Bob Elliott Uses WorkFlowy to Keep an Inventory of Over 170 Tools On-site

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Bob Elliott emails me every other week with new use cases for his WorkFlowy document. He’s really making WorkFlowy work for him. Bob’s simple yet powerful tool inventory we’re going to take a look at today saves him the heartache of having to look for his awl in all the wrong places.

Continue reading “Bob Elliott Uses WorkFlowy to Keep an Inventory of Over 170 Tools On-site”

The “Clip to WorkFlowy” Extension and “The Lowly URL as The Irreducible Atom of Work Management”

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I recently touched base with “rawbytz” a programmer and prolific WorkFlowy hacker – who pointed out that top of his wishlist, he wanted a slackline for Christmas. I had previously installed his “Clip to WorkFlowy” Chrome extension and all 3 of his amazing WorkFlowy Stylish styles. I have since gotten the scoop from rawbytz on half a dozen WorkFlowy hacks that he has either completed or are in the pipeline. He will be sharing all of those in good time here on the WorkFlowy blog. Today we’ll be taking a look at his Clip to WorkFlowy extension – but first, a wee bit of background, cobbled together from a couple of our conversations:

FRANK: Could you tell me a little about how you got into creating your own hacks for WorkFlowy? What sort of tech skills does one need to put something like that together?

RAWBYTZ: I’m an engineer – spent a good part of my career in technical sales. I’d find myself in a hotel room, with crappy internet speeds and the need to upload/download data with big, ugly corporate databases. I taught myself AutoHotKey, a scripting language for Windows. I’d fire up my laptop and launch a script. Then I’d take off and enjoy a nice dinner, leaving the script to curse at the crappy speeds and ugly databases. Later on when I started tweaking bookmarklets, I realized many concepts I learned in AHK applied to JavaScript… I just needed to learn some new words and syntax. It’s an ongoing process.

FRANK: How did your WorkFlowy journey kick off? Did you get what you could really do in WorkFlowy right off the bat? Continue reading “The “Clip to WorkFlowy” Extension and “The Lowly URL as The Irreducible Atom of Work Management””

Idea: WorkFlowy Presentations

WorkFlowy offers a wonderful way to develop and expand ideas, what if it offered an equally great mechanism to communicate ideas with others? We messed around with the idea of quickly recording a presentation using WorkFlowy to replace slides, and the above video is an example

Is this something you’d use? Other feedback? Share your thoughts in the comments!

Part 2 of an Interview with Mike & Jesse: WorkFlowy Features Present and Future

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This is the 2nd of a 2-part interview with Jesse Patel and Mike Turitzin, WorkFlowy’s co-creators. Mike and Jesse talk about WorkFlowy features, the inspiration behind it all and big dreams for the future. Get the first part of the interview here.

FRANK: Is there anything you can tell us about your inspiration for or any epiphany concerning WorkFlowy’s zoom? Would it be an overstatement to say that the ability to zoom into lists is WorkFlowy’s superpower?

JESSE: Zooming is definitely Workflowy’s superpower.

I tried a bunch of outliners before starting to work on it, and they all had the same problem: If you start a huge project in it, that has many big sub projects, which have many significant sub sub projects of their own, you quickly get to a point where the page feels overwhelming. In most, you can’t zoom, so you can’t infinitely keep drilling down as something gets more complex, or as some small part of a bigger project explodes into a big project of its own. Those where you can zoom, it is usually clunky and unintuitive, so you don’t do much and it is a hassle.

And that is what I was after. I am a bit scatterbrained, so I like to write down every little step of what I’m doing. So my documents tend to get super big and unwieldy really quickly, and I just knew that I needed to be able to zoom in and treat any part of my bigger document like its own little document.

MIKE: I do think the particular way WorkFlowy handles zooming is a big part of why the product clicks for people. A number of the outliners of yesteryear support a feature called “hoisting”, but it doesn’t feel like a primary way of using them, and the way of interacting with it is clunky.

I was familiar with outliners before WorkFlowy, but I never used them. I think that in a way was an advantage in my work with WorkFlowy, because normal outliners (at least the ones in use circa 2010) were not compelling to me – I wanted to make a hierarchical list-making app that was a joy to use.

