AcdntlPoet 2700019V2G Visits (2182)
Yup, we're still "working outside the inbox" here.
Along with Luis Suarez Kelly Smith and I continue driving and evangelizing the idea in hopes it will take hold and help create a new business culture of open, transparent, and collaborative work. To that end, I recently built a presentation now hosted on Slideshare to help illustrate our efforts as we documented them here in our Notes from Rational Support "WOTI" blog series. We've tried to distill the core concepts, ideals, and recommendations down to their essence and provide an easy to consume presentation. I hope you not only enjoy the presentation deck, but also find it helpful in your own quest to reduce email and increase your effectiveness.
AcdntlPoet 2700019V2G Visits (2832)
With Kelly moving on to her new role, we (she and I) thought this would make a perfect time to set another milestone on our Working Outside the Inbox (WOTI) series with some lessons learned, some failures, and some successes as well. Make no mistake though, just because we are recapping our blog series does not mean we are abandoning the WOTI ideas and principles. Far from it, in fact. As you'll find below, from our experiences with the initiative we are more dedicated than ever to using the right tools for open and transparent collaboration.
First up, where did we see our failures?
But let us not despair, for these failures didn't diminish our successes! Surprisingly, even without dedicated focus or and organized official initiative in place, all of us participating here found some level of reduction in frivolous email.
And lastly, what WERE our lessons learned from all this?
Did you miss any of this blog series? Fret not, faithful readers, here is the complete topic list which you can also find via the woti tag:
Vacation. The word alone strikes both a visceral and dichotomous chord in any and all who hear it. On one hand it triggers a wistful longing or deep anxiousness to get to it, but on the other hand, well that's where things take a turn... for those of us in the corporate world, vacation means returning to an exploded inbox after a week of ignored email. It means that even as we are away from work, basking in the fact that we have no responsibilities for the week, deep down there is that knowledge and fear of what awaits us upon our return. I'm sure at least a few of us have already recoiled in horror at the thought of actually disconnecting and taking a week's vacation.
Thankfully, a few of us in Rational Support have a tool (or rather, concept) to help us deal with that anxiety which makes returning from vacation so much less stressful: our drive to work outside of the inbox. Now, admittedly, it didn't help me return from vacation wholly without fear, but instead, it assuaged that fear nearly immediately once I did return....
Take a moment and think about the last time you took vacation.... how many emails were waiting for your return? Two hundred? Three hundred? One thousand? Somewhere in between? Enough to make returning to work a daunting proposition I'm sure!
Well, imagine returning to the office to find only 138 total emails in your inbox! Moreso, imagine 50% of those messages being irrelevant spam/sales emails and auto-notifications. That's what I came back to. Now, do the quick math and you'll see that my inbox really only held 64 messages for me which required attention... even more luckily, about half of those were only informational and didn't require any direct action. By the time Monday was over, I was nearly 100% caught up from my prior week off. Prior to our WOTI (working outside the inbox) efforts, being caught up by Monday evening would have been inconceivable; a daydreamer's fantasy at best.
The great news? Just because my inbox was reduced substantially from prior vacations' totals, this doesn't mean I am privy to less information... rather, because of our heavy use of wikis, forums, and blogs, all the information I missed during my time away is still available, relevant, and searchable. Instead of digging in to my inbox to disposition emails and categorize accordingly, most of that content was now visible in my RSS reader and already categorized and dispositioned, or even handled for me via internal crowd sourcing as an effect of the networks of connections around me.
Because this information was now being shared in collaborative spaces instead of siloed inboxes, I was able to be more effective more quickly upon my return from vacation and focus on the work that really matters.
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Last week Lifehacker shared out this blog post by Jesse Stormier: "Put Your Inbox in the Upstairs Bathroom". And it immediately clicked for me: living inside the inbox is just too easy. This, of course, makes the shift to living outside the inbox even more difficult, as people don't change until the pain of staying the same outweighs the pain of change.
This really can come down to a chicken or egg issue: is our addiction to email fueled by the ease of use, or is the ease of use driven by our addiction? In either case the solution, in part, is just as easy. In Jesse's post he notes how he switched from a slick GUI client and push notifications to using a command line email client, akin to putting his inbox as far away from him as his upstairs bathroom. Now, for a Unix guru that's a rather elegantly simple solution, as he is more than comfortable with the command line I'm sure. I'm even guessing it would work for a number of you reading this post here on developerWorks as well, knowing your technical excellence often has you playing on the command line.
Me? I'm lazy. While putting my inbox in the upstairs bathroom is a grand idea (my home office is upstairs, so it really isn't much of a trip at all), going as far as using Mutt on the CLI to access it is more akin to putting my inbox in my backyard, or for other people it may even be closer to their postal box down the street. Making email hard to use isn't really the point of "working outside of the inbox". Rather, the intent is to improve our collaborative efforts using tools better suited to the tasks and not automatically default to using email unless it really is the right tool for the job. So, let's make it easy!
Ok, but where's the solution? What's the recommendation? Two simple parts come to mind here:
With these two easy bits covered, my last recommendation will be to schedule specific and focused time in your day to address your inbox messages, freeing you from the shackles of your inbox the rest of the day! I know a few people around here only deal with email first thing in the morning when they arrive to work, and last thing before they leave (in between, of course, is when real work is being done and collaboration occurring all across the organization in the right tools for the jobs at hand). Or perhaps scheduling three times to check: on arrival, right after lunch, and again before leaving for the day.
Regardless of how you go about it, finding what works for you is the key to enjoying a life outside of your inbox. I assure you, it is absolutely worth the mild pain of change!
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You know the pain: You're on a team, likely in a support role covering the phones on shift work taking calls from clients. Or, perhaps you're on a project team, covering some critical piece of the puzzle, or waiting on a colleague to close out their piece so you can move forward... And your inboxes are bulging at the seams with both critical information as well as those "nice to know" status updates.
In so many cases, we all find ourselves under this barrage of status update emails, FYIs, and other important, yet immediately unnecessary and irrelevant messages. Do we need to know that you'll be off the phones for the next hour or two? Do we need to know you're working from home for half the day? Yes, we likely do. Do we need to know that information right now? No, we only "need to know" when we need to know, and likely will only care or even remember if the information gets to us right at the moment we need to know. Is an e-mail the best, most effective and efficient way to let people know? Likely not.
But what IS the better way? That answer, dear readers, all depends on your team. There is no single best practice or use case to follow here. Each team has differing needs and demands based on location, shift, task, or even management preferences. While I can't do anything for the last, perhaps there are some solutions to address the others which will in turn help convince management of better ways if that is a concern: