If you’re going to speak at a conference, as I will at the Drupal Dev Days in Dublin, you must read Kate Matsudaira’s post “So you want to speak at a conference…“. It’s chock full of great advice on first getting a speaking slot at a conference and then making the best of this opportunity. I’ve got years of speaking experience and still learned (or remembered…) some important bits that will help me leave a good impression on my audience.
After trying collaboration tools like Yammer for a while, email had a renaissance at freistil IT. Our decision of giving the dreaded mailbox another chance was triggered by a post about how the team at Stripe practices email transparency. We’ve adopted their system and it works well; we still need to get more used to it, though.
This is how it works: Every team and project by default has three or four mailing lists (like Stripe, we’re using Google Groups for Business):
- A conversation mailing list (“marketing”) for the communication within the team. Everyone in the team (and maybe beyond) subscribes to this list.
- A low-traffic announcement mailing list (“marketing-announce”) that reaches many or even all coworkers.
- A “bacn” mailing list (“marketing-bots”) that receives automatically generated emails, for example from social networks and external services. Everyone that manages or uses such a service subscribes to this list.
- An archive mailing list (“marketing-archive”) that is mainly used to preserve emails that don’t concern anyone at the moment. Very few people will subscribe to this list, but it makes it easy to share emails instead of hiding them in personal mailboxes.
The effect of this approach is not only easy written communication but, just as important, transparency:
“As we’ve grown, the experiment has become about both efficiency and philosophy. We don’t just want Stripe to be a successful product and company. We also want to try to optimize the experience of working here. As as we’ve grown, we’ve come to realize that open email can help.”
By sorting the daily email influx into many mailing lists (Stripe has more than 100) to which only these people subscribe that have the need, the amount of email anyone has to deal with stays on a managable level.
At freistil IT, we still need to get better at adhering to the addressing rules described in Greg’s post. Too much email still only reaches personal mailboxes without being shared in a group visible to the team. I think I’ll start by copying the rules into our Company Runbook and from there get them into people’s heads (mine included).
But apart from that, it’s an interesting experience. As I wrote in a previous post, email can be very disruptive to my daily work. At the same time, being able to at any time tap into exactly these email streams that I’m interested in is engaging and efficient.
As a long-time disciple of Jobs, I use Mac OS applications for almost every task. And if there’s a solution from Apple, it’s normally the first I try out and probably use. Photo archiving is no exception — well, was no exception. I’ve been using iPhoto for quite some time and over many a version jump.
But recently, I’ve noticed that iPhoto doesn’t quite fit my requirements as much as I’d like it to. Especially, I missed having access to my photo library from every device I use. I’d like to be able to process new photos on the fast Mac Mini, sort them into albums during work breaks on my Macbook and show off the latest cute picture of my adorable baby son on my iPad over coffee.
I felt that a change was necessary and it was finally triggered by Sven Fechner’s blog post “Exporting your iPhoto library to Dropbox“. Using the tools described in the article, I was able to export all my photos together with their metadata into
Dropbox/Pictures/Library. To be exact, they’re sorted into subfolders for every month. And all pictures that Dropbox downloads from my iPhone or that I put into
Dropbox/Camera uploads manually get automatically sorted into the right month folders by this magic fairy named Hazel.
Other people are obviously doing the same. Just while Phoshare was exporting my iPhoto library, a blog post by Panayotis Vryonis appeared in my feeds. And the subtitle after Leaving iPhoto for Dropbox puts it very succinctly: “from feature rich to future proof”. Yes, iPhoto has many useful features and Dropbox won’t apply face recognition to automatically tag photos with names. On the other hand, I’m now independent and can choose whatever tool — and device! — I like to manage my photos. That’s what made it worthwhile for me to spend 20 minutes on exporting all my photos to Dropbox.
This week, I realized that I’ve got a problem with email. I was wondering why I struggled so much with finishing my important tasks and found that I’ve been living in my inbox. I’ve been constantly looking out for new messages from colleagues and customers. While this made for great response times, it prohibited me from concentrating on what I needed to work on. So many times, I have read the advice to not get addicted to my inbox and still, I did.
That’s why I’ve decided to limit my checking for new email to a few times per day. I’ll still be notified of anything important or urgent by AwayFind and by the support request escalation of our Help Center. I’ve also reinstalled the Concentrate app on my computer to minimize distractions while I’m working on a certain task — for example writing this blog post.
Since email is obviously a both useful and disruptive medium, I’d like to point you to a great article by Kelly Forrister, a Senior Coach with the David Allen Company. In Email best practices for your team, Kelly gives the following tips:
- Match the message to the best medium.
- Be discerning about your use of “To:” vs. “Cc:”.
- Use subject lines that clearly describe the topic; add short codes for minimum reading effort.
- Resist the urge to simply click “reply to all”.
- Set a standard for response time and use the leeway it gives you.
Since I seem to have blind spots regarding the influence of email on my productivity, I’ll take a good look at which of Kelly’s tips might further improve my work style. Read them on the GTD blog in full length!
“A goal is a dream with a deadline.” (Napoleon Hill)
For years, we had the dream of moving from Germany to Ireland. The quote above helped us to make it a reality. Our flight is on August 3rd.