Tag: gtd

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Reaching for a better email tomorrow (my white inbox resolution six months in)

Happy new half-year!

Back in January I made a resolution to leave my inbox empty every night. I have partially succeeded. It’s forcing me to make those little decisions. It’s a lot more manageable. Hooray!

At times I’ve let it slip. But there’s no use feeling any guilt over it. Guilt won’t motivate me, it won’t fix anything and it’s never the right response to ANYTHING. It’s probably better to feel total, utter freedom. FREEDOM. Try it.

The overall point is I CARE about my work and the promises I make. The act of giving out an email address carries responsibilities. If the inbox were to flood to a river of unanswered messages, bacn and spam, it would be time to rethink my involvement. Merlin Mann wrote a good piece about the high cost of pretending. It’s well worth a read. For instance, if you’re going on holiday why make a weak promise about your email backlog if you just can’t keep it?

I also like Donald Knuth’s stance on email (total abstention so he can have the time to write huge books about algorithms).

I am continuing with email but those guys have taught me it should be a deliberate decision, not a default. Most of it is up to me because on a positive note, I am totally at one with my Thunderbird email software. I have customised every square millimetre to my little foibles. (We all have little foibles.) It runs locally so there is a minimum lag between my commands and its obedience. It will always be quicker than Gmail’s web interface, for instance. Thunderbird engenders super slick sensations of being highly-effective which I then transmute into reality.

By contrast, I dislike these pseudo-email systems that are creeping in. By that I mean direct messaging on any social site which is a bit like email but doesn’t let you DO STUFF to it. Facebook messages are pretty awful. The interface is clunky. I need to archive things out of sight and it’s not possible. I’m left with a river of everything. I think it probably reinforces bad habits for people. Don’t even mention auto-filtering, that’s nowhere. As for the volume of messages, if you don’t respond to an event you’ll get every single mass broadcast related to that event.

I can’t turn off Facebook direct messages but I do want people to be able to contact me. So next to my face I’ve written “If you are thinking of sending me a private message, I will respond far more quickly to proper email. Just saying.”. Let’s hope it doesn’t sound too arsey. I just want my every action to be gilded with quality feelings for all involved.

Twitter direct messages are OK I guess. You can’t DO STUFF with them. (Scoble listed the stuff.) But at least they’re 140 characters long or less – you can express anything with that! Well, nearly.

Anything more interactive deserves a wiki or a Google Doc. (Or a Wave but that isn’t available yet.)

Or a good old phone chat.

Maybe even a face-to-face meet-up.

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My New Year’s Resolution – White Inbox Every Night

I’m setting myself a few New Year’s Resolutions for 2009.

They’ll also be New Years’ Resolutions. Note the apostrophe placement because some of these things are just too good for only one year.

One of them relates to email.

Email is a blessing and a curse for me. Recently – OK, for the last few years actually – I’ve been trying to reform my approach to it in order to get more and better stuff done in a working day.

Some of this includes

  • Not “living” in email (because it takes me away from project domain into message domain)
  • Processing it all in one big batch, two or three times a day where possible
  • Then while I am looking at it, deleting junk and spam on sight
  • Ditching fiddly folders and just using one archive folder because search is all you need
  • Transferring stuff to a paper to-do list or some more appropriate medium
  • Phoning people instead

Additionally

  • I use Thunderbird so to speed things up I’ve got Quicktext (for quick fire templates of readymade “cheat” replies) and Buttons so I can have a lovely massive “Archive this!” button (like the one in Gmail).

So aptly enough, I just spotted this tweet on Twitter from @billt and @suw linking to a new pledge on Pledgebank (built by mySociety who are doing several rather neat things with the web).

I had no problem with the spirit of the pledge. Email was designed for sending and receiving messages. It is not a to-do list – it wasn’t designed for that.

Now and again though there could be a day when I’d need the freedom NOT to check email, so I was initially reluctant to sign.

Then I realised, with some prompting, that this was about inbox rather than pop box. The distinction is important. In other words, if I don’t want to look at email for one day (which is possible and desirable once in a while!), then I can keep to the pledge by not downloading any email at all.

Here we go.

Between you and me I’ll be keeping the pledge whether or not they hit the target number of signatures. But if you fancy joining me – or rather, us, because in this wired world you might as well take full advantage of sincere encouragement on offer from absolute strangers – then you can sign up.

I’ll probably be spending less time on email now, somewhat freeing me to make curries and also visit new places. Incidentally, both of these plans form the essence of a couple of other resolutions.

The Pledgebank system just sent me an email – to confirm my signature on the pledge. Which is a rather apt but not entirely helpful start…