 

FRANK: Could you give us some insight into how difficult it actually is to roll out any new feature? Take, for instance, one of the relatively recent additions… the ability to select multiple, arbitrary lists (Alt+Click).

Continue reading “Part 2 of an Interview with Mike & Jesse: WorkFlowy Features Present and Future”

WorkFlowy Co-Creators, Mike Turitzin & Jesse Patel on WorkFlowy’s Early Days

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This is the first of a 2-part interview with Jesse Patel and Mike Turitzin, WorkFlowy’s co-creators. Today’s post is a throwback to the early days of WorkFlowy’s ideation and inception… while the next post will take a look at some tougher questions about WorkFlowy’s vision and behind-the-scenes development. 

FRANK: I went fishing for WorkFlowy’s genesis and unearthed the following from a 2012 blog post elsewhere on the ‘net:

The idea for [WorkFlowy] grew out of Jesse Patel’s work at a nonprofit, “a job that was really overwhelming, where I had to manage a bunch of moving parts for 30 different projects.” While at that job, Patel tried many different programs to help him get organized. “The biggest problem with all of them is that they don’t support flexible data structures—they don’t let you define things how you want,” he says. “Instead they make you work in a specific way. Everything was super-janky and hard to use. So I was like, I’m just going to start creating a hierarchical interface for myself to manage this stuff.”

I’ve got a bunch of questions from that alone. For instance, how many man hours/ days, roughly, went into getting your first prototype up and running? And could you give us something… anything… more about those early days?

JESSE: I remember where I was when I decided to make WorkFlowy. It was in 2008 at some point. I was sitting at a red desk in the attic of a beautiful apartment, and I’d been trying and searching for a hierarchical, zoomable solution to my project management needs.I was teaching myself to program at the time, and tinkering with a lot of little thing, and decided to just try to make a hierarchical, zoomable interface to manage all my info and projects.

Given the fact that I didn’t know how to program very well, it took me a long time. It was in June, when I was living in Berlin for a month, working out of the Soundcloud offices (they had maybe 13 people at the time? They’d just raised $1M) that I really started working on WorkFlowy a lot more.

I think I got to something super basic I could use pretty quickly, but it literally stored the html in a big blob in the database and rewrote it every time I saved an edit. For those who know web development, you’ll understand how insane this is. It was also a pretty clever hack that let me, as a really inexperienced programmer, make something usable for myself pretty quickly.

I thought of this as my learning-to-code project because while I desperately wanted something like it, I thought it was a stupid idea that was bound to fail. After all, every programming tutorial starts with a todo list or note taking app, and everyone seems to think they can make a better one. Therefore, I viewed it as extremely unlikely that the idea I had for WorkFlowy was really novel or interesting, and that I was deluded in the same way everyone who made a notes/todo app was. So I thought, “This is a good starter project, because I am terrible at programming and I won’t be ruining a good idea with bad code.”

By around September or October of 2009 I had quit my job and was working on WorkFlowy full time, and had made something other people could use. So I guess it was about 6 months until I had made a real thing, but it would have been a lot faster if I actually knew how to program at the time. I had been teaching myself on the side for years, but still hadn’t put a ton of hours into it.

I named WorkFlowy in about 10 minutes, because I didn’t think it was important and didn’t think the product was going to be a real thing. If I’d known I’d spend this long working on it, and this many people would use it, I would have thought a lot harder about the name. I literally wrote down five names, asked my girlfriend (now wife) which she liked best, and registered the domain.

I was living in Geneva at the time. My first user was a friend name Shafqat Islam, who was working on his own startup, Newscred, which is now a pretty big success, hundreds of employees, offices in NYC, etc.. At the time, it was him and a friend working out of his apartment or mine, I ran a little co-working space for a bit. He used the first version of WorkFlowy religiously for a few months, then his usage petered out. His enjoyment of it was the first real sign that the zoomable hierarchy was interesting.

