Author: William Gallagher

Microsoft releases new Outlook for Mac, says Office coming

Posted by

0

I’m not very keen on Outlook but it is a gigantically popular app and it’s good to see it being updated:

Today we are announcing the new Outlook for the Mac, which delivers improved performance and reliability and a fresh look and feel that is unmistakably Microsoft Office. This release offers a more familiar and consistent experience between Outlook on the PC, Outlook on the web and Outlook Web App (OWA) for iPad, iPhone and Android devices.

The new Outlook for Mac includes:

Better performance and reliability as a result of a new threading model and database improvements.
A new modern user interface with improved scrolling and agility when switching between Ribbon tabs.

New Outlook for Mac available to Office 365 customers – Office Blogs

Read the full piece for more about Outlook and the future of Office on the Mac.

Inkspill Writing Retreat: Making Time to Write

Posted by

0

Previously… last weekend I contributed to the Inkspill online writing retreat run by poet Nina Lewis. All this week I’m running the sessions I wrote for them. Here’s today’s.

Making Time to Write

I could talk all day about this. And I do. I run full-day workshops on how to make more time for your writing and it comes down to many, many things you can do to shove other work out of your way. I wrote the book on it too. (I have always wanted to say that, thank you for the chance. The book is The Blank Screen: productivity for creative writers.)

I’d like to show you one thing that I think will help you the most, the quickest. It’s just how to handle your email.

Now, that sounds a bit flat: handling email doesn’t seem like a big deal. But you already know that it is and you know it is for two reasons. One is the overwhelming pressure of that gigantic inbox of yours and one is how email interruptions smash your concentration.

Fix the second one first. Switch the bloody bleep off. Turn off the notifications. Yes, there are going to be people whose emails you must see immediately and want to respond to right away. Many email systems let you nominate people as being VIPs and bleeps and notifications from them get through. Fine. But even if you can do that, resist.

Switch email off and make a vow. Some people vow to only check emails in the morning or only in the afternoon, but I suggest you just check it hourly. There’s no need to go cold turkey. But do it religiously hourly. If an email comes in at 9:01am, and I notice it, I still will not actually read it until 10:00am.

Because it makes exactly zero difference to the sender whether you reply in 59 minutes or 59 seconds yet it makes a massive difference to you. Read and reply only at the top of the hour and you’ve just got yourself a clear hour’s writing.

The overwhelming pressure problem is related. But cope by when you do read your emails, dealing with them. There and then. Don’t leave them sitting in your inbox throbbing at you until they scroll off the bottom of the screen.

Actually, do specifically this. Create a new archive mailbox. (How you do this varies a lot but Google the name of your email software and the words “create mailbox” and you’ll see instructions.) Now select every email in your inbox and drag the lot into that archive. Promise yourself you will read them all some day and accept that no, you won’t.

And accept that if it’s that important, you’ll remember to go looking or they’ll email you again anyway. Notice that I say archive, not delete. Don’t delete this stuff, I’ll go pale if you do that and I get you into trouble.

But.

Having now got a nice, gorgeous, empty inbox, wait one second and you’ll have new email in there.

Do this. Read that email. At the top of the hour. If it’s something you can reply to immediately, reply to it immediately.

If it’s something that will take you a bit longer – say because you need to ask someone about it – then create another mailbox called Follow Up or Action or Get On With This, something like that. Drag that email to that Follow Up and swear for real this time that you will look at it and act on it.

If it’s anything else, think about deleting it. I do keep emails when they’re just nice or part of a conversation or really anything other than obviously deletable stuff. You are probably keeping emails around that you think you might like to read some day, like my own email newsletter. Even with mine, delete it if you’re not going to read it now. Okay? Though, you know, have a glance at it first. (You can sign up here for my free weekly The Blank Screen newsletter full of productivity news and advice.)

Think of it this way. When an email comes in, ignore it to the top of the hour. And then when you do read it, decide right away: reply, postpone or trash it.

Do, defer or delete.

Just don’t leave it in your mailbox throbbing. Never read an email twice. I promise both that it will make you feel massively productive but it will also lift that burden of the giant inbox from your shoulders.

William

See William Gallagher’s scribbles – books, Doctor Who radio dramas and the rest – on Amazon.

