Introducing Daniella

Family grows by 2 feetLast Thursday evening my wife gave birth to Daniella, our new baby daughter. My wife says our family has now grown by 2 feet, but having been brought up on the metric system, I prefer to say we’ve just put on an extra 3.3 kg.

The last couple of times we announced a birth, 8 and 10 years ago, we had a lot of phone calls to make. With the close family spread over three continents (or four, if you count those on holiday), it’s also difficult to get the timing right, especially when you want people to hear it directly from you and not via someone else. This means a lot of phone calls in a very short time — quite a time-consuming task, and just at a time when everything at home has been turned upside-down.

This time, we are getting away with almost no phone calls. Email has become so pervasive these days, even my almost 90 year-old great aunt checks her messages regularly. Now that we’ve got the announcement out to everyone simultaneously via email, we can take our time and gradually touch base on a more personal level with all our far-flung family and friends.

I wonder how my kids will announce the births of their own children in ten or fifteen years’ time. Maybe they’ll just blog about them on the family RSS feed…

Don’t write to me in that tone of voice!

How good are you at guessing the tone of voice of the emails you receive? Can you tell when someone is being sarcastic, serious or is joking?

Most of us think we can do this about 90% of the time. However, according to psychologists Dr. Nicholas Epley (University of Chicago) and Dr. Justin Kruger (New York University), who published their research in the Journal of Personality and Social Psychology (membership required to access), we get it wrong 50% of the time. Those are the same odds as tossing a coin. Continue reading

Success Story of the Ditched Blackberry

I have advocated many times that we take back our workdays and private lives by resisting the interruptions of email. Using a Blackberry is tantamount to making a statement that you’d rather be interrupted than do some quality work.

Roman Rytov alerted me to Dave Lorenzo‘s story about how he ditched his Blackberry and suddenly found that he was getting more quality work done!

Some gems from Dave’s post: Continue reading

How quickly would you be fired for being stoned on pot at work?

Or to rephrase this, how quickly would you be fired for multi-tasking at work?

A 2005 study by the Institute of Psychiatry at King’s College, London shows that people who allow themselves to be constantly interrupted by email and instant messaging perform slightly worse than those who are stoned on pot. Continue reading

“Reply-to-All” Exposes Blind Co-conspirators

I’ve read a number of articles that say we should use Reply-to-All very sparingly, so as to reduce the volume of unnecessary email people are getting. There are also those who try to discourage us from using the BCC feature, on moral grounds.

Although I agree with these noble reasons, I’d like to add another, much more practical reason why we need to be extra careful before using these features. Continue reading

“Hey, want an invite to an exclusive conference?”

Imagine you’re a prominent blogger, with lots to say about how blogs are revolutionizing the media. You receive an email inviting you to participate in an exclusive conference about the changing global media landscape, together with another 40 prestigious attendees: famous columnists, editors of major international publications, presidents of major news networks and members of Congress. Wouldn’t you want to rub shoulders with these opinion leaders, and have a crack at shaping their opinions?

According to conference attendee John Palfrey, six prominent bloggers were invited to this conference, yet not one of them gave the organizers the courtesy of a reply, not even just to say “Sorry, I can’t make it.” The organizers were astonished. Continue reading

How to turn a smart person into an idiot, in one easy step

I’ve talked about the effects of overload on the quality of work, and here are some great quotes that seem to agree:


Idiotic Workload

“You can turn a smart person into an idiot just by overworking him”

Prof. Peter Capelli, The Wharton School, University of Pennsylvania [via Fortune]

Continue reading

How to reply to all email messages within 24 hours, consistently

Do you ever get frustrated when someone does not reply to your messages within 24 hours? Isn’t it fun to work with people who reply only after you’ve politely (but persistently) badgered them a few times?

As I used to be one of these overloaded individuals, I can tell you that they only reply to two types of people: those whose cooperation they need in order to get their own job done, and those who badger them persistently enough to make them feel uncomfortable or embarrassingly inefficient.

As I said, I used to be one of these people. I now consistently reply to almost all of my email within 24 hours. So how do I maintain my responsiveness?

Continue reading

How to solve problems: let your subconscious do the thinking

When I have an important (or tough) problem to solve, I often afford myself the luxury of shelving it for a few days, even if I think I can already see a solution. During this time, I don’t think about it and it does not weigh on my mind – I’m busy doing other things. Although I’m not consciously thinking about it, it percolates away in my subconscious, and a solution often announces itself when I least expect it. Continue reading

Finding solutions is more effective than attacking problems

I once worked for a crisis-driven company. Until a problem had elevated itself to the level of a crisis, it would not be dealt with properly (resource allocations, management attention etc.) – there just was not time for it. In my opinion this approach is rather foolish, but many companies seem to operate this way.

This is how we would typically handle (or mishandle) a crisis: Continue reading

When are two emails better than one?

Contrary to what you might think, there is one case where it's better to send a series of emails to one person, rather than cram everything you have to say into one message.

Multiple, short emails can sometime create less overload than a single large email, and can be much more efficient. When is this the case? When you're delegating multiple unrelated tasks or asking multiple unrelated questions which require more than a one-sentence answer. Continue reading

GTDers: Don’t forget to say your prayers

Giles Turnbull has composed the following hilarious "prayer", to be solemnly recited by GTD practitioners before commencing the Weekly Review.

