Category: Life Improvement

More practical stuff to make life better. Tips and tricks and sharing my wisdom (ahem).

E-mail and Dirty Dishes [en]

[fr] Cet article fait le tour de ma méthode pour gérer le flux d'e-mail qui assaillit quotidiennement ma boîte de réception ainsi que le flux de vaisselle sale qui remplit inexorablement l'évier. Deux choses qui a priori n'ont rien à voir, mais qui au fond peuvent faire l'objet du même processus.

I’m a rather disorganised person. I know it comes as a surprise to many of my readers, because my online presence is reasonably organised (in the highly disorganised digital space we live in) and also probably because my writing is, well, pretty structured or something.

I’m a reformed perfectionist (in some areas). I’m somebody who read A Perfect Mess with glee, because it validated a conclusion I’d reached myself over the years: find the sweet spot between too much mess and too much order.

A few years ago I wrote a blog post titled Keeping The Flat Clean: Living Space As User Interface, after I realised that usability principles and accessibility apply to living space too, not only to websites (nothing revolutionary for the world, but it was for me). This kind of thinking has never left me.

So, what does keeping one’s inbox empty and taming the dirty dishes have in common? It hit me the other day.

It’s about keeping some constantly filling “bucket” from overflowing. It’s about having a process to deal with what comes in on a regular basis, and seeing the bottom every now and again.

Over the last year or so, I haven’t been too bad with e-mail. Here are my seven tricks:

  1. turn off notifiers but check regularly
  2. reply immediately to “small stuff” that doesn’t require much brain power
  3. archive, archive, archive: stuff I’ve dealt with, as well as bacn (I create filters for bacn)
  4. stay on top of the “longer” stuff I need to reply to, at max a few days after getting it
  5. identify the stuff I “should” spend time replying to but for some reason I won’t, and deal with it accordingly instead of letting it rot in the inbox for six months before giving up
  6. if things go out of control, I still try to keep up with what’s incoming so it doesn’t get more out of control, and take stabs at archiving/processing the backlog (in that way, my inbox hovered around a stable 300-400 messages in it for most of last year)
  7. if things are too out of control, I don’t hesitate to do a radical “inbox to zero” (my way).

Result:

  • my inbox regularly goes down to zero (about once a week or so)
  • there are usually between a couple and a dozen e-mails in my inbox
  • people are happy because I’m responsive to their e-mails
  • I’m happy because I’m on top of my e-mail (“empty inbox” has a very interesting psychological effect).

Caveats?

  • I’m not regularly active on any mailing-lists, and filter them all out
  • my estimation is that approx 100 messages a day reach my inbox, bacn included
  • I have to “deal” with 30-40 message a day, probably, once you substract what has been filtered out.

So, what about the dishes? I’ve actually been really bad at keeping up with my dirty dishes over the last year (and cleaning in general, ack). A few weeks ago when I was sick, I decided to take control of my kitchen again, if only so that mess in the kitchen would not:

  • depress me
  • get in the way of preparing food and eating regularly.

So, I did the kitchen equivalent of “emptying the inbox to zero” to get a fresh start (warning: this goes a little beyond dishes). Taking inspiration on my inbox mastery, here’s what I did:

  • put all the clean dishes away (they tend to pile up on the draining board)
  • washed all the dirty dishes, and put them away a little later once they had dried
  • cleared the kitchen table of all the junk that was on it and cleaned it
  • did the same thing with one of the working surfaces and the stove

That was my “kitchen to zero” state. The process for keeping things that way is pretty basic:

  1. make sure I see the bottom of my sink regularly (every day if possible, in the evening so it’s clean in the morning — no rigid rule, but an objective I try to meet regularly)
  2. make sure the draining board is regularly empty
  3. near-to-zero tolerance for anything remaining on the kitchen table and working surface once I’m done eating/cooking

It’s been working well so far. Here’s what I think are the three keys that my systems for e-mail and washing dishes have in common:

  1. go for emptiness: seeing the bottom is important, psychologically
  2. flexible “keep the spirit” approach rather than rigid rule: keeps me from feeling “failure guilt” when I slip a bit, and provides living space (life does not fit in rigid rules)
  3. contingency plan for when I drop off: I know I’ll drop off at times, but I know how to get “back on track” when I do (GTD taught me that was vital)

I’m interested in hearing if you use similar methods, or different ones, and what you think of my “three keys” to a successful system. Does it work for you, or not?

Huit tuyaux ergonomiques pour le travail à l'ordinateur [fr]

Ceux qui suivent mes écrits depuis les temps préhistoriques (2002 environ) savent qu’il y a un peu plus de six ans, je me suis retrouvée incapable de taper au clavier en l’espace d’environ 2 semaines. Durant une année, j’ai utilisé un logiciel de reconnaissance vocale (Dragon NaturallySpeaking) aussi bien au travail qu’à la maison, pour écrire mon mémoire de Licence et même faire mon dernier examen écrit d’université.