Band on the wrist

Posted by

0

Microsoft has release Band, a health, er, thing. There’s a Band app for iPhone, Android and Windows phones plus there is an actual band that you wear. It looks a lot like various smart watch-like bracelets I’ve seen people wearing, except this one just feels like Windows:

Tell the truth, you were expecting it to look like this:

Microsoft Health is a new service that helps you live healthier by providing actionable insights based on data gathered from the fitness devices and apps that you use every day. It’s designed to work for you, no matter what phone you have, device you wear, or services you use. Microsoft Health makes tracking personal fitness easier, more insightful, and more holistic.

Microsoft Band, the smart band powered by Microsoft Health – Microsoft Band official site (retrieved 30 October 2014)

Read the full piece and watch videos on the official site.

Inkspill Writing Retreat: What We Get from Writing

Posted by

0

Previously… last weekend I contributed to the Inkspill online writing retreat run by poet Nina Lewis. All this week I’m running the sessions I wrote for them. Here’s today’s.

What We Get From Writing

Hand on heart, this is a tough one. I was very flattered that Nina Lewis asked me to talk to you for this Inkspill Writing Retreat but I was aware that my first thoughts to talk to you about were all about things that I do constantly. Things I know and care about and practice. I think the point of a writing retreat is to stretch you and I feel I ought to be stretched too.

This is me stretching. I’m not sure how much value that has for you, it feels like I’m doing calisthenics and you’re waiting there in your smart leotard waiting for me to get off the mat. You’ll be waiting a while. I’m very unfit.

And I don’t know what I get from writing.

I know that if you or I had any sense at all, we would have normal jobs and proper careers and we might even find a way to make that not feel ditchwater-dull and boring. I know that when we do have to juggle those normal jobs with a writing life, we are split between having to deep-mine our selves and our very souls on our own – and then bound off into social occasions with colleagues. Colleagues who we work with but who probably don’t get writing.

I was at a thing recently where some smart and charming writers were talking about why they write and a fella in the audience told them that it was because they wanted to make a bestseller. They wanted to make money. It took the speakers a beat to find a way to politely say no, that’s not it at all.

Bestsellers are great and the idea that I can reach out not only to you but to oodles of people is simultaneously exciting and terrifying. I prefer it when it’s just us, but if oodles of others come, well, you put the kettle on. I’ll get the extra biscuits.

It is possible to make a living from writing and I do, but the aim and what I think I actually get from this life is the opportunity to write better. Paying the mortgage and feeding myself is important, but the longer I can do that, the more I can do that, the greater my chance of becoming the writer I long to be.

So what I get from writing is writing. I feel I’m short-changing you there. I live for the moments – and it is only moments – when the world is forgotten and I am in my writing, I am working at my best and hopefully making that best become better.

There are only two things that improve my writing and the biggest one is time. Making more time to write and then spending that time writing, it’s crucial.

But the other is using writing to head out into unsafe waters. I interviewed a poet the other day and as delightful as she was, she also goaded and challenged me into writing a poem. It was dreadful. But the experience of writing in a new area, reaching for something new in me, that was electrifying.

So there’s the exercise. I am okay with writing you this personal blog chiefly because it’s you and you’ve got that kind of face, I feel I can tell you anything. But let me turn it into a writing exercise: I need to feel I’m giving you something practical that you can actually use. And I know this is practical, I know you can use this: write something new.

Really new. If you’re a poet, write a short story. If you’re a novelist, write a radio play. Go somewhere new in topic and in form.

There is nothing else that can stretch you like writing in new directions and that stretching, that’s it, that’s what I get from writing.

William

See William Gallagher’s scribbles – books, Doctor Who radio dramas and the rest – on Amazon.

Use an email client instead of the web

Posted by

0

I’m prompted to say this to you because of an short article about Gmail whose writer says:

I’ve been using Gmail since 2003 exclusively. It’s awesome. And when I learned the keyboard shortcuts in 2006, it vastly increased my email productivity. I highly recommend taking the time to learn them.

Yesterday I discovered the biggest boon to my email productivity since shortcuts: Gmail Offline, a Google Chrome app that does just what it says: Allows you to read and write email (in the browser) when you’re not connected to the Internet. But that’s not the key point. I haven’t even been offline since I started using it.

