Because I work almost exclusively in remote-based teams, I'm always looking for new tools and services that can help me manage my daily tasks and effectively collaborate with my team members. One of the biggest problems I have with some collaboration systems is that they require everyone to login and collaborate using the web app itself. This is great if you are always in one place or in a more traditional office environment, but it becomes less problematic if you are on the go frequently and already have tools and practices in place to try to manage your life.

This is why I think that WizeHive has real potential. WizeHive was launched in late 2008 after its founders, who were unsatisfied with the current crop of web-based collaboration and task management tools, decided to scratch their own itch and launch their own service. Over the last six months, WizeHive has rolled out additional features and today, WizeHive is releasing a bevy of new features and enhancements with the aim of bring WizeHive to the masses.

I talked to WizeHive's co-founder, Mike Levinson on Monday about the product and its development and what the new release brings to the table. I was most impressed that Mike and his team use WizeHive internally to manage various projects and activities not just including WizeHive's development, but for other business tasks as well.

After playing with WizeHive a bit, I think the best way to describe the service would be that it is Basecamp meets Backpack, with a dash of Yammer on the side. Unlike some collaboration solutions like Box.net, which really do an excellent job of replicating or replacing SharePoint, WizeHive is a more streamlined way to share files and communicate details back and forth, or to keep track of task management.

After creating a WizeHive account, you can create a different workspace for various teams or projects you might be working on. Within that workspace, you can choose who you invite to collaborate in that space. Once you have invited someone to your space, they can share documents with you, make comments, assign or complete tasks, etc.

You can also create pages within a workspace to further drill down your focus. In my DLS (for DownloadSquad) workspace for instance, I can have pages for Posts, Features and Ideas. Each page can contain its own task and its own set of comments.

The thing I like best about WizeHive is how easily it integrates with other services. You can create a new task (or even a new page) using e-mail, but you can also send messages, tasks and reminders using Twitter. By sending a direct message to @wizehive, after your account is verified, you can communicate directly with your workspace and the people in your group will get notifications and can reply by e-mail, Twitter or using the web site.

Here are some of the new features WizeHive has introduced with this release:

• improved UI for tracking and managing a large numbers of shared files
• enhanced file management and version control
• an increase in the number of files that can be uploaded at one time to 50
• bump in the maximum uploaded file size to 100 MB
• embedded image viewer
• streamlined collaborative editing of documents and spreadsheets

Although you can create and edit documents using ZoHo (it is integrated) and you can save revisions, the real focus of WizeHive seems to be on tasks and communication.

WizeHive is still in beta, so you can sign-up for a free account with unlimited users. You're limited to 50MB of storage space (an additional 3GB is $8US a month), but you get every other feature and you can use the service at least until the end of 2009. Personal accounts, limited to 3 users and 50MB of space are also free. Teams or Small Businesses can get an account with support for 10 users and 3GB of storage for $39 a month.

I'm going to give WizeHive a try and see how well I can integrate it into my life.

Fans of 37signal's online task management and information gathering tool Backpack will be excited to hear about the tool's latest addition, a Journal page.

Backpack recently underwent a major update that moved the tool from a single-user focus to a tool intended to allow teams that are working together to keep information organized. The new Journal function continues the tool's move to more of a team focus, which is both exciting and a little frustrating. While none of the functionality that makes Backpack a good tool for individuals has been lost, it's disappointing to see 37signals lose their focus with respect to Backpack. Considering they already have three team-focused products (Basecamp, Highrise, and Campfire) it would have been nice for Backpack to have remained focused on individual productivity.

Opinion aside, the new Journal functionality allows teams to keep tabs on what each other are up to. There are two main elements. The first is the current status field, which can be thought of much like a private Twitter or Facebook status update. You use this field to tell everyone what you are currently doing. The second field allows you to enter what you have just completed, and these items are logged. This allows you to see what your team members are currently busy with, and what they have recently accomplished.

It seems to us that this might seem a little too much like big brother looking over your shoulder, but on the other hand almost all jobs require some sort of accounting for your time. Is this a feature you could see yourself using? Why or why not?

If you're still not quite sure what to make of this, a video demonstration of the new Journal page is available.

How many of the applications you use on a daily basis are web-based as opposed to locally installed native applications? For me, the answer is way more than I ever would have expected.

Had you asked me this question a few years ago, I would have vehemently denied that the future of development is on the web. As much as I could see and understand the value of a ubiquitously available web-based application, there's just no way to approach the level of power and integration (not to mention the ability to be always-available) that is possible with well conceived and developed desktop software.

Of course, back then I didn't imagine that web applications could become as useful as Google Calendar or Remember the Milk. I also didn't imagine that light - yet still useful - versions of these apps would be available from my mobile phone almost wherever I was.

