Your Thought On "Planners"

[mshimko]

Any recommendations on “planners”, both hard copy and electronic?

Here’s my history, thoughts, and desires:

1. I’ve used in the past DayTimers, both small and medium size. While I saw many advantages, I found replacing and storing a large volume of paper every month a pain.
2. I often use “steno-pads”, the 6”x9” spiral notebooks, which I simple replace the “old” with a “new” nearly every month. I have years worth of these, which I find helpful when I occasionally need to look at my original notes from a meeting in February 2001. However, it is cumbersome to track schedules with these.
3. I use three distinct computer systems, each with their own OUTLOOK calendars (different offices, projects, customers). I’ve not found an easy way to “synchronize” these, even though I work off a laptop. Hence, when I accept a meeting or appoint on one system, I “cc” my other systems in my acceptance. I then go to the other systems and manually input the appointment, so my OUTLOOK calendars are hopefully up-to-date (why I have three systems is another story, I support multiple customers/projects, and they each want “their” system used).

What I'm seeking is a computer-hardcopy hybrid that can:
- import/export info to/from my various OUTLOOK accounts in an easy manner (automatic would be great, but I suspect that’s pure fantasy),
- easily print out “to do” lists and monthly calendars,
- mesh with a hard-copy version so I take my notes with me, and take notes wherever I happen to be.

Any suggestions or thoughts?

 

[swearingen]

A high-end PDA seems to be in the cards for you. I started using them about 5 years ago and would be totally lost otherwise.

A few key points:

1. A good one will be able to sync up with 3 different computers with no problem. Your statement that "automatic would be great, but pure fantasy" is happily incorrect. There are systems that sync as soon as you plug it in, or at worst, at the touch of one button on the PDA receptacle.
2. You should buy a full size, foldable keyboard specifically for your model. This will allow you to type in notes. From your post, I don't believe the handwriting recognition software could keep up with the volume of notes you're taking, but you could sketch on screen if required.
3. A high end PDA will be able to run Excel, Word, and Powerpoint, giving you flexibility on moving documents from machine to machine and having access to them in meetings. The Powerpoint feature will allow you to do presentations from your PDA with the right connection hardware to go to the projector.
4. There are a few pretty powerful PDA's that are also phones. This allows you to carry just one machine on your belt (this was my recent choice after carrying a phone and a PDA separately for years).

It will require a good bit of research for you to find the model that fits your lifestyle. The three most popular types are the Palm brand, Blackberry, and the many that run Microsoft Windows for PDA's. I'd sit down with a trusted IT type and go over what you're looking for. The very high-end models go for $700 or so, but once you get used to their capabilities, they are an incredible tool for a busy person and are well worth the cost.

I won't mention the make and model of mine because I don't want to sway your decision one way or the other. However, once you get into the search, post how its going, and myself and others can help out.

 

[epoisses]

I use a paper agenda (portable, lightweight, never runs out of batteries, and it tells you immediately if you try to schedule conflicting meetings) for anything planned at a fixed date/time.

I use an Access database for my to do items not planned at a fixed date/time but they can have deadlines. There are usually 30-50 in parallel, so I need something electronic in order not to have too many trees cut. Each week and each day I "download" (heh heh) to do items into my agenda.

I guess I'm old-fashioned (too early!) but I don't want to spend too much time on the activity of scheduling my time.

 

[Twoballcane]

If I can add to swearingen post, another great feature to PDAs vs laptob is that you can turn on the PDA faster than your laptop. On the PDA it is a matter of keying in your pass word vs booting up the laptop. Also, the PDA is always at your side (if you carry it on your belt like the rest of us nerds) so you don't have to fumble for it in your briefcase or desk. The PDA that I have is wireless so it is great to turn it on get on the net for eng-tips.com and stuff like that. For me I mesh personal and work on my calander, word and excel, power point presentations, music, PDF files, ...etc. I can fit alot of stuff on my 1 gig Sandisk card. I also hvae a full size key board, so at meetings Im able to take minutes. For action items and appointents, you don't realy have to print it out, it will be on the desktop of your PDA. So when you turn it on all of your appointmetns for that day (and the next if you opt for that) and actions item that have to be done in the next few days are all right there. For contacts, all of it can be stored on the pda, you can either scan for the name or just use find and write ther person's name and it will come up. Well as you can tell I use it a lot and can't live with out it, however, at the beginning I had to get use to using it and tryed to integrate into my life, but once you do, you will never go back...

