Richard Kuo's Personal Blog : Optimize your life #3 - how to manage e-mail effectively (1/2)

Richard Kuo posts on email efficiency are quite good and cover a few of the best practices for managing your crazy email world (a few of which I covered as well in Inbox Zero). I bring it up here because one of his articles walks you through screengrabs explaining how to shut off noisome auto-check and notifications options in Outlook.

For you plain text nerds, Nick Fagerlund has developed a nifty little Ruby script for managing your lists of tasks or what have you.

The basic idea is to capture anything you need into one text file, with one item per line. He (and I) recommend using a Quicksilver trigger to append to that file of your choice as you work. When adding an item, you use a "category" tag (as in "^category") which you type at the beginning of each line you.

Warm, Partly Cloudy, 100% Chance of Brain Rain

I like James' ideas for catching the "brain rain" -- a way of setting aside a few minutes each day for firewalled creativity through idea generation and capture. This kind of habit could fit nicely into an end-of-day ritual, maybe before a quick review and daily cleanup.

Keys to catching the brain rain:

• set aside 10 minutes, each and every day
• have pen and paper handy
• allow yourself the freedom to think crazy thoughts

As an update to my previous post about wishing full-screen mode were more ubiquitous, I wanted to share a combination of apps and tips that's been working well for me (thanks in part to the great comments over in that thread).

Tools you'll need

• MenuShade - App that dims the blaring Menu bar at the top of the screen
• SpiritedAway - App that automatically hides inactive applications after n seconds of your choosing
• BackDrop - App that adds an image or solid color "between" the current/focal application and the Desktop. Designed for taking cleaner screen grabs, but ideal for hiding all those clickable icons

Setting up

• launch all three of your new apps
• hide the Dock by selecting "Turn Hiding On" (in the Dock Preferences)
• set your preference in MenuShade -- I suggest you crank the "Shaded Brightness" far as you can stand to the right (completely hiding the menu bar until you mouseover)
• set SpiritedAway to clear inactive apps quickly (mine is set to 60 seconds)
• set Backdrop to "Display: Color" and pick black (or another very dark color)
• in the pulldown menu of SpiritedAway, add "Backdrop" to the list of "Excluded" applications (this ensures SA doesn't, in fact, spirit your solid background away)
• open a single document in the app of your choice (and optionally close all configuration windows, palettes, etc.)

Ta-da. A serviceable full screen mode for minimizing distraction and the myriad attractive nuisances in your world. Maybe not as fancy as the built-in functionality in MacJournal, DevonThink, or Ulysses, but close enough for government work -- and usable across the range of apps in your life.

If you're a fan of any flavor of the procrastination dash, this one might come in handy for you. I've started scheduling some of my work in time-based dashes -- right in iCal.

Ubiquitous index cards; you'll look completely insane, but feel really relaxed. Just as God intended. (3:10)

Why can't you pay attention anymore? | CNET News.com

Ever wonder what all those electronic poking sticks might be doing to your attention span?

Psychiatrist Edward Hallowell has identified a late-onset cousin of ADD that he calls "Attention Deficit Trait," a "condition induced by modern life" and the endless "chatter" generated by our beepy devices and interrupt-driven lifestyles.

I don't know enough to evaluate the rigor of this theory in the eyes of a researcher or physician, but this CNET interview with Hallowell is filled with enough right-on quotes to have me nodding along all day.

(read through, after the cut, for our first Mindfulness Exercise)

Putting Geeks in Context

43folders.com - One way around the geek's problem with GTD contexts? Step away from the computer. (4:37)

More at Odeo.com...

This post is part of the Inbox Zero series.

The truth is that you probably can take the average email inbox -- even a relatively neglected one -- from full to zero in about 20 minutes. It mostly depends on how much you really want to be done with it. The dirty little secret, of course, is that you don't do it by responding to each of those emails but by ruthlessly processing them. Is that how you thought this worked? Answering 500 emails in 20 minutes? Jeez, it's no wonder you're such a mess. Your cognitive dissonance is epic.

Here's the deal: your email has been accumulating because you don't have the time to answer it properly, which is certainly reasonable and accurate. You also fear losing track of the email you haven't responded to -- that it will fall between the cracks. This fear is also reasonable and accurate. But you're just as keenly aware that with the backlog of email you have plus the increasing rate of incoming messages you receive each day, you can't possibly ever catch up. This, sadly, is also entirely reasonable and accurate. It's all reasonable and it's all accurate, but come on: something's gotta give.

Like Kirk's "solution" to the Kobayashi Maru Scenario, there's an easy but non-obvious way to win at this Catch-22: you cheat. You don't answer them all. Not even most of them.

You rewrite the rules. You adapt at a higher level. You have to, or else the Klingons will overwhelm you with their superior fire power and brute force -- and then your email would remain unanswered for eternity. Think how sad that would be.