Power Blogging With Mac Journal – GTD Style

I started to use Mac Journal 2 years ago. Initially I was using it only for my journaling activities. I needed something a little more versatile than my plain text file structure, and with some searching facilities integrated. Fortunately, Mac Journal proved to have all this, and even more. I soon discovered that I can remotely publish to my blogs from within Journal, download posts into it (for backup or just convenience) and brainstorm my future posts.

During the past few months, since I decided to make from blogging my main activity – after selling my online publishing business – I started to use Journal intensively. In this post I’ll share how I use Mac Journal for blogging, how I set up my blogging environment and how I applied, using Mac Journal’s powerful “smart journals” feature, a GTD-like blogging scaffold.

Setting Up A Remote Blog From Within Mac Journal

This is not a mandatory step, as you can always use your online blogging admin interface, but it might be of interest. You can add a blog to your journal by selecting the option “Edit blog server” from the “Journal” menu. A pop-up with some simple options will appear. If you’re on a wordpress set up, as most of the people, you should check the “Movable Type” type of your publishing method. A good idea is to add “xmlrpc.php” to your post URL and the admin username. That’s it, you’re now connected to your blog and can start publish remotely. You can even download the entries from your blog into Mac Journal, by choosing “Download entires from blog…” from the same “Journal” menu. Of course, you can have more than one blog set up, if you have more than one.

Establish Your Blogging Habits

Mac Journal lets you apply some sort of meta data to your posts. That will not be transferred to your blog, but it’s a convenient way to organize your blogging habits. Some of that meta data is: status, priority and ranking. There are also others like: tags, annotations or even colored label, if you want, which can be used for some neat visual effects. Let’s see how we can use this meta data in order to set up a more productive blogging environment.

First of all, you need a congruent blog routine for this to work. If you’re going to use this on a daily basis, you have to establish some rules for your idea brainstorming or future posts. My data input set up is like this: whenever I add an idea for a post, I also add the status, which is most of the time “Not Started”, for ideas that are just popping out of my head, the priority, which can be any number from 1 to 5, and a rating and color label (this is only for internal auditing purposes).

The priority number is used for slipping up posts into “Next Posts” and “Someday / Maybe” posts and it uses a 3/4 threshold. Meaning any priority between 1 and 3 (inclusive) will go on the “Someday / Maybe” posts, and any priority between 4 (inclusive) and 5 will go into “Next Posts”. “Someday /Maybe” and “Next Posts” are smart journals. And they can get really smart, you’ll see. The rating and label are just metrics for auditing my blog activity. With a color label I can see at a glance how many working post I have, how many published, and so on.

Set Up Your GTD Environment

I know you’re eager to find out how we can do this, but take some time to relax and first clean up the work environment. First, let’s customize the info bar. And that would be the real estate between the entries list on the right pane  and the entry body. You first have to make it visible, by clicking on “Show Info Bar” menu entry under the “View” menu item. And then, customize it by clicking on the “Customize Info Bar” under the same menu item, “View”. Here is how my info bar customizing screen looks like (click to enlarge):

As I told you, I only keep the topic title, the label, the status combo box, the priority combo box and the rating stars. Whenever I add a future subject I ad the status (“Not Started”), a priority (4 to 5 for important subjects, and 1 to 3 for subjects that I intend to write about later) a colored label, and a rating. Whenever I complete a post, I change the status to “Completed”. And here’s how the actual info bar looks after customization:

Now that we have the adding policy in place, let’s start do some GTD optimizations.

