Hmm, finally a chance to kick back and update my journal, before dinner ^_^. Something that’s been on my mind, is task management and record keeping, or more broadly the issue of “Productivity”.

When it comes to general coding or computing tasks, I stopped worrying years and years ago. I’m noted as a VIM user who loves its editing efficiency, and I would take something like vi or emacs any day of the week over a glorified Notepad, which is a class of code editor that excels at inserting efficiency. Likewise, I spend much of my time in a command line environment—which is far more productive for me than what most `normal` people use on their computer. Being at home in a terminal is also kind of a necessity where I work, hehehe.

So what does concern me, is at it’s essence Getting Shit Done and Keeping Track of Shit Done. Over the past couple months, I’ve extended my natural workflow to something more effective for a working environment. In the end, it’s still the same objective though, GSD and KToSD.

Traditionally, by project I would usually keep a set of notes: in the project root, either in a file called TODO or buf; which is a convenient name when your editing source code and want to write out a scratch buffer. Technical and personal notes would generally fall somewhere under ~/Documents with temporary notes and snippets in ~/tmp or ~/misc, depending on how long I need to cache it. Obviously, most of the interesting things would get converted to HTML and blogged here! My vim setup also defines an “Outline” mode that I utilize for brain storming and various other things that belong in a .outline file.

At the present, I’m utilizing a note taking program called TomBoy, which has become quite the useful notebooking tool! While it has a few things I find irksome or overly minimalist, it also has a few that I quite like, and fits the #0 rule: it just works. TomBoy is written in C# and works great on every platform I’ve tried it, including Windows. The main lack to it, is having to fumble about to find which window on screen belongs to my current note. I would like to find the time someday to write plugins for interfacing it with other software in my workflow but that’s more so for use outside of work. My systems all run the TomBoy client and utilize one of the many backends for synchronization, so I always have an up to date set, which is good because (*groan*) sometimes I may have to work from home.

What I do with TomBoy, is maintain a set of notes: the Current Action List and . Whatever is most relevant to the here and now gets scribbled into the current action list. So for example, if I’m implementing some change to a program I will have outlined the phases needed to do it as a set of bulleted lists in my Current Action List note, which is saved in a notebook named after the company I work for. During a `change of gears`, or as certain information becomes less associated to the Here And Now of what I am working on, it gets cut and pasted into a note named after the project in the same notebook—so I know exactly where to find things. If a note becomes overly concentrated, becoming more like a multi-section collection, the notes get split and prefixed by the project name. I also have a “Programming” notebok for things that are of a more general programming nature, like comments about APIs or how to use certain tools. Today I added a “Personal” notebook, which will probably gain a Current Action List note of its own someday.

An example of this workflow in practice, earlier in the month I was focused on writing code to model a problem and code to test that for correctness. Kind of like an individual Test Driven Development. But I didn’t have time to review things very well, yet I had gotten into this sweet work flow between coding, noting, and testing.  It got done and so did the code that needed to use it.

I outline what I need to do in TomBoy, using as little or as much detail as necessary, then I do it and adjust the note as necessary. It’s for insurance: in case doing X takes N*4 times as long, or I suddenly have to take a shit in the middle of something, I won’t forget to do the Xth thing. Out of convention, I prefix completed “Tasklets” with a ‘-‘ and highlight problem areas or WIP’s with a ‘+’ prefix, e.g.


  • – change A

  • – change B

  • + change C

  • change D

Where D is still to be done, C is giving me more overhead, and A and B have been hashed out.

This is helpful because for example, you might think of something Important(tm) that you don’t need to focus on *now* but will need to _soon_. Or at least, it is helpful to me. I’ve been doing this for a while now and it’s really meshing well. When a subject get hammered out, like A, B, C, and D all completed, tested, and committed; then I either delete the note text or transition it out of Current Action List and into Project Name. Just depends on whether or not the info needs to be retained.