The GTD Prayer

Our lifehacks, which art in contexts,
Inbox zero be thy aim.
Thy Kinkless done.
Thy Mind Sweep fun, in @work as it is in @honeydo.
Give us this day our next action.
And forgive us our open loops, as we forgive those who delete our email.
And lead us not into web surfing.
Deliver us from IM.
For thine is the Moleskine, the Project and the Due Date
For someday/maybe,
Allen.

[via the Getting Things Done Yahoo group]

How can Responsiveness help your Professional Reputation?

Adam Boettiger takes the bus to work, and recently overheard the following:

“You know, Bob really doesn’t do email well. You really should use the phone to reach him.”

Robert Scoble‘s wife Maryam likes Scott Guthrie, a General Manager at Microsoft, just because:

“He always answers his email.”

Getting such a busy person to respond consistently, reflects just as much on Maryam Scoble’s email writing skills, so I would hazard a guess that Scott thinks highly of her too.

If people’s opinion of you were based solely on your email responsiveness, can you imagine what they would think of you? Continue reading

Company collapses: CEO forgot to check email last night!

Warning! Don’t read this if your company will collapse if you don’t log-in to email tonight!

Continue reading

How much interest do you pay on your email?

Merlin Mann is doing a series on keeping your inbox level down. I like what he has to say about leaving a message in your inbox without acting on it / filing it / deleting it:

Just remember that every email you read, re-read, and re-re-re-re-re-read as it sits in that big dumb pile is actually incurring mental debt on your behalf. The interest you pay on email you’re reluctant to deal with is compounded every day and, in all likelihood, it’s what’s led you to feeling like such a useless slacker today. Maybe? Think about it.

Is email useful for people at the top?

This article in Fortune [via M3 Sweatt] tells how twelve “accomplished people” get through their days.

It’s amazing how difficult these people allow their lives to get. Only Bill Gross, Howard Schultz and Carlos Ghosn seem to exert any control over their environment and information flow that allows them a life outside work. The rest all seem to be suffering from varying degrees of workaholism. Although there’s no doubt that these people are successful, I think they could be even more successful and far more effective if they changed their style, and it would allow them to lead much more healthy and complete lives. This is turn would increase their potential even more…

Here’s a summary of the points that piqued my interest: Continue reading

Information Overload is like Drinking from a Firehose

Blogger and author J Wynia came up with a great analogy for how we are constantly bombarded with such a wealth of information that we often drown in it. He is writing a book entitled “Drinking From the Firehose” about how to deal with the daily deluge of email, mailing lists, SPAM and RSS feeds.

J also has a novel approach to resolving the dispute over whether a glass is half full or half empty. It takes an open mind to come up with this stuff.

If you can’t beat it, dance with it

Fred AstaireMicrosoft’s VIBE team has developed StepUI, a tool that allows you to use an off the shelf electronic dance mat to read and flag your email, and literally stamp out all that SPAM!

Kudos to Microsoft for funding such open-minded research, but I don’t fancy taking work into the gym with me. How about the reverse: work out at the office using StepUI and pretend I’m working. Remind me to get a 42-inch flat screen display for my office wall (see Microsoft’s picture).

As you can guess I don’t think this is the answer to email overload, as it does not address any of the fundamental causes. However, I can see how it could improve the quality of life for all those chronic sufferers :-)

Outlook Tip: Display your folders in non-alphabetical order

The Outlook folders tree shows folders in alphabetical order only. In order to display them in a different order, you can use either of the following methods:

  • Promote a specific folder to the top of the list
    If you want a specific folder to appear before the others, rename it with a punctuation mark at the beginning of its name. For instance, if you want the “Pending” folder to appear first, rename it “!Pending” or “_Pending”.
  • Define the position of each folder in the list
    If you want to define the position of each folder, just prefix each folder name with a number, for example:
    sorted-folders.PNG

If you use SpeedFiler to file your messages, you do not have to type the numbers, as SpeedFiler looks for matches anywhere in a folder name, not just the beginning. So if you want to file an item in “1 Rejected”, just open the File In Folder window and start typing the word “rejected” until you see “1 Rejected” in the list of matching folders.

How Many Inboxes Do You Have?

This is NOT my inbox!The feeling of information overload is proportional to the amount of unprocessed information we have. I have a name for places where this unprocessed stuff piles up: “inboxes”. The email inbox is the obvious one, but there are others too.

Here are my inboxes:

  • Email inbox
  • Voicemail
  • Freehand notes taken via my Palm
  • In-tray on desk
  • Notebook (old fashioned pen and paper)
  • RSS and newsgroup reader

All of these have a plentiful supply of information to assimilate and decide how to handle. I resist anything that threatens to increase the number of inboxes I have. For example, I tried out OneNote and EverNote. These are cool products, but not having a tablet computer, the most useful feature to me was the ability to capture snippets from web pages for later reference. After using these tools for a while, and accumulating loads of snippets, I realized that I had unconsciously added yet another inbox. This was one too many, as I had to make a conscious effort to remember it when cranking through my other more visible inboxes. So how did I replace it? Continue reading