Les douleurs aux mains qui m’ont tant handicapée sont maintenant sous contrôle. Elle n’ont pas complètement disparu, mais je sais maintenant ce que je dois éviter, et comment y remédier lorsqu’elles reviennent (un petit tour chez l’ostéo qui fait des choses à mes “tuyaux” — mes artères — allez savoir& mais ça marche à tous les coups).

De par ma mésaventure, je me suis intéressée de près aux questions ergonomiques touchant à l’utilisation de l’ordinateur. Voici ce que je recommande et pourquoi — prêtez-y une attention particulière si vous souffrez de douleurs dans les épaules, la nuque, les mains&

  1. Clavier bas. Lorsque vous tapez, l’angle d’ouverture de votre coude devrait être minimum 90°, ce qui permet de relâcher les épaules. Je vois souvent des personnes dont le bureau est beaucoup trop haut (ou la chaise beaucoup trop basse). Personnellement, ma position idéale c’est l’ordinateur sur les genoux, donc quand je suis à un bureau je monte la chaise pour avoir les jambes touchant le dessous du bureau. N’hésitez pas à abaisser votre bureau, ou à prévoir un repose-pieds si vos pieds ne touchent plus le sol une fois que la chaise est à la bonne hauteur.
  2. Ecran bas. Prenez un livre ou un magazine et tenez-le devant vous pour lire. Voilà l’angle naturel de lecture. Votre écran ne devrait pas être vertical (ou pire, incliné vers l’avant), mais incliné vers l’arrière. Encore une fois, l’ordinateur portable s’est révélé plus adapté que celui de bureau. Si vous avez un écran de bureau, mettez-le le plus bas possible (j’ai fait la grosse erreur de surélever le mien durant longtemps — aïe la nuque!) et inclinez-le en arrière. Pensez “livre, magazine, journal, lecture” pour positionner votre écran.
  3. Changez de position. “La vie, c’est le mouvement,” me disait une copine physio. Aucune position n’est “bonne” dix heures par jour. Il faut varier. L’ordinateur portable a été pour moi une bénédiction, car il a brisé les chaines qui me retenaient à mon bureau. Travaillez au bureau, par terre, sur le canapé, à genoux sur la table basse& variez souvent. Si vous avez un ordinateur de bureau, trouvez (ou demandez à votre employeur) un bureau à hauteur variable, pour pouvoir alterner les positions debout et assis.
  4. Pauses et stretching. Faites des pauses. Souvent. Encore plus souvent que vous ne le pensez. Par exemple, 2 minutes d’arrêt tous les quart d’heure, ce n’est pas du luxe. Stretching: exercice de la secrétaireUtilisez un logiciel de pause si nécessaire. J’ai utilisé pendant longtemps RSI Guard, qui me forçait par moments à m’arrêter 20 secondes toutes les 3-4 minutes. Dans tous les cas, si vous sentez la tension monter et que vous êtes incomfortable, c’est le moment d’au minimum s’arrêter, se lever, et s’étirer un peu. Si c’est dans la nuque que ça coince, je vous recommande l’exercice de stretching de la secrétaire (cliquez sur la photo pour les instructions).
  5. Raccourcis clavier. Lâchez cette souris! La souris, c’est le Mal. Le trackpad, un poil moins. C’est justement le côté de la souris qui vous fait souffrir? Alors c’est le moment de vous mettre aux raccourcis clavier. Changement d’habitude, certes, mais en fin de compte bien plus efficace, en plus. Ça ne se fait pas tout seul: il faut identifier le raccourci dont on a besoin (tiens, un autre billet en vue?) et ensuite se libérer du “réflexe souris”.
  6. Les mains sur les genoux. Parfois, à l’ordinateur, on n’est pas en train d’utiliser ses mains. On lit, ou bien on réfléchit. On a tendance à lire avec la main sur la souris ou le trackpad, d’ailleurs: pensez à toute la tension statique qu’on se fait subir ainsi au long d’une journée! Donc, quand on ne tape pas, les mains ont une place: sur les genoux (ou bien au-dessus de la tête pour s’étirer).
  7. Fuyez le froid. A l’ordinateur, on se refroidit vite. Taper avec les mains froides, c’est vraiment pas top (plus de micro-dégâts). Durant des années, mon ordinateur était dans un courant d’air — en plus du fait que j’ai facilement les mains froides. Donc, sortez de ce courant d’air, montez le chauffage si nécessaire (ou mettez un pull) et réchauffez-vous les mains. En les frottant l’une à l’autre avant de vous mettre au clavier, ou même en les passant sous l’eau chaude.
  8. Luminosité constante. La luminosité de votre environnement de travail devrait être similaire à celle de votre écran. Donc, le soir, allumez le plafonnier! L’écran qui brille tout seul dans le noir jusqu’à 2h du mat’, c’est pas terrible pour les yeux (et qui dit pas terrible pour les yeux, dit aussi tensions voire douleurs côté tête). Prenez aussi l’habitude de regarder régulièrement au loin.