Do Your Email Faster by Getting Offline – Ev Williams, Medium (13 May 2014)

He sounds so surprised. Here’s the thing. If you get to your email by firing up Firefox or Safari or Chrome or (twitch) Internet Explorer, then logging on to a site like outlook.com (hotmail.com as was) or laposte.net, you’re reading your email online. (* See that asterisk? It’s important. But shush, I didn’t say it yet.) You’re reading your email online. That’s nice. You can do that from anywhere, absolutely anywhere that you can get an internet connection and it’s fine.

So long as you have an internet connection. You are bollixed if you don’t. And so long as your email provider remains your email provider. A friend recently moved from one broadband supplier to another and in the process was told she would lose her old email address. You know that’s a problem: if there are any statistics into why so many people remain subscribers to AOL then they probably conclude that it is solely to keep that familiar @aol.com address. Same with Hotmail. You keep putting up with the crap because you’ve given everybody that bleedin’ email address and there is nothing you can do about it.

Until forced. Then you change to something good and that may well be Gmail but this is another story.

Back to the online versus offline stuff.

If you work in an office and your PC or Mac there includes Microsoft Outlook, you’re getting your email offline. It might be stored on your company’s network servers but it’s not sitting out there on the internet waiting for you to login or for Microsoft to switch you off.

Back when this used to be an either/or kind of situation, there were advantages and disadvantages to online and offline email. I have always used offline, though, and I’ve done so because it means I have all the email right here. It’s mine and on my Mac and on my backups, you can’t take it away from me without theft and some serious effort.

It’s called using an email client: Apple’s OS X Mail is a client, Microsoft Outlook is a client and email is served to them. Your computer goes off to get email for you and brings it back, you don’t have to keep going to a website or leaving a website tab open.

Also back in the day, leaving that connection open cost you money. I knew someone who stay online while slowly peck-typing her emails, not appreciating that it was only when she hit Send that she needed to be online. I did tell her that and her internet connection did keep dropping the line because, as far as it was concerned, she wasn’t using it for a very long time. But I have no doubt that she persisted until whenever she got broadband.

These days we can have both worlds. I have all the advantages of having my emails on my Mac but they are also on my iPad and iPhone, moreover they are also also on any computer I chose to login to. Where you might have to go to hotmail.com to get your email, I can elect to go to iCloud.com to get mine. I did this most recently at a secure mental health establishment where I wasn’t allowed my iPad or iPhone but could use their office computers.

So that’s all good, then. You can get your email online or offline, whatever what you like, and so long as your supplier doesn’t stiff you, you’re so good to go that you never even realise there’s any choice to be made. Until you do what this Williams writer did and move to an email client, then you find out the other big benefit. The benefit so big that it surprised him and it now surprises me that not everybody knew this:

The reason Gmail Offline makes you faster at your email is because:

It’s freaking fast. Gmail proper is fast, most of the time. But sometimes it takes a second or two (or three or…) to archive or reload your inbox. When you’re plowing through email — especially with shortcuts — that seems like an eternity. Gmail Offline removes those waits, pretty much completely.

Yep. That would do it.

If you’re on Gmail, Williams is enthusing about Gmail Offline, and here’s where we:

*throw in an asterisk.

Purely and entirely to be awkward and not because Google wants to take over the world, Gmail Offline uses your web browser. It has to be Google Chrome with extensions so it’s really turning your browser into something that uses local storage like a regular document-creating application. But it’s your browser. So all that stuff I said about how you can tell you’re reading email online because you use a web browser, not so much.

But offline is faster? Very much.

Using OmniFocus for meeting agendas

Posted by

0

This is entirely stolen from Asian Efficiency: I just read this on there and it’s like they knew what I needed. I now run a particular regular meeting for the Writers’ Guild. More than other meetings, this one seems to have tasks that keep coming up: generally things I have to tell the committee, things they’ve asked me to discuss, that kind of thing. And I’ve struggled a bit because I have an OmniFocus project devoted to the Guild and it’s already pretty long and big and messy. I was thinking of turning that into  folder with some kind of General Writers’ Guild Bits project and a Things for the Meetings kind of project.

But that idea is about as ugly as the names I was giving them. And as I pondered ugliness versus efficiency, I read this:

The easiest way is to set up a single action list called “Agenda” and you dump all discussion items in there. So whenever you have an idea, you can either dump it into your inbox or immediately move it to your “Agenda” single action list.