At the time, WorkFlowy looked dramatically different than it does now. I hadn’t yet arrived at the single piece of paper metaphor, and was instead using a column oriented approach similar to what you’ll find when exploring folders in a Mac finder. Here’s a screenshot of my actual account in an early version:

As you can see, even from this early stage, the development of WorkFlowy, which from this screenshot I guess I was calling “WorkFlow” at the time, was managed within itself. So, it really has been since the very beginning that WorkFlowy has been built in WorkFlowy.

Before I moved back to the US from Geneva, I rewrote WorkFlowy in about a week, using the single page interface that you see it in now. It had gotten kinda complicated and I wanted to make it simpler, get rid of my unbelievably crappy code and replace it with something better based on my learnings, which was still terrible code. You couldn’t click to edit, so it didn’t feel like a word processor, but that’s when it made the basic shift to looking like a text document, and that metaphor has driven much of the product direction in the years since.

At the end of 2009/Beginning of 2010, Mike and I started talking about working together on something. I had started to go slightly insane working by myself and was reading all sorts of stuff on Hacker News about how solo founders didn’t do as well. I also realized I wasn’t a good enough programmer to do something real alone.

Anyway, we started working together, but not on WorkFlowy. Got into Y Combinator, and ended up flailing around a bit as various projects didn’t seem to have legs. A few people in YC started using WorkFlowy at the time, and around half way through, we decided to make WorkFlowy our main project, so at least we would have something to show on demo day.

Then we finally launched it in November of 2010. Because we were part of Y Combinator, we got an article in Techcrunch automatically. Then Lifehacker wrote about us the next day, and after a day we had over 10K signups, and people seemed to really love the product. They stuck around and kept using it over time, told other people about it, and filled our email inboxes with nice emails saying how much they liked what we’d done. Although we had just launched it at that point, this was really the end of the beginning, because we now had a real product out in the world.

MIKE: I had worked as a programmer on the search engine at Google for a few years after college. I left that job wanting to strike out on an adventure, and I spent a year doing all sorts of interesting non-technical things.

I got back into the tech world in early 2010 when I worked with my brother Chris on some entertaining viral Facebook apps that reached over 10 million people in a matter of days (those were the days!)

Jesse and I had lived in the same residence in college. We started working together in 2010 because we had similar interests and both wanted a collaborator. We worked for several months on stuff that was completely and totally unrelated to WF.

As Jesse said, WF began as his “teach myself to program” project, which is obviously funny in retrospect.

As he said, midway through Y Combinator, we didn’t know what we were going to do next, and we needed something for demo day. The deadline loomed!

I had tried Jesse’s WF demo a bit, and in particular I thought the zoom feature was cool. I was already making multi-level bulleted lists in Google Docs all the time (and we did a lot of this when planning out earlier projects).

From my perspective, WF could completely take over my usage of Google Docs for project management and note-taking if we adopted an interface that was just as easy to use for adding and editing bullets as Google Docs (or any word processor) was. That became our first project when we started on WorkFlowy – to make editing as seamless as possible.

We discussed directions for WF, and we had similar visions of where it could go, so we decided to make it a collaboration. It felt like a fairly insignificant decision at the time, which is funny in retrospect.

FRANK: When you were conceptualizing everything and hammering out the WorkFlowy dynamic, were you really *confident* or really *hopeful* that the whole concept of WorkFlowy would catch on? Did you know right from the inception that along the way you’d pick up a crowd of crazed fans whose workflows depended on WorkFlowy?

JESSE: I am a person who dreams really big, about everything, to a ridiculous extent. Even if I’m making a peanut butter and jelly sandwich, I’m thinking, “This new peanut butter technique I just invented is going to revolutionize PB&J”. So basically, I always think everything I’m doing will be revolutionary and important, which is absurd and silly. I’ve been like this since I was a kid.

However, I’m also aware of this tendency to fantasize about the huge potential of things, so I have a big part of my brain that tries to be a realist. There’s kind of a balance in my mind between the realist keeping things in perspective and the fantasizer saying, “This is going to revolutionize everything.”