Bien sûr, au-delà de tous les tuyaux et “trucs” qu’on peut donner, il y a une règle d’or: s’écouter. Si on est incomfortable, qu’on ne respire plus, qu’on ne peut pas “se permettre” de prendre une pause& C’est qu’il faut arrêter.

Les douleurs chroniques, on peut bien vivre avec. Mais on vit encore mieux sans.

Inbox to Zero in no Time [en]

[fr] Un moyen radical (et quasi instantané) pour atteindre le fameux et très convoité inbox zero.

So, having trouble keeping your inbox count down? Piling up in the hundreds, the thousands, even? I have a totally foolproof method to bring your inbox count down to the coveted zero. It’s been tested in GMail, but I’m sure it works in other e-mail clients too.

The best part of it is how fast it works. The result is guaranteed.

Are you ready for it? Just follow these two simple steps:

  • click on “Select All”
  • press the “Archive” button

There! You’re done! Inbox to zero in now time at all. It works — or you can have your money back.

Now, for the slightly more serious part.

I really did this, this summer if I remember correctly, during a conference. I mean, I wasn’t going to go through all that piled up e-mail anyway. Most of the e-mails were obsolete — when stuff is really important, people e-mail again, and again, or call you, or tweet you, or catch you on IRC or at an event.

Once your inbox actually is at zero, it’s much easier to keep it to zero. Archive without mercy. Answer easy stuff as soon as you see it (I do that to the point some people have told me my e-mails have become a bit curt, so I’m trying to add a bit of cream in again — but the basic principle remains: do it now). My inbox sometimes goes up to 40 or 50 if I stay away from the computer, but then I bring it back down again, over a few days. If I haven’t seen zero in some time, it’s time to deal with those two things lying at the bottom of my inbox for the last 10 days — or decide that I won’t, and archive them.

Sometimes, I feel I can’t keep up anymore, or don’t want to “deal”, so I archive.

Does that sound like I’m mistreating my e-mail? Sure. But so is letting it pile up in your inbox for weeks, months, and years.

Dealing With Procrastination [en]

In her post about going freelance, Leisa Reichelt tells us of her favorite method for fighting procrastination:

My number one favourite technique is called ‘structured procrastination‘ and here’s how it works. You’ve got a to do list. It’s reasonably long. Make sure it’s got ALL the things you should be doing or should have done on it. Then, attempt to tackle the task you think you should be doing. You may have some success, but if you are like me, this is a task that you’re probably doing ahead of time and the lack of adrenaline makes it less compelling than it could be. Rather than just surfing the internet or doing something even less constructive – go to your list and pick something else on the list to do.

Leisa Reichelt, Did I mention I’m freelancing? (or, coping strategies from the dining room desk)

Well, it’s not really foolproof, but one thing I often do is just decide I’ll work 30 minutes on something. 30 minutes is an OK time to spend on something, even if you don’t want to do it. Then I’m free to do what I want.

Sometimes, once I’m “in” it, I run over the 30 minutes and finish the task. If it’s very long, however, I force myself to take a break from it after 30 minutes — so that I’m not cheating myself and the next time I convince myself to spend 30 minutes on something, I know it’ll be just 30 minutes.

You see, one of the things I’ve understood about my “not being able to start” things is that it’s closely linked to my “not being able to stop” things.

In that respect, I quite like the procrastination dash and (10+2)*5 hack. I’ve also used the kick start technique with success.

Being quite the GTD fan, I’ve had a chance to notice more than once that my productivity is usually the right opposite to my levels of stress. And my levels of stress — surprise — are usually closely linked to the number of things I need to do which are floating in my head. Capturing all the stuff I need to do and organizing it in one system (which is what GTD is about, really) is often enough to make me feel “un-stressed” enough that I can get to work on the next things I need to get done.

Sometimes, it’s a particular thing I need to do which stresses me most. And when I get stressed, I tend to feel down, and when I feel down, well… I’m not good at doing things. So I go through a routine which is similar to Merlin Mann’s cringe-busting your to-do list to identify what it is exactly that is weighing down on me most. Then, do something about it!

And as Leisa mentions, having a list of all the stuff you need to do that you can pick from really, really helps.

A word of caution however: “to do” lists are often a trap, because they can contain much more than “things you need to do”, and the items on the list are not always simple actions you can take immediately (“Next Actions” in GTD jargon). Here’s how to make your to-do list smarter — it’s useful even if you don’t use GTD.

Another thing I’ve been doing lately (it worked well enough until went through a bad personal phase — nothing to do with doing things — and everything went to the dogs) is deciding that I devote a small number of hours a day to paid client work. If you’re a freelancer, specially in the consulting business, you’ll know that a lot of our work is not directly billable. So, I try to keep my 9-12 mornings for paid work and what is related to it (e-mails, phone calls, billing) and the rest of the day is then free for me to use for what I call “non-paid work” (blogging, trying out new tools, reading up on stuff, nasty administrivia…) or relaxing.