We’ll add two smart journals under the www.dragosroua.com journal set up in my Mac Journal. Right click on your journal and chose “New Smart Journal” option from the drop-down menu. The nicest thing about smart journals is that you can add filtering conditions to them, to select what they will actually contain. In this case, I will have only posts with priority bigger or equal to 4, and status different from “Completed”. Here’s how to do it:

So, from now on, on the smart journal “Next Posts” under the www.dragosroua.com journal, I will only have posts that I should complete, with a priority greater than 4. Cool, right? But how about the “Someday /Maybe” journal? Oh, it will contain only posts with priority equal or under 3, and status “Not Started”. Which seems pretty logical to me (click on the picture to enlarge):

As you can see, we do have quite a GTD set up here: all the possible, “next actions” posts are in one place, so we can focus only on the important stuff (priority 4-5), and we have all the unimportant, or someday / maybe posts (1 to 3 priority) in a separated journal. If you haven’t noticed so far, all the posts are added into the main www.dragosroua.com journal, and then pulled into “Next Posts” and “Someday / Maybe” smart journals using 2 simple rules. The main www.dragosroua.com journal act as a sort of “main review” for all the blogging activities we have.

Journaling The Smart Way

Now that we had a peek into the smart journaling, I bet you wanna do more. Of course you can, if you ask me. I wrote earlier about some sort of auditing of my blogging activities. How I do this? I use a smart journal for all my GTD-related posts for instance, so I can always see how my GTD posting is evolving, how many posts I have, what are the topics, and so on. Here how the smart journal for GTD is done (click for larger image):

Notice the fact that you can set up a smart journal by searching all the entries in the main journal for specific words, in our case, “GTD”. But one can go even further and have a smart journal for all the completed posts, namely the posts with the “Completed” status enabled. You can actually do whatever you want using this very powerful, but somehow hidden functionality of Mac Journal. In the end, here is how the smart journals we defined are aligned under the main www.dragosroua.com journal (click to enlarge):

Other Resources

The most important place for Mac Journal is Mariner Software website, especially the Mac Journal section and the company blog.

I really hope this small tutorial of putting together some GTD flavor and a powerful piece of software for a more productive environment was useful.



Running For My Life - from zero to ultramarathoner


The spooky thing about depression is that it sneaks in. There aren’t really trumpets and loud voices announcing: “Hail, hail, this is depression entering the room, all rise!” Nope. It’s slow, silent, creepy. It doesn’t even look like depression. It starts with small isolation thoughts like: “Maybe I shouldn’t get out today, I just don’t feel like going out”. And then it does the same next day. And then the day after that and so on. And then it starts to whisper louder and louder in your ears: “Why would you go outside, you loser? Didn’t have enough yet? Want more people to make fun of how much of a big, fat loser you are?”

And then you start to breath in guilt and shame, instead of air. Every breathe you take is putting more dark thoughts into your body.

Until you get stuck. You can’t move anymore. At all.

If you want to know how I got out of this space, eventually, check out my latest book on Amazon and Kindle.

Running For My Life -from zero to ultramarathoner

Dragos Roua

The guy who started all this. Entrepreneur, ultra-marathoner, tanguero, father and risk taker. I'm blogging here, but I also spend a lot of time in this marvelous space.. You're invited, by the way.

This Post Has 45 Comments

  1. I understand that you want to share your theme, but next time I’ll highly appreciate a meaningful comment instead. You’ve been warned 🙂

  2. […] I created such a blogging incubator setup using MacJournal and its ability to create smart journals based on a variety of keys (tags, post priority, post status, etc). Even more, I use a GTD paradigm, meaning I isolate the “Next Posts” in a separate journal, so I can always have a fresh focus on them. Feel free to read the entire tutorial. […]

  3. […] is something that I wanted to do long time ago. In fact, this post is staying as a draft in my MacJournal for more than 2 months now. I always wanted to start writing about it, but also felt a little […]

  4. […] GTD. Well, out of this mix between MacJournal and GTD was born one of the most popular posts here: Power Blogging With MacJournal GTD style. If you’re on a Mac, I highly encourage you to give a read to that article, many users found it […]

  5. […] GTD. Well, out of this mix between MacJournal and GTD was born one of the most popular posts here: Power Blogging With MacJournal GTD style. If you’re on a Mac, I highly encourage you to give a read to that article, many users found it […]