With regard to WorkFlowy, I simultaneously felt two contradictory ways about the project. First an enthusiasm around, “This is going to be huge, it is going to become the universal way people think things through, organize their work and communicate complicated ideas.” Second, a more realistic, “This is a throwaway project that will never see the light of day. I’m just learning to code here, and everyone makes a to-do app as their learning project.”

When we launched WorkFlowy, we were definitely surprised by the enthusiasm and usage that it got, and I still am. At the same time, I am honestly still disappointed that we haven’t succeeded in reaching a larger audience, because I think we really have made a better way to organize one’s thinking and one’s life.

MIKE: I was personally confident that our vision of where we wanted WF to go would produce an awesome product that I would love to use myself. So I was fully behind the idea, and a lot of my motivation has come from a personal desire to use the product.

Like Jesse, I did have some skepticism that the project could become a big thing. A lot of this has to do with the general crowdedness of the “space” that we are part of – there are so many note-taking, task management, and collaboration tools available that it’s easy to get lost in the noise.

We were both very happy to see all the positive feedback when we released the first version of WF to the world in November 2010. It was great to hear so much good stuff about something that both of us were aware was still very crude.

FRANK: What does your 2-man team look like, practically? Do you guys work in the same space in a 2-desk office or do you collaborate remotely? What do the 2 of you each focus on? How do you divide all that is the behind-the-scenes of WorkFlowy? Do you just slog away at a bug or a feature with dogged determination until it’s done?

JESSE: Mike lives in NYC and I live in San Francisco. We used to both live in San Francisco, until 2014 when he moved. We collaborate remotely via email, Slack and WorkFlowy.

Mike has traditionally done what I’d refer to as the parts of the product that require more hardcore coding. I work on the product a lot as well, but also on a lot of things that aren’t product related: payroll, taxes, forms, finding contractors, etc.. I have also done all the stuff that requires use of Photoshop and the like.

We both do customer support, with Sasha taking care of all the stuff that doesn’t require one of us to do something on the backend.

MIKE: For the first few years of the company, we both lived in SF and worked most days in the same room together. We are now remote, as I am in NYC. We both are very involved in designing new features and UI concerns.

I have generally been the one who wakes up in the middle of the night to respond to server outages and fight fires. Things have been pretty stable recently, but there have been periods where we’ve faced a lot of difficulties, many of which were growth-related or due to people using the product in ways we hadn’t anticipated.

FRANK: Are you sometimes surprised at what many WorkFlowy users squeeze out of your brainchild? I mean… do you see people using WorkFlowy in a way you never personally imagined or intended? I know this might sound a little over-the-top for an organizational tool… but have you ever felt like this creation of yours is bigger than you?

JESSE: Yeah, I’m really impressed and humbled with what people do with it. Especially the things people accomplish with it, that is what I find most exciting. And the fact that people take their valuable time to write scripts and styles and stuff to modify WorkFlowy is insane. And that you wrote a 250-page book about it, and that people actually wanted to read that book – that really blew my mind.

MIKE: I am blown away at all the things people use WF for. That’s one thing that I find very gratifying – we wanted to build a product that gets out of your way and lets you do whatever you want with it. So it’s neat to see people doing everything with it, which is exactly how it should be used 🙂


In Thursday’s post Mike and Jesse will be spilling the beans about  the WorkFlowy they envision. Don’t forget to share some love below…


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The “??” Filtering Trick Many Have Been Implementing All Along Without Knowing it

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I love the tips and tricks that people are emailing me. Please keep them coming! frankman777(at)gmail.com. Today we have a no-brainer from Richard Bird, who we’ll be hearing more from in future posts.

Richard Bird is an application engineer for a transportation company where he builds custom scripts and applications to automate user processes… and he drives a Ford Mustang.

Richard tells me:

I started using this latest tip by accident. I have this odd habit of typing “??” in sentences where I didn’t know what else to write at the moment or where I needed more info. LIGHTBULB… why not just search for “??” to find all of the places where I left the reader hanging? Super simple, no frills. Just works. After a while I had a ton of them in there. Now I am slowly working my way through tidying them up. So it is kind of like a mini todo list. You know like …Define this, what is this?, get this info, etc.