Tobalcane
"If you avoid failure, you also avoid success."

 

[RDK]

I’m in the PDA camp. I use mine extensively for not only the Outlook features of planning and tracking activities and contacts but have a CF based GPS, e-reader software for books on the road, use Pocket Word and Excel and PowerPoint, listen to MP3’s, play games etc.

However I do a lot of my tracking with pen and paper and then enter the data at the end of the day into Outlook on my PC. The data entry functionality is simply not there yet, in large part due to the small size of the device.

As for power my PDA charges from any USB port and I have a small battery that outputs power through a USB port and another device that takes AA size batteries and powers a USB port for recharging.(Also have the adaptors for both cell phones so I don’t run out of power on these either.) I can fly half way around the world listening to music, playing games and reading all with a device that fits in a shirt pocket. (Both extra batteries are pocket size as well, just not all in the same pocket at the same time.) If I run out then I can but batteries anywhere.

My PDA synchronizes through wire or my usual method is Bluetooth. This is not set up to happen automatically as every time I came within 10 m of my PC the synchronization program would restart. ( I can also surf the net using WiFi). This in a less than $400 item

I think that any method will work, PDA, PC, pen and paper as long as you use it faithfully. If you are not tracking everything on pen and paper (as I did for years) then going to a PDA based system will not make you organized..


Rick Kitson MBA P.Eng

Construction Project Management
From conception to completion

http://www.kitsonengineering.com

 

[Ashereng]

I use both.

I have a bound notebook that I use as a "day planner" and PDA. I write all my stuff in there.

I use my cell phone for meetings/reminders. It beeps to remind me that I am late to wherever I need to be.

"Do not worry about your problems with mathematics, I assure you mine are far greater."
Albert Einstein
Have you read FAQ731-376 to make the best use of Eng-Tips Forums?

 

[ctopher]

PDA here, also.

Chris
SolidWorks 06 5.1/PDMWorks 06
AutoCAD 06
ctopher's home (updated 01-18-07)

 

[COEngineeer]

It sounds like it is time for you to shop for a new cell phone that can access your outlook whereever you are w/ the internet signal from the cell phone company. My last job the project provided me w/ a Treo, I can access my email (and delete email), add someting on the callendar, etc. Then when I dock my phone to my computer, it will synchronize everything. For example, it will delete all the emails on my computer that I deleted on my treo when I was on the field, it will add new contacts that I added on the field. This works the other way around to when I added or deleted something on my puter, it will synchronize it with the treo. It works great! Even when I didnt have the docking station for my treo, I could synchronize it trough the infra red of my laptop. I think this is the way to go.

 

[draftsman101]

If your PDA has IR port than you don't have to hook it up to a computer to pring Documents as long as there is a printer close that also has an IR port. You could just beam it to the printer.

Just a thought.....

 

[JMirisola]

I use a smartphone that has microsoft push enabled. I don't need to hook up to my computer at all. It syncs wirelessly, but you do have to have an internet plan for the phone. There are a variety of phones that can support this...Treo, Blackberry, etc.
Prior to my current phone, I had a Treo 600 and loved it. While I didn't have internet enabled, syncing was easy with the docking station.

Jeff Mirisola, CSWP
CAD Administrator
SW '07 SP2.0, Dell M90, Intel 2 Duo Core, 2GB RAM, nVidia 2500M

http://designsmarter.typepad.com/jeffs_blog

 

[HCBFlash]

I'm lost without my PDA. I used a pocket DayTimer for years, but got a PDA back in about '97 and haven't looked back. I had my first PDA die on me, and found out a bit about synchronising the hard way, but paper is probably more subject to data loss in reality.

I don't have a Treo, but I've sure thought about getting one. I like the grafitti handwriting input, so that's the thing about the Treo (and all the WinCE ones I've seen)that I don't like. Do some real shopping though, like at a big home electronics store. Also do some reading at

http://www.pdastreet.com/index.html

and other places.

Using it with MS Outlook will give your data the most security, as in synchronization, cross-platform utilization, data portbility etc.

One last word of advise; Buy a new one and migrate before your current one dies, or buy 2 and synchronise them with your own computer and Outlook frequently.

