Before we get started, I should identify the basic function of the software.  MyCaption allows the user to create and annotate Tasks, Appointments, Memos, Email, SMS messages, at the touch of a button.  The process is such that after the software captures the user’s vocal recording, that data is sent to the company’s servers, where it is delivered to the BlackBerry device as one of the above formats.

So how can it work for GTD?First, as a Collection Tool.  Let’s say I’m out and about and I have a thought that I want to remember to watch David Allen’s latest Webinar on GTD Connect.  I would push the side button on my BlackBerry (which I’ve specifically mapped to the Task function) and a recording interface pops up.  I can then speak for up to 3 minutes, offering whatever information I might need (“watch David’s Webinar on Priorities”).  What I then receive back within 5 minutes is a notice that MyCaption has created a new Task, and I’m given the option to go to Tasks.

Notice however, that I identify this function as Collection.  That’s because I cannot yet place that Task within a Category, neither can I create a new Category if I wanted to.  In speaking with the developers of MyCaption, this is a function that they are currently investigating, but for now it’s unavailable.  So after creating this new uncategorized Task, I’ve essentially captured “stuff” that needs to be processed.  What I will do then is to sync my BlackBerry at some later point in time, and the Task shows up in my Outlook Tasks uncategorized (at the top of my view) and I now can Process this new input as I would any other new piece of collection: by asking “what is it?” “is it actionable”, etc.  Using my previous example, I would open the Task and categorize it as something to do “@Online”.  The inability to categorize while you speak is clearly a limitation, however the MyCaption solution is much more streamlined than paper collection as far as I’m concerned.

While that describes my primary use of the software, there are other features that many of you may find very valuable.  I can speak a reply (or replay all) to an email.  I can do the same with SMS text.  I can create an appointment through speech, you can annotate a Task so that my speech shows up as text in the “Notes” section of the Task.  My lifestyle is not so mobile that I find all these features useful, but as I hear of more and more BlackBerry users giving up their laptops on the road, these features may end up being mission-critical life-savers.

I should note that there can be a delay to receiving input (Tasks, etc.) from the MyCaption servers, and that can prove sticky if you’re trying to cleanly shift your thinking from one area to another, only to have the first area come back at you, but to me that’s a minor distraction, and the functionality of MyCaption well-compensates this downside.

There’s also the requirement that for email, recipients need to be either identified as MyCaption recipients on the BlackBerry, or your Contacts need to be loaded on the MyCaption servers, also a minor downside.

All in all, I find MyCaption to be one of the better GTD tools around for the BlackBerry.

Wayne Pepper is a senior presenter and coach with the David Allen Company.  While this review is based on his personal and objective opinion as a GTD expert and BlackBerry user, he received a free copy of this software to do this review.  Please note that this is not an official endorsement from the David Allen Company. We are not affiliated with MyCaption.  But they have a cool tool that works well, and we think you might like it too.

I had a funny and rewarding GTD experience that I thought was worth sharing.

Today I found a piece of paper crumpled up inside of my vest pocket.  A pocket I use only for my voice-recorder and not for hand written notes.  The note was labeled as follows…

08-14-09
Patty
<her phone number>
BCV Phone
Exchange Access

I stared at that piece of paper during a freak lull in traffic, wondering what in Crom’s name it meant.  Back at the office I called Patty and confessed “I dropped the ball on something but I can’t even recall what it was.  Can you help me interpret this note?”  It turns out that I had actually handled the issue some time ago.  She was very happy that I called to make certain it had been handled, though.  We both had a good laugh about it.

This experienced proved to me how absolutely essential it is that I train myself to use the correct collection buckets, otherwise information will not get into the GTD process flow to begin with.  If capture is not working then all the rest is useless.  Luckily I had trained myself well enough to put down the date, the person and the
phone number.  Otherwise I would have been lost and had no where to turn.

Cheers.

-JMC

If you have a GTD story, we’d love to hear from you. Send it along to editor@gtdtimes.com.

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