I’ve been spending some time streamlining my workflow, trying out different things to both make my life easier and to create a much more synergistic experience between my “desktop” and “mobile” computing. I decided to share some insight into what I use, how I use it, and why I have chosen Apple for my preferred platform. In addition, I’m hoping that some of you may have ideas on ways to improve things even more, or perhaps make some recommendations for things that I may not know about or haven’t seen that could enhance the experience. This post is broken into sections based on use (i.e., task management, finances, writing, etc.).

Task Management

I looked at a number of programs in this category, trying to decide if simple “To-Do’s” or notes synced between my MacBook Pro and my iPhone would do the job. Eventually I settled on Things by Cultured Code on my notebook, and when the iPhone application was released I immediately became hooked. I originally used it as more of a quick note-taking application while I was on the go, using the desktop version as a place for storing snippets of text that I wanted to go back and look at closer at a later date. Eventually I migrated to using it as a true task management application, and recently cleaned up the database in order to actually keep track of classwork, personal tasks, and projects. Below is a screenshot of the way in which things are organized for me at the moment (and for those unfamiliar with the way it works, Areas contain Tasks and Projects, and Projects also contain Tasks):

Things on the iPhone is almost identical to Things on the desktop, making it simple to keep track of tasks (and to continue to use it as a note-taking application while on the go). Syncing is handled wirelessly, and after the initial setup the only requirement is to have the application open on both devices. Further, using Dropbox (more on it in a moment), I can store the Things library and open the exact same information on my Mac Mini as well (it is my “backup machine” and the centerpiece of my home theater setup, so being able to move from my MacBook Pro to the MIni, or the other way around, is simply “icing on the cake” so-to-speak).

Things does not store files within its database, but an excellent compliment to Things is Things Folders. Things Folders basically copies the structure of Things (screenshot below) into a specified folder in the Finder, and adds a link to the associated project or task in Things (allowing the automated ability to store files related to a task or project in a folder that is already linked to the task in Things, keeping items organized).

Logins, Passwords, Account Information, and Secure Notes

I’m not sure I could live without 1Password by Agile Web Solutions anymore. Having an application to manage the hundreds of web logins I have, to keep my software licenses in, to provide a repository for secure notes, and to keep my account numbers handy, yet secure for quick reference, has made my life much, much easier. 1Password syncs wirelessly over the local network or using Dropbox (you can start to see why there will be a separate section for me to talk about Dropbox, can’t you?), so I am able to keep my desktop and iPhone in perfect, harmonious sync.

Where 1Password really shines, however, is in the inclusion of a strong password generator and the ability to click a button, enter a master password, and have the application fill the login information for the current website (or account information if it is stored in the application).

“Checkbook” and Finances

Moneywell by No Thirst Software is, without a doubt, one of the best applications out there for keeping track of your finances on the Mac. I’ve never liked Quicken due to software bloat and sluggishness, and the other application I used prior was purchased by Intuit, so finding a solid option with both OSX and iOS clients has been a challenge. While there are some aspects of Moneywell that I don’t necessarily like (having tried so many applications in this sector has exposed me to features that I never knew were available but now want in every application, so it’s mostly personal preference and not a limitation of the software itself), the simple and clean interface, and the simplicity of the sync between the iPhone and the Desktop version, make this another one of those “indispensable” applications for me. Sorry, no screenshots of this one because I’d have to show personal info, but take a look at the website if you’re in the market for an alternative to Quicken.

News, Articles, Twitter, and Google Reader

Let me start by saying this up front: I absolutely despise using Google Reader for anything other than keeping my read/unread items in sync. I used NetNewsWire for a long time, but the redesigned/rewritten version (the one that changed to using Google for feed syncing) has had issues for me. As a result I embarked upon a long journey trying to find something that would work well, and the lack of complimentary desktop/mobile applications by the same developer(s) made finding a solution difficult. On the iPhone I use Mobile RSS Pro (there is a free version as well that pretty much does everything one could want), and on the desktop I use Gruml. Previously I used Socialite by Realmac Software, and while I like the application it felt sluggish (not to mention there was no way to sync read/unread items on Twitter accounts with my iPhone).  Going back to using two separate apps on the desktop has allowed me to keep what I have and have not read on Twitter in sync also, utilizing the desktop and iPhone versions of Echofon.

Files and More

Dropbox is, by far, the most useful program/cloud sync solution for items that I have ever used. (And a shameless plug, if you sign up using this referral link then we both get an extra 250MB of storage in addition to the basic 2GB storage!)

With Dropbox and the use of symbolic links (Wikipedia article for those not familiar with symlinks is here) I have a number of applications storing their database “in the cloud” so that I can pull the exact same information up on any computer I use (which is extremely beneficial for writing blog posts by the way). In addition, I have specific files and information that I want accessible anywhere stored in Dropbox as well, which has clients for all major platforms (‘nix-based operating systems, OSX, Windows, iOS, Android, and even a Blackberry client coming soon).

I could write a lot on the application, but really understanding its benefits is difficult to see without trying it out for yourself.

Writing

I use a few different applications depending on purpose here, so I’ll simply list them for reference:

Blogging – MarsEdit by Red Sweater Software – MarsEdit allows me to manage multiple blogs offline, and allows editing in a WYSIWYG or HTML environment (allowing easy swapping between the two). And yes, I have it set up to store the database in Dropbox as well so that I can open up and edit posts, or look through older posts, on my notebook or desktop.

Story Writing – Scrivener by Litterature and Latte – Scrivener is, in my opinion, the absolute best story writing application available. If you are looking for something a little more robust than using a word processor then do yourself a favor and look into Scrivener. Guess what? I have the folder setup with a symbolic link to store all of my projects/works in Dropbox (see how useful it can be?)!

Everything Else – iWork by Apple predominantly, but I do keep Microsoft Office available in case I need it for compatibility (or, with school at least, Office is often seen as a requirement).

Summary of Application Links

• Things by Cultured Code
• Things Folders
• 1Password by Agile Web Solutions
• Moneywell by No Thirst Software
• Mobile RSS Pro
• Gruml
• Echofon
• Dropbox (Referral Link)
• MarsEdit by Red Sweater Software
• Scrivener by Litterature and Latte

Personal Notes

While this was just a high level overview, my goal was mostly to provide a starting point for anyone looking to streamline their workflow and have a lot of their most used information accessible on the go. I should probably mention Evernote here as well, since it is useful for keeping quick notes (which can include files) in sync, but I honestly don’t use it much to consider it an integral part of my normal routine.

A number of the applications above are only available on the Apple platform, and having fallen in love with the applications (and the synergy/ease of keeping things organized between machines) it is easy to understand why I have become, for all intents and purposes, a purely Apple user. The number of well designed, aesthetically pleasing, independently developed applications on the Mac side of the fence is, quite simply, amazing in comparison to what I have been exposed to on the Windows side of the fence. Everyone has their preference, however, and while I prefer OSX (and now iOS) over Windows or Linux based environments, I don’t expect everyone to agree on a single platform.