This will (I think) be the first in a series of posts about this, mainly because it’s an ongoing struggle and area of conceptual development.
So, I’ll start by saying where my problem lies – a lot of the stuff online about being overwhelmed by email starts by talking about spam. Apart from when I’ve had my domain-name spoofed by spammers and suddenly had 3000 ‘user not known’ replies, spam has never been a big problem for me. If you’ve got your email on a dedicated server, then there are various very effective and ‘teachable’ spam filters out there. the Gmail one seems pretty damned good too. (if you’re still using Hotmail as your primary email interface, you’re probably sorting through spam now and not reading this…)
So, what is my problem with email? it’s largely two fold – one, it’s filtering the mass of information I get on a subject so that I get only the best information, and two, it’s how to process info as it comes in.
I’m on a few different email discussion lists, which are seeming increasingly anachronistic as a way of doing group interaction. With the web forums I read, I tend to browse via keywords in the search box on the really busy ones, and glance at the recent posts every few days on the less busy ones. That doesn’t take long, and means I can track where the things I’m interested in are being mentioned. I also have google alerts, and technorati alerts for certain words cropping up in other places. But the email ones still take time to filter.
I get a fair bit of info that relates to gigs and teaching that tends to get lost as I put it to one side while I consider what to do with it, or juggle my diary so I can fit it all in… then someone emails me and says ‘are we still on for tomorrow’s lesson?’ and I panic as I try to make it all fit… so I need a new system there, for sure. the Search box in Macmail helps a lot, as I can just do a search for ‘lessons’ or ‘tuition’ to find all the bass lesson related stuff… Maybe I should try the ‘smart mailbox’ thing.
My other big problem with email is that replying quickly creates an expectation that this is your norm, so people use email for things that are urgent. I REALLY need to get away from that… Tim Ferris has written some really useful stuff on this topic here…
Anyway, I’ve not got very far with managing my information, have I (though I did just go and unsub from a couple of lists I receive but never read, so that’s good…) – as my friend Karen would say ‘Land the plane, Steve!!’
It’s about filtering. I’ve written about this WRT music recently, but it applies equally to information – the problem isn’t a lack of it, it’s a lack of quality control. If I want to keep track of what’s happening in the bass-world, I could spend all day every day reading stuff on forums, blogs, email lists, digests…. And even for an info-geek like me, less than 3 or 4% of it is useful or even particularly interesting. So I need to be able to target my info. Here are a couple of suggestions for how WE can do it.
#1 – collaborate – if you want filters, be a filter. Google shared items is such an amazing way to get someone else to filter for you. I’ve read SO many great stories that I’d have missed thanks to following Jeff Schmidt and Jyoti Mishra‘s shared items. Some of the blogs I them subscribe to, often I just leave it to them to filter them for me.
Same goes for futuremusictalk.com – a GENIUS filter for stuff about the future of the industry. Not all the info, just most of the best info. And it gets better every time sarda tweaks it. He’s a genius, and lovely, and very busy, not surprisingly.
So using ready-made filters (here are my shared items for those of you who want them) – let others do the legwork.
So, get google reader, and start sharing – let me know when you do, and I’ll watch what you’re linking to… and then…
#2 – be ruthless. If you subscribe to a feed that you find yourself continually paging down past, delete it. Don’t clutter your reader. get rid of it, and let the google blog or news search watch it for you for keywords. (note to self, must see if google blogsearch can handle boolean commands). Don’t put up with duplicate feeds – if you subscribe to a feed that is fed straight into futuremusictalk.com, delete the feed (with some blogs, including mine, only certain posts are cross-posted. With others more specific blogs, everything is aggregated there). I did this recently with news feeds – the beeb cross post a lot of articles to world and UK news, so I deleted one of them. Same with the guardian. strip it back, get the info you need, don’t sweat about missing some stuff – if it’s that good, someone else will share it anyway (thanks Jyoti for the political filter stuff – you rule!)
#3 – set limits. This is the bit I’m worst at, and the bit that from next week is going to get experimental. Have set times for this stuff, then click ‘all read’ – use the starring thing in google reader (do you get the idea that I think Google Reader ROCKS??) to come back to things at a later date, or share it then go read your own feed… But stick to them. I’m definitely writing this for myself now, I’m terrible at this. One thing I’ve started to do is not have feeds loading in the background. Using FluidApp.com I’ve turned Google Reader into it’s own application. I read, then close it, so its not giving me alerts all the time. I read it like a newspaper in the morning or evening. I also set my email to only check once every 30 mins, so I do it in batches. Soon, I’m hoping to switch to twice a day email too… we’ll see if that works.
And here’s the clincher, and the link to the next post (later) – I’m using twitter to do a lot of my filtering. Twitter deserves its own post, but so far my online presence has gone through the roof as a result of using it (even with a fairly modest number of followers) but I actually spend LESS time on that than I used to on forums, IM and email… next post will explain how and why.
I hope that lot helps – PLEASE post suggestions – I’m still working this one out. Blog about it, and post a link in the comments, ask questions if I’m using geek terms you don’t get. This shit is important because it threatens to swamp our time to be human, creative and alive. Help me out here…by