kellypuffs 06000168YK Visits (3635)
Well, it's Week 2 of the grand WOTI experiment, and things are moving along swimmingly. We've got a nice little race shaping up in the Sent email department. Jason put us all to shame Week 1, by sending a grand total of three, count 'em, THREE (3) emails, easily winning the WOTI Overachiever of the Week Award. Week 2, we're all settled in for the long haul, and so i thought it would be a good time to discuss Step 2: Group Conversations and Identify Use Cases.
Luis Suarez tells us that it's easiest to first break up the mail in your inbox into 2 categories: Things That Belong in My Inbox and Things That Don't.
Things That Belong in My Inbox
Things That Don't
We've started breaking down the "everything else" bucket and grouping them into use cases. We'll be looking to move that information or transaction to a better home.
In a lot of cases, especially in these early days, that means transitioning closed conversations/ tasks/ knowledge-sharing to a more collaborative/open venue, and turning "bad" email into "good" email (aut
Here are some ideas:
Again, it all comes down to mindful processing of email, and spending just a couple of extra moments to stop and think .... is this the best way to share this information? Is anyone else likely to need this knowledge in the future?
Think NOT just of the immediate, tactical need for information or action, but the ability to capture that knowledge/action for reuse so that the entire organization can benefit in the future, and not re-invent the wheel, or waste time recreating knowledge assets that folks aren't sharing.
Is there a better way than email? I bet there is!
Well, your intrepid adventurers have 3 days of Working Outside the Inbox under our belts and I thought this a would be a good time to discuss in a little more depth about how we are doing this.
Lets start with Step 1: Stop replying to email. This step would really be more accurately described as Mindful Processing of Email but that doesn't sound nearly as provocative and attention-grabbing, and wouldn't make nearly so many people's heads explode, which wouldn't be nearly as much fun.
So listen: this is what we are really doing.
Think of this as stopping the reflexive knee-jerk reaction of working in your inbox, simply reading and replying. We've all become very well trained by our inboxes: receive an email, send an email. Read your incoming email and then...
Stop. Think. Ask yourself a few questions along these lines:
Change begins with us (and you!)
Here are some wild and crazy ideas on how you can work effectively and openly and without being chained to your inbox:
Use the content repository or content management system of your choice as long as it's NOT YOUR MACHINE. Don't become the bottleneck, or the single point of failure. Put your stuff where people can find it and get it. When people email and ask you for that information, give them a link to the information where you've posted it.
Use wiki pages for knowledge capture and on-demand access. One example, instead of keeping your project status or metrics in a spreadsheet on your machine, think open and transparent and provide that data on a wiki page. if your manager expects a weekly status report, put it there.
discussion forums for collaboration, idea sharing and brai
Use the community blog for news, announcements, and community-wide communications. Why blog? To take advantage of all the technology that allows us to share knowledge more widely ... tags, RSS feeds, aggregators, search.... the list goes on. Rather than sending an 800mg email that immediately plunges 20% of your unsuspecting audience into "mail jail", try blogging your news. Oh, the 80% who aren't in mail jail? I posit that 40% will not read it anyway, either deliberately or by accident when it scrolls "below the fold" amidst a barrage of other people sending news, asking questions, and, worst of all, sharing files.
Besides, I bet a couple of weeks from now, someone's going to ask you for the information again anyway.
Speaking of sharing files.... There are better ways. Instead of mailing a slide deck to 10 people for review and comments, use Connections and if you MUST send an email, send a link to where you have posted the file (or the wiki page from which you are working) so that it can benefit the greatest number of people, who can then bookmark it / subscribe to it / grab the RSS feed, or otherwise self-serve when they need the information. Which means the doc owner doesn't need to send the updated file out to a cast of thousands either.
Oh, it all just makes so much SENSE.
So no, we're not giving up email entirely, and there will be times that we will (gasp!) send an email. We're just going to be mindful in our work and aim to get the maximum value from each interaction.
So, stop and think.
Just because a conversation starts in email doesn't mean it belongs there.
kellypuffs 06000168YK Visits (3201)
I've hinted about it before.
Inspired by our hero, Luis Suarez, your intrepid blog authors have decided to follow in his footsteps this year.
Jason, Matthew, and I are on a mission ... a mission to take our lives and our work back from the inbox.
Email is a great tool ... for a few things. It is NOT a great tool for many things that we currently use it for today: discussions, decision-making, file sharing, file repositories, questions & answers, newsletters, announcements.
We have the collaborative technology. We have the skilz. It's just a matter of "walking the talk", and persevering. A whole lot of persevering.
So we start today, with the Luis Suarez Magical 3 Step Pattern:
Honestly, I've been such a collaborative harpy for so long, we are doing a lot of this already. But now we're going to do it mindfully and consciously, and track our results like Luis did.
We'll also be providing updates on our progress here, along with the technical content you've come to rely on.