If you want to elaborate a little, use the notes section of the task where you can freeflow and type all your thoughts about a particular agenda point (on desktop, click on the paperclip icon on the right or press CMD+’ (apostrophe)).

The next time you have a meeting, pull up the “Agenda” list and simply go through each point you have in there and check things off. It’s that simple!

How to Setup and Use OmniFocus as an Agenda for Meetings – Thanh Pham, Asian Efficiency (26 March 2014)

Do read the whole thing, would you? It’s written in a way that’s hard to usefully quote but easy to read: it’s an article based on a discussion that took place in Asian Efficiency’s paid-for premium service. What’s convinced me is the Socratic way it builds up into a picture.

How to stop feeling overwhelmed

Posted by

0

Caught:

You might even be reading this in procrastination, facing that sliding mountain of work without the energy to scale it.

6 Steps to Stop Feeling So Overwhelmed – Samantha Cole, Fast Company (28 October 2014)

That quote from Cole comes at the end of her introduction to the piece and while that one sentence is what made me want to show you – and also admit she’s caught me out – I think the rest of her intro says it better than I would:

Becoming overwhelmed is a slow avalanche.

At first, agreeing to an extra project or starting a new class feels exciting. Sure, one more deadline is doable. Then you end up with three more meetings a week on your calendar. Before long, the moments that used to be reprieve become stressful, too–your friend’s in town and wants to catch up over drinks, but you’ve got that yoga class you already paid for, so you’ll have to leave work by 6 p.m. even though you haven’t started what’s due in the morning, and your emails aren’t going to reply to themselves. Work quality slips. Sleep, what’s that?

You might even be reading this in procrastination, facing that sliding mountain of work without the energy to scale it. Here’s your six-step climbing plan.

Go read her six steps, would you? I’m on her page, ahead of you. Or will be after I’ve made this tea.

“To Do lists are evil, use your calendar”

Posted by

0

To say I don’t agree with this is to emphasise how I put the advice in speech marks. Tasks and events are different and if you try mixing them you are screwed. For instance, say you have to phone the Mormon Tabernacle Choir – wait, that’s exactly the example that popped into my head when writing the book of The Blank Screen:

…you can be tempted to start putting some tasks in your calendar and some in a To Do app and that way begins with a certain amount of sanity but ends in an overwhelming amount of madness. You start putting things in that are really obvious like that phone call to the Mormon Tabernacle Choir that you said you’d do on Thursday, that’d go in to your calendar easily. But the MTC is a busy bunch, if you’re not to waste the call, you need to plan what you’re going to ask them and when exactly do you put that in your calendar?

Maybe you pick a date for that and go into this cycle of moving the task to tomorrow and tomorrow and tomorrow until you end up doing it right before the call. Or you put the planning into your To Do app and then you are stuffed. If you look at the To Do app, it doesn’t tell you when the call is due. If you look in your calendar, it doesn’t tell you whether or not you’ve finished the planning. Sooner or even sooner, you end up having to look in both and you end up having to keep looking in both. Over and over. And each time you think about whether this task in your calendar has an associated task in your To Do app, or vice versa, you’re wasting time you could spend on doing this stuff. I’m more okay with wasting time than I sound but I’d rather waste it doing something I like.

Now, a To Do application that includes a calendar: that’s different. Those I love. It seems such a simple thing, but to have my list of things I’ve got to do today followed by a stolen peek at my calendar is just great. It’s everything I need to know in one glance.

The Blank Screen – William Gallagher (2013)

But just because I believe this, it only means I’m right for me. Your mileage may vary and since I want you to be more productive more than I want you to say nice things about agreeing with me all the time because I’m a special little snowflake, I’d like you to take a look at someone who disagrees with me. They have many points. But they boil down to this one plus a lot of justification:

To-Do Lists Are Evil. Schedule Everything.

To-do lists by themselves are useless. They’re just the first step. You have to assign them time on your schedule. Why?
It makes you be realistic about what you can get done. It allows you to do tasks when it’s efficient, not just because it’s #4.
Until it’s on your calendar and assigned an hour, it’s just a list of wishful thinking.

How to Stop Being Lazy and Get More Done – 5 Expert Tips – Eric Barker, Barking Up the Wrong Tree ( 10 August 2014)

Do read the full feature: I usually think Barker has a lot of good things to say.

