your outline from a prior application. I was delighted to find templates based on the Flylady's Control Journal, GTD and Framklin/Covey Roles, all the models I wanted to include in my outline structure. In addition, a couple of the templates demonstrated how to integrate the various models, although none integrated all three; I'm still trying to figure out how to do that!

The templates gave me a host of new ideas on how to use MLO to maximize my workflow process. I would especially recommend taking a look at the notes in the "GTDZoom4FocusedAction" template for tips and tricks. Joining MLO's user community list at Google groups is another way for new users to learn how to use MLO to its full potential.

I do not want to give the impression that MLO has a steep learning curve. It really is quite simple and straight forward, which is important for those of us who are new to dedicated outlining/task management software. In the beginning, simply leave all the option setting at default and use one of the templates as your guide. Later on, when you want to customize your outline to make it work especially well for your way of thinking, MLO's advanced options will allow you to make tweaks and adjustments. It took me just two weeks to start using and appreciating the advanced features.

Perhaps the most daunting task of adopting a software system for organizing one's life is the inputting of all your information for the first time. MLO has made this process as painless as possible. While at my computer, whenever a nagging thought popped into my head, I only needed to hit my user-defined hotkey for MLO's "rapid task entry" to add the nag to my outline. I was able to clear my head without having to back out of one application and enter another - Wow!

VIEW IT YOUR WAY

Okay, you have entered all of your tasks and projects into your MLO outline, or at least a good number of them. Now you want to take a look at what's on your plate. You have a few choices in viewing options: expanded or collapsed by levels 1-4, or you can view your outline by projects, goals, start dates, due dates, created by dates, modified dates and completion dates, and with or without completed tasks. In addition, should you want to focus in on one particular branch or project within your outline, select "zoom-in" for an uncluttered view of that branch.

Now switch over to the "to-do" view to see your list by <all places>, or any of your user-defined places/contexts, you can even check to see if you neglected to assign a place to a task by viewing <no where>. "Zoom-in" also works in the to-do view.

David Allen's GTD method of sorting tasks by the context is a good strategy for breaking down unruly lists into manageable chunks. MLO allows for easy implementation of GTD by allowing you to assign multiple "places" to tasks. (The term "places" is slated to be changed to "contexts" in a future release.) In addition, places can be designated to be "open" during the hours you will be available to complete the task, and "closed" at other times. In this way, items you can only attend to on the weekends or in the evening hours can easily be separated from items you need to attend to during business hours. You can also turn the viewing of "closed places" on or off in the to-do view.

For those of you who are familiar with GTD's emphasis of always having a "next action" assigned to active projects, I know you will appreciate MLO's "complete sub-tasks in order" option. When you select this option a "next action" is automatically generated by MLO on the date, and in the place you have assigned to that task. This means the first task, perhaps "purchase paint supplies" [@errands], can be attended to on a Saturday in June, and the next task, perhaps "prep walls for painting" [@home] will be waiting in queue to show up in your @home to-do view on the day you have determined to do the painting prep work - even if that day is three months hence. You can feel confident that your painting project has a next action in queue, without having the task on your list and in your face every time you refer to your @home list in the intervening weeks. When properly configured, MLO will consistently present you with only those tasks which you can actually attend to at any specific place and time. This is how you gain focus in your work - only think about that which you can do right now!

I also appreciate the feature which allows you to hide certain tasks or branches in your outline, meaning when you switch to the to-do view to see what needs to get done, hidden items do not appear on your to-do lists. This feature is useful for parent-category items and for projects or tasks you are temporarily putting on the backburner. Or, if you are like me, you may need to hide from yourself certain projects you are inclined to do even when you ought to be doing something else!

PRIORITIZING YOUR TASKS

The ordering of items in your to-do view is further refined by selecting a means by which MLO orders the priority of items. You can choose either a computed-score priority or a hierarchical priority system; MLO includes detailed help files explaining the intricacies of each option. The computed-score system is fairly sophisticated, if your task properties are not set accurately it will likely spill out some results you feel are questionable.

When I first switched to the computed-score system the ordering of items in my to-do view didn't make a lot of sense to me, but as I learned to fine-tune my selection of the task properties, I found the resulting task list invariable was dead-on accurate. It pays to roll up your sleeves and take some time getting to know all the ins and outs of assigning properties to tasks and projects. I found a lot of fine-tuning can be accomplished by digging deep into the advanced options on various menus.

For an example of how priorities work, "start the laundry" shows up on my to-do list before morning work items (I work from home); this is very good, because laundry will quickly get backed up if I don't start a load every morning. Prior to using MLO my mind would go to work as soon as the kids were out the door, now I am reminded to attend to routine household tasks before starting my workday.

MLO 2 HARDCOPY

Printing directly from MLO to standard-sized paper was added as a feature in the Version 1.4.01. Personally, I find index cards easier to manage and cheaper, by copying and pasting to an index card template in Word, I can print my MLO lists onto inexpensive index cards on my inexpensive HP DeskJet 3520 printer. This works well for use with my low-tech Hipster PDA, and for handing off "honey-do" and shopping lists to my husband. (Yes, I really do have a "@honey-do" place/context category!)

GOT PROJECTS? GO PRO!

As you might have guessed by now, in my book MLO is a keeper. The only question which remains is: "Free, Standard or Professional?" The free license of MLO is a very basic outlining program, no to-do view or place/context. Perhaps this is will serve the needs of someone out there, but it's certainly not adequate for my need to organize my life into manageable chunks.