In fact, and much to my surprise, today most of my personal data today is tied up in online services: Gmail, Google Calendar, Google Docs, Backpack, Remember the Milk, Facebook, Newsgator, and Evernote to name just a few.

Most of these are probably pretty familiar names, but one is a newcomer in the web space: Evernote. Still in beta, the new version of Evernote contains a full-featured web version, but synchronizes seamlessly with desktop software on either Windows or Mac platforms. And it's a breath of fresh air.

Users of Backpack by 37Signals might enjoy having the ability to put a Backpack widget on their Mac's Dashboard. If you think you'd dig that, head on over to Chipt Productions and download their Backpack widget.

Chipt have done a great job of minimizing the user interface of Backpack down to a very small and manageable box, while still retaining critical functionality. You can select Reminders, Lists or Notes, and choose which page to view if you have multiple pages.

To enable the widget, you'll need to get your Backpack API key from your account settings page (it's at the bottom) then click on the little i at the bottom right of the widget and enter your Backpack username and API key. Once you've done that, you're good to go.

Earlier this month, 37signals added a One Bar feature to allow users of their Basecamp project management and Highrise correspondence tracking services to sign into both sites at once. Fortunately, after issuing a major update to Backpack, their wildly popular web-based PIM app, they have added Backpack to the One Bar signin. This will save some time and simplify switching between these services, and the only requirement of One Bar is an OpenID, an increasingly adopted service that allows you to tie website logins to one single ID and password for the ultimate in web security and convenience.

After all that teasing, 37signals has flipped the switch on a major upgrade to Backpack, their incredibly popular web-based PIM service that can store and organize lists, notes, pictures and files. As if features like sharing / collaboration and mobile phone access weren't cool enough, this major release takes Backpack productivity to entirely new heights.


One of the most interesting on the list of new changes is a much-updated UI, from a movement of the toolbar to the top of the pages (pictured) to the much-requested ability to drag and drop any list, note, pictures or file from one page to another. While the toolbar's new location initially feels like a good move, we find ourselves missing the authority of the previous design, as the buttons to create new lists and notes stood out a bit better.


Almost as drool-worthy as drag and drop abilities, users can now also search across all their Backpack pages. A new searchbox mounted in the upper right (directly underneath the 'Make a new page' button) should satisfy most users who use Backpack for more than a few tidbits of info. Searching seems pretty zippy, and your search term is highlighted among the listed results.

Continuing the healthy list of changes are other welcome new features, such as multiple photo galleries per page and RSS feeds for shared pages so you can keep an eye on changes made by everyone else. Altogether, this is a great update and we're very satisfied with the new features. With accounts ranging in price from 'free' up to $14/month, we recommend Backpack more than ever for anyone from casual users who need a simple web-based locker for storing bits and pieces of their daily adventures, to power users with a serious case of GTD or project management on their back.

Yea, that's right, we used an exclamation point (!) in a post headline - that's how excited we are that 37signals just released a new preview post and video demo of one of the most-requested Backpack features ever: moving items to different pages. Especially appealing to the GTD crowd, the ability to move items between pages will blow open the doors on Backpack's usefulness for everything from keeping useful tidbits of info handy (even on your mobile phone) to managing projects and robust todo lists. Anything will be draggable from one page to another - notes, files, pictures and lists - and you can even drop an item on the 'Make a new page' button. Items dropped onto a page will be placed at the top of said page, easy to find and organize at a later date.

If you can't wait for the new Backpack to debut (though a scheduled maintenance alert warns that the service will be down tomorrow night at 10 pm Central Time), 37signals has even provided a demo video (in QuickTime) of the new feature in action. Note, however, that the Backpack in the video is running in a slower development mode, so the live version should apparently function with a bit more zip once they flip the switch.

On behalf of Backpack users everywhere, 37signals, we at Download Squad would like to thank you for answering the call.

Let the 37signals hype machine begin again! After a few Basecamp updates and the release of their slick new Highrise contact management app, Backpack seemed all but lost to the depths of web app limbo. But wait! As if from a great fog, 37signals has published the first preview in a series that proves the revolutionary PIM web app is anything but lost! In this first post, the company has begun showing off some upcoming changes with a new 'items anywhere' feature. No more will your Backpack pages be laid out for you with lists at the top, followed by notes, files. etc. - you will be able to lay out your items in whatever way fits your workflow best. How this will affect other features like emailing items into your pages, and whether this could usher in the much sought-after ability to move items from one page to another, still remains to be seen. It's definitely good news that 37signals prefixed this post with 'Preview 1,' though there is still the down side of no ETA for the arrival of this much-welcomed update to Backpack. Guess we'll all have to stay tuned.