Please let us all know how this works out for you! and don't forget faq731-376

 

[737eng]

I too am a PDA user and would be lost without it. It sync's with all my outlook functions. Don't know how many times I completely forgot about a meeting or was wrapped up in something when it started beeping at me to remind me that I have a meeting in 30 minutes. I also use the work and excel functions and I love the adobe acrobat reader function, I have folders of references and quickie sheets saved as pdf on my pda which I have access to at any job site (used to carry in a bulky three ring binder). It also has the ability to sketch in the notepad and it also has a camera. I currently utilize two seperate workstations and the pda synch's with both. In addition, my home work station has two seperate pda's which sych to it with no problem. I currently do not have a need for internet access or bluetooth so my pda was very economical. All in all a great tool.

 

[cvg]

make sure your IT guys will enable the "push" technology on the corporate server, without it you still need to dock to synchronize. Treo is good if you want "full" windows functionality. Blackberry is good if you just need real time email.

 

[mshimko]

The trend of the above posts is clear - I need to investigate PDAs.

But, the PRIMARY need is schedule and calendar functions; not reading email, not taking notes.

Hints are always welcomed, but I know I need to conduct my own research.

Thank again for the hints.

 

[cvg]

plain jane palm pilot can handle your schedule and calendar just fine and won't handle email at all. That's what I started with. But then I thought, gee - why can't I have a phone, email and a palm pilot all in one? It seems a shame to look up a phone number on the palm pilot and then whip out the cell phone to dial. Now I don't have to look like such a dork with a palm pilot and a phone both strapped to my belt... But hey, I know people who still use paper and pencil and get along just fine. They also dictate their emails to our secretary...

 

[ctopher]

I bought my son a Treo 600 a year ago for college. The first one ... half screen froze. The second one ... some of the buttons quit working. The third ... would never get a good reception. All three times within the first call using them.
He uses a Razr now.
I have a older model Handspring PDA. My work is going to give me a Blackberry.

Chris
SolidWorks 06 5.1/PDMWorks 06
AutoCAD 06
ctopher's home (updated 01-18-07)

 

[Senselessticker]

6" to the right of my mouse pad is an 8.5 x 11 pad of company letterhead 1/4" inch scale graph paper. On that pad is where I write EVERY important note, meeting time, phone number, action item, random idea, you name it.....its there.

I've done this for years now. I review this pad of paper about 20-50 times/day (it only takes a few seconds). Sometimes the meetings make it into outlook, and sometimes the phone numbers make it into my contact list. But for the most part....it all burns it into memory.

This system seems to work great for me so far. The only draw back is that my boss can't always "see" my schedule in outlook

 

[prohammy]

Senselessticker,

I have the posh version of 'an 8.5 x 11 pad of company letterhead 1/4" inch scale graph paper'. My version has the words '2007 Diary' written on it and allows me to section my day into hourly segments that I find very handy.

Electronic gizmos, I'm told by various techno-junkies, can do this sort of thing as well. How impressive is that.

On a little side note. I have an electronic device that I use for phone calls as well. It can do all sorts of other interesting things, but to be honest those things generally bore me to death. But the phone calling stuff is just fine.



Kevin Hammond

Mechanical Design Engineer
Derbyshire, UK

 

[cvg]

the pad of paper next to the mouse works just fine, if you have a desk job. However, if you find yourself travelling to job sites, to clients offices for meetings, conferences, seminars, in the airport all the time like I frequently do, then lugging stacks of paper around with all your critical information including your to do list, calendar, contacts, current email to read and act on, etc. gets to be more difficult.

 

[Senselessticker]

I don't disapprove of the use of blackberries and the like, nor do I ever poke fun at those who can't seem to remember phone numbers, action items, or meeting times without the help of extremely time comsuming gadgets.....

I figure I am already geeky-a-plenty. I'd rather not look like any more of a nerd than I already am. I have a hard enough time remembering to remove the collection of pens and crumbled yellow stickies out of my shirt pocket before roaming around in public.

Watching an engineer peck away at a PDA in the airport is like watching a make-up artist dip and dap away at a compact. I always assume the guy with the PDA must have had a gameboy when growing up.

I'm really not trying to get away from the the thread subject...I just believe that "planners" are simply a distraction to "doing work". I'd bet more on the engineer with the pen, paper, and scale in his hand anytime over the engnineer holding the gadget.