Something that proved the utility of all this to me, was when I decided to take a step back and focus on examining the work I had done. So I took a couple hours to go over the programs code base, subject by subject, and making corrections as I saw preferable. To do that, I created two indented sections in my Current Action List: one for notes on application code and one for enumerating what the test cases actually cover. For each significant element that had changed during that cycle of development (probably ~50 commits), I did two things: review the test cases from the outside in, writing down what they actually tested (the assumptions), and an occasional (highlighted) comment about what needed to be tested for or changed. Then I opened the associated source code, and went through it and made any practical comments, in a form of super-short-review. This resulted in a Current Action List that looked like this:

Subject A tc ->
  * tests quux domain
    + includes ...
    + excludes ...
    + how it deals with X possiblity
  * and so on as appropriate, covering:
    + domains and ranges
    + state assumptions
    + error
    + and dealing with 'wtf was that?'
Subject B tc ->
  * ditto

Subject A ->
  Short, concise reviews
  * including comments with pointing out
  * and areas for change

Subject B ->

Looking at the assumptions the test cases make rather than the code it tests, showed me areas where the tests needed to expand, which showed me places that needed to be changed. To keep myself “Fresh”, I paused after each subject/module to play “Fix it” to the flaws that I found in examining the tests and code, then update the note contents accordingly. Then I moved that chunk out of Current Action List and into Project Name. So if for example, before moving onto compiling the stuff for B, I would make the corrections to A that compiling the notes had found, then cut/paste it into the note for the project. I think this is a good thing, kind of like the old UNIX guys. I think it was DMR, who once commented on writing the BUGS section of a man page, only to go fix it rather than release it.

Doing that check the tests, check the code, fix the code cycle, allowed me to cover a lot of ground fast without having to worry about keeping track of minute details. I also didn’t space out from reading to much code and writing to little, and still have it saved in case I need to reference it later.  After everything was done and I was ready to start the next phase of what I was working on, I transitioned all that stuff out of my Project Name note and into a note named “Project Name Test and Code Review”, and left a line in “Project Name” to see that file for that. Clear, clean, and simple as eating.

Two reasons I love TomBoy: it has *excellent* support for lists and indentation. It totally and completely blows away software like gmail and Word in that regard, and provides the ease of use that my outline modelet in VIM was created to fill. It is incredibly easy to manage and manipulate info in a TomBoy note, and adapt it using list or indentation structure to organize a note in such a way that you can parse it at a glance. I generally use indents for sectioning, lists for enumerations. The second thing I love, is that whenever you write the name of a note or a file path it becomes a clickable hyperlink, very much like a wiki. But unlike the majority of wiki’s it is tied to the name of an actual note (entry) rather than a SillyNamingConvention. There’s also great support for renaming notes.

The thing that TomBoy is really Not So Good At, is managing TASKS instead of NOTES. It just wasn’t designed to do more serious task stuff then a sheet of paper. Yet it is pretty damn good at the whole notebooking thing.

There is a program called Tasque but for my needs, it is much to simplisitic to be useful. In fact, Google Tasks in GMail is probably as good (and sucks). I gave Tasque a wurl because it had both a TomBoy plugin and a RTM backend. In testing that out, I found the TomBoy side of Tasque really ain’t that spectacular either. In point of fact, just integrating RTM back into my work flow as proven useful. My usage of Remember The Milk has totally gotten overhauled, and it would be worth while to someday write a TomBoy plugin to help associate their notes/tasks.

I’ve basically replaced what fixed (and standard issue) lists I had with purely “Smart” lists, letting tagging and inheritance do the organizational leg work for me. This suits me, because I can set myself a task with tags that will make it show up in each list I want it to, so e.g. a task can be in both my list for work tasks and my list of people to contact, be readily searchable, and have a way of associating notes, due dates, and all sorts of handy stuff with it. Basically all the good stuff for tasks that TomBoy lacks.

That’s the thing of it though,

  • Just Work without Kicking.
  • Let the software do the house keeping.
  • Allow me to focus on working rather than structuring
And I’m quite happy, lol.