Thanks Dave!

We're big fans of Backpack, the online PIM organizer with a pioneering KISS philosophy from the wildly successful 37signals. At times, however, Backpack can appear too simple, making it seem like the only way to interact with the service is through its pleasantly minimal web interface. Fortunately, this is entirely not so, and we just stumbled across two handy Firefox add-ons that bring quick navigation and easy clipping to this increasingly useful online info organizer.

First up is Backpack Pages, a simple toolbar button that acts as a simple drop-down bookmark menu for all your pages. As usually with any external Backpack tool, simply enter your username and private API key to get the ball rolling.

Second is a really useful add-on especially for users of Google Notebook or any other web clipping tool out there: Backpack Publish (pictured). Setup is again pretty standard, and now you can select text on any webpage and use this add-on's menu to create a List Item or Note to add to any of your pages without breaking your workflow.

37signals' online PIM service Backpack is known far and wide in part for its extreme simplicity. It offers everything you need with nothing you don't - but that doesn't mean it's lacking in the power user department. While it hasn't been updated in a while, 37signals maintains a Power Users archive page at the Backpack blog with a whole slew of tips and tricks that will likely serve as a great review for old schoolers, or a killer resource for those new to the handy service. Some of our favorites include prefixing reminders with a plus sign and a number to quickly set an alarm for a few minutes or hours, as well as being able to email pictures and even lists of items to pages.

Since that blog hasn't been updated in a while though, what other tricks have you users discovered for the service? Let's see if 37signals' Backpack blogger(s) have been laying down on the job.

In my ongoing search for the ultimate software system for use with the Getting Things Done methodology, I've recently come across a real winner. Tracks is a web application that was built from the ground up for the purposes of implementing a GTD system. Written in Ruby on Rails, Tracks offers the familiar Projects and Contexts organization system made popular by David Allen's Getting Things Done system, coupled with the sparse graphical design and easy functionality made popular by well-known Ruby on Rails applications like Backpack, Basecamp and Ta-Da List. Now I should mention that Tracks is not affiliated in any way with 37 Signals (the maker of the other three web applications I mentioned), but it's clear that the Tracks developers are inspired by what 37 Signals have done. Plus, I'm sure it doesn't hurt that Rails was released by 37 Signals as a framework with which to get productive with Ruby very quickly.

The installation of Tracks is unfortunately not for the faint of heart; if you're someone that would shy away from installing a web server on your local machine, or don't have access to a Ruby-enabled web hosting account, installing Tracks probably isn't for you. If you are, there are a number of sets of instructions available.

For the rest of us, our best bet is to find a hosted solution. Since Tracks is by its very nature multi-user, it appears to have been a relatively straightforward task to build a hosted solution, and allow users to pay a monthly fee for access.

My favorite of these hosted offerings is called GTDTracks. GTDTracks is extremely affordable, at $1.49/month, and they offer regular backups and upgrades. I'd much rather about getting my stuff done than messing with upgrading a web application that I know very little about, so this option appeals to me a great deal. Plus, they take care of what is arguably my biggest fear with online hosted services, which is the question of how to get your data out if you decide to move on to something else. GTDTracks has a policy of allowing users to cancel their account at any time with no penalty (so you're not on the hook for more than a buck and a half at any given time), and you can take your data with you, exported as a plain text file that can be imported into another installation of Tracks, or simply mined for the data it contains.

Using Tracks is very straightforward - simply create Contexts and Projects as needed, then create Next Actions (essentially tasks) and associate them with the project and context they relate to. Due dates can be set through a convenient calendar widget. One nicely done element of the application is the Done page - one way to get inspired to get things done is to see what you've already accomplished. The Done page shows items that were completed in the last 24 hours, last 7 days and last 28 days, as well as a link for everything older than that.

You remember the video, right?

I got my wish. Eleven days ago I posted about a new online productivity suite that I was dying to try. Well it's late on Halloween evening, and I've just spent the last hour playing with the various features in Scrybe that enticed me when I first saw the demo video. And so far, I think we have a winner on our hands.

After playing around with the user interface for a bit, which is sort of fun in and of itself, I decided to test the killer feature that puts Scrybe in a league of its own when it comes to online calendars and productivity applications: offline use and synchronization.

What can I say? It just works. I turned off my wireless adapter, put my browser into offline mode, logged in, and proceeded to add and change data in my Scrybe account. Everything worked as you'd expect - it felt like being online. Then I turned my wireless back on, put my browser back into online mode, logged into my account, and everything was there, as expected. Okay, so far, so good. So then, I moved over to another computer, and logged in to Scrybe. And, as expected, everything was there, as well. Perfect!