Below is a snippet from my current outline that has the “??” hack. Any time I need to go back and define what a term means, or leave better notes on a subject, I type “??” with a brief note on what I intend to replace it with. Then later I can go back and make the proper changes by simply searching for “??”:

I went ahead and tried out Richard’s tip by typing “??” into my search box and found all of those entries with 2 or more question marks – which returned an interesting mix of head-scratchers that had either automatically been solved over time… or were even still valid items that needed my attention. I’ve got a feeling that this might be a similar case for many of you. The more question marks you add to your search, the deeper you delve into your past (and present) confoundedness.


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Dee Jay Doc’s “Action Flow” Demonstrates WorkFlowy Tagging Magic 101, Bringing Together what Many Find Elusive

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Today’s post is an encore of Dee Jay Doc’s interview last Thursday. I’m incredibly impressed with how he put together his “Action Flow”. Dee Jay Doc is going to run us through the basics, but you absolutely have to zoom in, hit some tags and tinker with his shared list to see how all of the moving parts of his system integrate seamlessly.

It is well worth highlighting that Doc does a fantastic job of consolidating to-do items within individual project workflows and those in fixed daily schedule lists. He also uses a hybrid of date/ month tags – everything coming together in his tag indexes. You’ll most certainly want to take a page or two out of his book, since many people have found what he’s achieved in his Action Flow to be painfully elusive. There’s also a lot of magic here for those of you GTD fans. Here’s last week’s question I saved for today:

FRANK: Do you have any of your own home-grown tips and tricks which you wangle out of WorkFlowy – anything that you’ve been dying to shout out aloud? Because now’s the time to do it!

DOC: My life can get complex because I run the Fresh Camp, create my own Dee Jay Doc music and help my wife with her handmade jewelry business.

I’ve been tinkering for years with WorkFlowy as well as other task management systems. I really appreciate your new book, Frank. It got me into the next dimension of WorkFlowy use. Here’s a few things I’ve been doing to help manage my own workflow:

AREAS

I can filter my whole system by area. This helps me focus on one aspect of my life:

FAMILY (#fam)

FRESH CAMP (#fc)

OCEANNE.NET (#oce)

(My wife’s handmade jewelry business)

Goals

#goals” is a shortcut that expands all my yearly, seasonal, monthly and weekly goals. This is very important so I can check in with my deepest, most essential goals and make sure I’m doing what’s most important. Sometimes I get so caught up in the matrix of tasks, due dates and stuff that I can’t seem to perceive the most important objectives of the week and stay up on what I need to get accomplished this month.

Contexts

I use a lot of GTD principles, in that I collect in an inbox (Reminders on my iPhone). I process them. I organize in WorkFlowy and assign contexts. I will check my @office context when I’m in my office, but I can usually only do a few things on any given day, so I spend more time in my Day views than in my context views. I try to schedule my week out this way and take work in chunks.

TODAY

Inside the Today node, I have three buckets, “Priority”, “Call”, and “If I Can”. Each of these operate the same way. I can write my priorities for Friday in the Priority node with a tag @f. I can do this ahead of time and/or on the day of. They can be in any order because I don’t spend time just looking at the priority node. Instead, I click @f on Friday. This filters all the @f tags from the three buckets. It also filters out my schedules for all days except Friday. I love this view. It gives me an overview of my day.

If I am zoomed all the way out to “Action Flow”, and I click @f, I can see my Friday along with any other task from any PROJECT or NEXT BUCKET that is tagged @f. I can leave it there or drag it into my days PRIORITIES, CALL, IF or SCHEDULE.

Another cool thing that I could NEVER do in a Calendar program is click on the context tag of the context I’ve scheduled myself time in. For example, at 1pm on Friday I’m schedule to go into the studio. If I click @studio, I’ll see any task with the @studio label (I do need to click on @f to remove it from the search, or else I’d only see the tasks with @studio and @f).

Once again… do yourself a favor and go and play with Dee Jay Doc’s Shared list:

https://workflowy.com/s/bIHQ50h7q3


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