Inkspill Writing Retreat: Writing Doctor Who

Posted by

0

Previously… last weekend I contributed to the Inkspill online writing retreat run by poet Nina Lewis. All this week I’m running the sessions I wrote for them. Here’s today’s.

Writing Doctor Who

Do be careful what you wish for: it can be bloody hard work. I write Doctor Who radio dramas for Big Finish and you can’t just swan in and cook this stuff up. Doctor Who has to be inside you: I don’t believe you can write for a show or a book range or a magazine if you don’t already read it and love it. Plus, the producers at Big Finish do know and love Doctor Who, you have to step up to their level in the quality of your writing and it’s not easy.

Still, I hope that I will continue to write them forever. That is partly because I was a Doctor Who fan growing up – and it never leaves you, especially not when the TV show is back and is capable of such great drama – but also because it is radio drama and also because it stretches me tremendously.

Whatever type of writing you do, have a think about radio drama. I don’t mean that you should definitely take it up, I’ve got enough competition without you coming along and blowing me out of the water, but think about the form. I love radio drama because I feel it’s very intimate and personal, plus it is life-support dependent upon dialogue.

I am a dialogue man. I’ve a friend who insists dialogue is the nice tasty little extra that you add at the end of a story and I’m surprised we’re still friends. If I don’t believe what your characters are saying, I don’t believe them and I don’t care about them. Let them be exterminated, so what?

Radio focuses you on dialogue like nothing else. It’s exciting creating an entire new world, both metaphorically in your writing and pretty literally in that this is Doctor Who and you’re making up a planet. But you have to convey that it’s, I don’t know, a desert planet with oases of Apple Stores and a great big, green, smelly monster. You could have the Doctor step out of the TARDIS and say “Oh, it’s Theta Beta Five, the famous desert planet – oh, no! A Smellosaurus! Quick, let’s buy an iPad”.

But nobody would be listening any more.

I’ve tried recently to explain why I love scriptwriting above all things and at first I thought it came down to this. You have to conjure characters, a story, a world and all the drama using only what people say. (Plus a few sound effects. Do listen to a Big Finish Doctor Who some time: the sound design is simply a marvel.)

But actually, I’ve come to realise that it’s much harder than that. And much more satisfying.

You can’t say it’s a desert planet. You can’t have villains saying what their dastardly plan is.

Russell T Davies, who with Julie Gardner brought Doctor Who back to TV in 2005, wrote once about a huge problem he had when moving on from writing soaps to writing drama. I’m paraphrasing but broadly what he said was: “In soaps, everybody says what they mean. In drama, they don’t even know what they mean.”

That’s a Damascus-level thought for me. I love and adore scriptwriting not because you’re telling stories using only what people say, you’re telling them only using what people do not.

Try it. Write me a scene with two characters and only dialogue, no settings, no description. One character wants something from the other – and for some reason, that you have to think of – he or she cannot tell that other person.

William

See William Gallagher’s scribbles – books, Doctor Who radio dramas and the rest – on Amazon.

Microsoft updates OneNote for iOS

Posted by

0

I’m an Evernote user so I have little experience of Microsoft’s equivalent but I did work with a guy last week who has the most impressive use of it I’ve seen. And he uses it on a Surface, so it took some impressing. If I weren’t so comfortably settled into Evernote with several gigabytes of data in it, I’d look at OneNote, especially as Microsoft seems to be updating for iOS pretty promptly these days.

Since I don’t use it, here’s someone who knows it better enough to tell you what’s new:

Microsoft has pushed out updates for its OneNote client on both iPhone and iPad, adding support for new features added in iOS 8 and a design that’s optimized for the iPhone 6 and 6 Plus.

Users can now password protect sections of documents directly from mobile devices (a feature that used to require a Windows PC). Those with an iPhone 5s or newer will also find that they can now unlock password-protected sections of documents using Touch ID. That feature isn’t mentioned in the iPad change log, so users on the iPad Air 2 or iPad mini 3 might need to wait for a future update to enable it.

Microsoft OneNote for iPhone and iPad updated with iOS 8 support, iPhone 6 design, and more –Mike Beasley, 9to5Mac (28 October 2014)

Read the full piece.