So what is there to complain about with the beta release? So far, surprisingly little. My one peeve is that the Scrybe window defaults to a specific size, which is slightly too long for my laptop's native resolution of 1280x800, and awkwardly short for my two available external monitor's resolutions at 1440x900 and 1280x1024. Given that Scrybe is written in Flash, as TechCrunch notes, it seems strange that they would have chosen not to make the interface fluid like, for example, Google Calendar. Certainly it should be possible. Let's hope this is on Scrybe's radar for future enhancements. For more thoughts on what it means that Scrybe is written in Flash, check out Ryan Stewart's thoughts at ZDNet.

I'm sure as time goes on bugs will be found, and fixed (oh, the beauty of online apps), but for now Scrybe is giving us a seriously strong first draft to play with. In terms of functionality, this beta release of Scrybe is almost feature complete, based on what they showed in the demonstration video. The only feature that did not make the cut for this version is the bookmarking / web clipping functionality. According to Scrybe this will be added in a few weeks, to be followed by the mysterious sharing functionality that is alluded to at the end of the first video.

Although I could take this time to walk through the functionality in Scrybe again, it's really no different than what we saw in the demo video, and I described in our first post about the system. That is to say that so far, everything works as I'd hoped it would.

Right now the only way to get a beta account is to sign up at Scrybe on their main page. Unfortunately for all of us excited users, Scrybe is doing a phased rollout of their beta program. Although this is frustrating for those of us that would like accounts and can't get them immediately, I think they deserve credit for deciding to do things right. Faizan, CEO and co-founder of Scrybe tells us "We could have launched with a bang and gotten another mega spike on Alexaholic, but the purpose is to control the hype and improve the product with focused users." That's a very refreshing perspective. For more information about the beta rollout, check out the Launch Details page on the Scrybe site.

In this era of worshipping at the temple of "The David" (Getting Things Done), there is no shortage of offline and online productivity suites. With that in mind, I rarely get all that excited about the new Web 2.0 offerings that get a bit of buzz here and there. But Scrybe appears to be different.

Way different.

Like wow different. Here, just watch:

Scrybe is an online organizer that is grounded in one word: context. The user interface is designed to always give the user context relating to the data they are dealing with. So if you're working in your calendar, you can fly up to a year view, or dig down all the way to a day view, and all of the related information is intelligently displayed so that you never lose track of where you are. Watching the video on their site, you immediately get a feeling of "that just makes sense". Google Calendar is good, but doesn't appear to be as good as this.

Online Software

As much as I enjoyed writing part 1 of this series about software you can use for GTD even while offline (I've had a soft spot in my heart for offline-capable software forever), I have a feeling that part 2 is what many of you are waiting for - and the question you'd like answered is "how do you implement GTD using online tools, preferably free ones?".

Well, there are quite a number of online options, but in my experience I've found that there is no "all-in-one" solution like Outlook for managing your personal information online. So rather than give a few options that aspire to all-in-one status (none of which I could find myself currently using), instead I will give you what I consider to be the best-of-breed web based services, and how I go about integrating them into a Getting Things Done personal system.

Rejoice, fellow Backpack users, for 37Signals today added a much-requested new feature for paid users: a calendar. As you may come to expect from the traditional KISS approach of 37Signals, the calendar is incredibly easy to use and enter appointments into. It's also 'smart', as it can figure out what events like "January 7 Catherine's birthday" and "6:30pm Dinner" mean, and it will place them where they need to go. Users can also create multiple calendars and assign unique colors to each, and events are pleasantly drag-and-drop-able between days. Unlike Google Calendar, this Backpack Calendar can remind you of events no matter which calendar they are entered into, however the reminders (at least for now) are set at a static 30 minutes before the event. Calendars are also shareable and subscribe-able via the iCal format, and just as with Backpack pages, calendar addresses are able to be reset, should you find a need to stop sharing one down the road. The one thing I haven't tested yet is whether this calendar has any kind of accessibility via Backpack mobile. If you try this out, sound off.

As a paid Backpack user (just the Basic $5 plan), I have to say: I am pleased. I retreated from using Google Calendar a little while ago, in part because of the silly limit of only being able to receive reminders for events in the Personal calendar, and no others. Plus, this is another great reason to start using my Backpack account even more, especially since I've found a killer offline Backpack client by the name of Packrat, which I've blogged on TUAW. One downer that I can see from this new calendar being a paid-only feature, however, is that (as far as I know) free account users don't have any way of testing it out. I guess freeloaders (just kidding) could spend the $5 to 'temporarily' upgrade and test it out, then simply downgrade if they aren't happy. Ultimately, I think this calendar feature is almost worth the $5 alone for any Backpack user looking for a little more organization in their lives.