Essential Software and Hardware

updated 6 April 2016

I sometimes get involved with helping people help themselves by using good computing tools. Following is a list of tools and products that I heavily rely on and recommend to those with needs that match what these tools do. The key is “need”. Given the need, here’s a list (in “no particular order” and ignoring specialty software used for professional reasons):

Apple Mac hardware. say no more. Accessories: external keyboard (to put wear and tear, including spills, on that instead of the laptop keyboard), wireless mouse, DVD Drive, 27″ Apple monitor (get to as much space as possible).

Scrivener ($). For writing. Outstanding. I wish I didn’t still have to to use Microsoft Word. I have been using word since DOS days in the mid 1980’s. Scrivener is the first thing that has come along which can usurp Word. http://www.literatureandlatte.com.

OmniGroup Tools ($).  OmniOutliner and OmniGraffle are terrific to tools. Use OmniOutliner to make (write, edit, re-write, re-edit) then export into Scrinener as an OPML file.  Use OmniGraffle for making all the diagrams. Store the OmniGraffle source files in the Scrivener Research folder.

Safari and Chrome. For internet browsing. I list both to make the point that you can use both and not fret about picking one or the other. I tend to use Safari.

Feedly. For doing lots of internet reading. http://www.feedly.com

Apple Ecosystem. Apple Mail, Contacts, Calendar, iTunes, iPhoto, etc. Just works, especially with iPhone and iPad synchronisation with each other. Supplemented with iCloud and DropBox.

Apple Terminal. There is so much that can be done at the command line which is so much faster, easier, which more importantly can lend itself to automation. There is no reason for anyone to be afraid of it or shun its use. GUI’s are not necessarily the best way to do everything.

BusyCal and BusyContacts ($). I supplement Apple Calendar with BusyCal and OfficeTime (for time logging for client invoicing).  BusyContacts, from the same company who produces BusyCal, is most useful because of its ability to show all emails and documents associated with a contact.  Both of these “busy” products use the standard Mac OS calendar and contacts databases so nothing is lost by using these other products.

Microsoft Office ($). Well, can’t get away from it, can you. Use Excel and PowerPoint. Avoid Microsoft Outlook (which some new Mac users gravitate to because they erroneously justify the decision on “I don’t want to lose my email or contacts”). I am migrating away from Word. While I used it since it was released in the 1990’s, I stopped in the 21st Century and never looked back. There are so many better products which facilitate better productivity.  That being said, I now have a Microsoft 365 subscription.

ScanSnap Hardware and Software ($). By Fujuitsu. I’m getting good at being paperless. ScanSnap products make it happen. I use an S1100 and S1300, but a few years old. I’d probably go with the XI500 if I was buying now and get rid of all the old paper that is still around but that I want to retain.

Hazel ($). Gosh, but a big impact on personal productivity. http://www.noodlesoft.com/hazel.php Allows me to setup key automation to help save time, especially with scanning and other “paper-work”.

DropBox. http://www.dropbox.com Relied on for syncing all my devices. http://www.dropbox.com. I avoid DropBox for situations requiring collaboration as there is no secure the file from others editing/changing/deleting. For that also use SugarSync http://www.sugarsynch.com

CrashPlan ($). Offsite backup of all machines (Windows, Mac, and Linux). http://www.crashplan.com And of course use Apple TimeMachine for routine and continuous backup. Have used often to recover past versions of files. Never used for disaster backup, but I’m confident it will work.

1Password ($). To securely store the hundreds of bits of sensitive information, e.g. passwords, ids, account numbers, scans of identification, etc. https://agilebits.com

Text Expander ($). Boy, does that save me time in routine writing. http://smilesoftware.com/TextExpander/index.html As of today,July 18, 2014, TextExpander tells me that it has saved me 2,063,152 keystrokes and 85.96 years of my life (assuming 80 words/minute typing speed). I can believe it.  Update April 2106: the publishers of Text Expander has changed their licensing model to a monthly subscription with the new version having features of no interest to me.  Not for me.  Like Dr. Drang, I’ll migrate what I have to Keyboard Maestro and in due course un-install Text Expander.

Soulver ($). Terrific calculator. While I do use the HP15 emulated on the iPad, and my “real” one, Soulver is useful.

DayOne. ($) A journaling tool which I use more and more instead of a little black book. Really like it’s integration with iPad and iPhone to be handy.

OmniFocus ($). Absolutely essential. Have used so many ways to keep track of “to-do’s” over the years. The only tools that have stood the test of time were Daytimer 5×7″ notebook system and now OmniFocus. “Things” almost made it into my life, but too simplistic. I also like their OmniGraffle product which I use occasionally for illustrating technical writing. Integration with iPad and iPhone make this the “must-use” product.

DEVONthink ($). http://www.devontechnologies.com A fantastic document management systems. I’m a packrat for files.

Sublime Text 2 ($). For text editing. I like to mess with Python. BBEdit also in use, but tend to use Sublime Text 2.

Jump ($). Helps me while travelling to connect back to my Windows desktop computer at HQ. Used to use the Microsoft Remote Desktop Client, but it was limited to accessing Windows. And it “seems” Jump is faster. I find myself using Jump on the Mac to use the Windows machine that is adjacent. Simpler.

Parallels ($). To run Windows 7 and Linux on the Mac. Could use VMWare which is equally as good. Migrated to Parallels as the newest version seems to handle the Retina screen better. Never proved this assertion, but using it none the less. I recently found that Windows 64 bit runs so much better in Parallels than Windows 32. Until I changed I naively expected the opposite. Go with Windows 64 bit unless reason not to.

Apps in heavy use on on iPad include: Drafts (most iPad writing starts here), OmniFocus, 1Password, Calendar/Fanstastical/Calender5 (can’t decide so use all), OfficeTime, HP15c Calculator, Soulver, Downcast (Apple’s iTunes just does not work properly for Podcasts, DayOne (aspirational), Kindle, iBooks, ByWord, iPhoto, and Prompt.

To be Avoided:  Colligo Engage (crashes).

($) Means purchased software.

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