  6. […] GTD. Well, out of this mix between MacJournal and GTD was born one of the most popular posts here: Power Blogging With MacJournal GTD style. If you’re on a Mac, I highly encourage you to give a read to that article, many users found it […]

  7. […] evaluations. You need to have a place in which you can focus on the main goal. Since I created my blogging setup, GTD style, the whole idea of blogging has changed for me. Pick your own specific type of setup, even pen and […]

  8. 6 Reasons Why Every Student Should Blog and How it Can Help In and Out of School — Incubator for Ideas on Photography, Business, Blogs, and Social Media Nuwomb says:

    […] could use your blog as a way to write your reports.  I actually recommend using a GTD (get things done approach that Dragos Roua brought to my attention via his own blog – it involves Mac Journal).  You […]

  9. Very useful post, Dragos!

    I’ve been happily using MacJournal for a year and a half as my journal, and since I’m just beginning to ramp up my WordPress blog, this is exactly what I need. I’d probably have edited my entries in MacJournal anyway, but I actually had no idea that it could post entries directly into WordPress! For that matter I haven’t been using much of the metadata features like Status and Priority either…maybe I should actually read the manual? 🙂

    I tested it with my local, “pre-release blog” WordPress install in my MacBook’s Sites folder, and the Send to Blog function worked perfectly. Great!

  10. MacJournal won’t work the way I want it to. I’ve sent up a bunch of Smart Journals but it’s inconsistent about which entries it applies the rules to. I have a brainstorming journal outside my other journals and that is where I create the entries and apply the tags, priorities, status etc. But the other journals won’t recognise it unless I move the brainstorming journal inside them. I can copy the brainstorming journal but then I need to update them separately. Such a pain! It renders the software virtually useless to me.
    .-= Caitlin´s last blog ..Hotel tips from travel writers =-.

  11. Just went through the setup steps and all went smoothly. I love MacJournal better than the new Ommwriter. It seems that I’m the kind of user that loves features. Not many, but still… 🙂

  12. […] Mariner Software. One of the most visited articles in my blog is one about using MacJoournal as a power blogging setup, GTD style. This post proved to be so popular that it even made it in my Blogging101 Workshop and I have to […]

  13. This is a great post. GTD is so helpful in many different ways. Thanks for sharing this one!
    We recently did a webinar with David Allen that you might find helpful! He touched on some key topics around GTD and answered some great questions. Check out the recording here: http://bit.ly/bOyk1o

  14. […] That’s my journaling and blogging tool of choice. This very post is written using MacJournal in a full-screen session. I like the green fonts on the black background, it just let me focus so well on what I have to write. If you don’t know what I talk about, feel free to download a free trial and if you’re in blogging or just started journaling, I bet you will be sold after just a few days. I know I was. In fact, MacJournal it’s so flexible that it can be even customized for a GTD like approach. If you’re into GTD you may want to re read how I make my MacJournal GTD compliant. […]

  15. […] By the way, while doing the research to write this post, I found a great post on using Macjournal for blog writing. What is so special about this post by Dragos Roua is that he shows how you can use smart journal feature of Macjournal to streamline your blogging process. Instead of fumbling around your blog mixed with posts and drafts, the smart journal can tell you what you need to write as a next post. I have used Marsedit from time to time as desktop blog software but since I found the smart journal feature of Macjournal I am thinking of exclusively using the software for blogging. Also be reminded that smart journal is available for older versions of Macjournal. Actually, i am using Macjournal 6 right now to write this post. If you are interested in knowing how to do it, check out this review. […]

  16. Hello! This is kind of off topic but I need some help from an established blog.
    Is it very hard to set up your own blog? I’m not very techincal but I can figure things out pretty quick. I’m thinking about setting up my own but I’m not sure where to start. Do you have any ideas or suggestions? Many thanks

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