MLO's Standard Version is fairly similar to the Professional Version, lacking only Synchronization to MS Outlook, and Project Tracking. One of the next features to be implemented in MLO is synchronization to Outlook Appointments. I don't currently use Outlook for my calendaring needs, but I could sync my calendaring software with Outlook, and in then sync MLO to Outlook.

Project tracking gives users the ability to elevate some tasks, and their subtasks, to projects, categories such as "Suspended" and "In Progress" can be assigned to projects, and all your projects can be viewed together. This is especially helpful when doing weekly reviews and making determinations as to what can and cannot be attended to in the upcoming week. MLO will also compute the completion percentage of projects, based upon how many subtasks are assigned to the project, and the level of required effort assigned to each subtask..

If you need an additional incentive to consider the Professional Version, purchasers of the Pro Version will receive free updates for one full year from the date they purchased their license, including major releases. If you are wondering what features are slated to be added in future releases simply visit the planned features list on MLO's website.

KEEP AN EYE ON THE FUTURE

Up until now I haven't said much about the MyLife Organized's visual aesthetics. That's because there's not much to say: it's your basic, very basic, windows application with a split panel and tabbed categories. Currently the only icons are half-dozen navigational arrows. You are allowed to make a few minor adjustments to background/font colors and font styles, but that's about it. Not too exciting, but functional.

MLO's primary developer, Andrey Tkachuk, posted on the Google list that he's really looking forward to implementing a feature which is now slated for MLO next release, color-coding of tasks. The ability to create color-coded flag categories, and assign flags to tasks, is also slated for the next release. These changes will give MLO a lot more visual appeal, and will give users visual clues regarding what needs to get done, especially when viewing meta-categories of place/context.

Looking further down the line, a toolbars of frequently utilized operations will be added, as well as accommodations for those who are using a Tablet PC with a stylus. I am thinking alarms & reminders will be a great addition, especially for those who will be using MLO on the PocketPC. Many more planned features are in the queue, with more ideas coming from the user base every week. As I read through the list of planned features I find many ideas which would have never occurred to me, but I can see how they would enhance the functionality and usability of MLO as an extremely flexible task management tool.

If the definition of a well-designed piece of software is the ability to get your work done efficiently and effectively, with minimal attention paid to the software itself, then I think MLO is well on it's way to fulfilling this lofty goal.

Some may be surprised to find MLO does not include a place for contact information, nor does it include a calendar; although you will be able to get a listing of your appointments added to your MLO outline through sync with MS Outlook in the very near future.

Very simply, MLO has been designed to be a robust task-management outliner, not a PIM. I appreciate the fact MLO is not cluttered with duplicates of features I do not need, I already have my contacts and calendaring needs covered, and in comparison to my task management needs, my needs in those areas are very simple. If someone else has robust calendaring and contacts needs they can choose a calendaring/contacts program which serves their robust needs. If MLO were to add calendaring and contacts components, feature requests and development needs for those items could easily overshadow further development of MLO's task management component. Therefore, I understand and support the decision not to add calendaring and contacts components to MLO.

BALANCING TOOLS & REALITY

This past month has been an enlightening month for me. With the aid of Getting Things Done and MyLife Organized, I have captured what seems like my entire life in an outline format of actionable tasks. I have analyzed all that I have on my plate, and have pared down my commitments and plans accordingly.

Has it helped? To the extent that I can sleep better at night with all the nags removed from my mind and safely corralled, yes the experiment has been a success. Am I getting more done? Yes and no; more stuff isn't necessarily getting done, but rather, more often than before what needs to be done is getting done. Have I attained nirvana? Heavens no! But I do feel a little less frantic, a little less worried, and I am looking over my shoulder, wondering what I may have forgotten to attend to, with much, much less frequency.

I have come to realize MLO is really a tool for controlling my thought process. It helps me think in the right direction about what needs to be done and when and where I need to be doing things. By allowing MLO to help me to think in an effective manner about my responsibilities, I am able to free myself from the nags that previously mentally paralyzed me and prevented me from getting things done.

The one MLO feature which seems to me to be highly effective is the ability to hide branches of my outline from my to-do view. The more branches I keep "hidden" from my to-do view, the more effective I seem to be at focusing on the tasks I really need to get done. The bottom line, therefore, is self-discipline, no tool can give you the character to do what you need to do when you would rather be doing something else, but if you discipline yourself to use MLO, or any such tool, to focus your attention on what needs to get done, you may find you have more time to do that which you would rather be doing.

This may not be enlightenment to anyone, it's certainly stuff I intellectually knew prior to this exercise, but MLO allowed me to more fully EXPERIENCE the focusing of my attention on what I needed to get done, when, and where. For someone who has been diagnosed with ADD, as I have, MLO can be a very effective tool.

The development team at MyLife Organized is creating another tool, called MyLife Motivated, which is planned as an add-on to MLO. It'll be interesting to see how this is implemented.

SUMMARY

MyLife Organized is a dedicated task- management outliner for Windows and PocketPC, with syncing to Microsoft Outlook and (soon) PocketPC. Although straightforward enough for those new to outlining software, MLO's real strengths are its advanced computed-score prioritization and multiple viewing options features. With a dedicated and responsive development team at the helm, MLO's user base is actively involved in shaping ongoing development plans.

Susan Davis, 23-Dec 2005