More on email

Photo credit http://juuchini.com/

I hope you read that rather than hearing it. Following on from an article yesterday about the nuisance value of being distracted by email, today IT Donut has published an article predicting the death of email. The most interesting point for me is made in the opening paragraph:

email hasn’t changed for 20 years, and we all know what happens to technology that doesn’t change. It dies.

This very point was made in a Forbes article last week, looking at why and how the three generations of internet have each given way to the next. Within my own experience, the younger generation view email as the the equivalent of snail mail. It’s dull and slow, taking at least a nanosecond to arrive, in which time they’ve updated their Facebook status and fired off 20 BBMs. Or maybe not – bearing out the Forbes article precisely, I know many people who are going off Facebook, some going to the extreme of deleting their account tho as we know, Facebook is the data that will not die.

Interesting points are made in the rather pro-Windows article – as the author fleetingly confesses, other instant messaging clients are available. We use Empathy. I quote:

Empathy is a messaging program which supports text, voice, and video chat and file transfers over many different protocols. You can tell it about your accounts on all those services and do all your chatting within one application.

Easy peasy. Like a Windows program but better, much, much better.

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Green Office Week 2012 – Purchasing Thursday

Photo credit: http://prairieecothrifter.com/That’s got a nice ring to it, hasn’t it? Today’s #gow2012 theme is purchasing. Beyond making pretty easy decisions about buying recycled paper and Fair Trade coffee for the office, refilling toner cartridges and sourcing energy-efficient kit when kit just has to be replaced, how about considering whether a purchase is necessary in the first place?

Green Office Week‘s Tip No 1 today is:

Tip 1:  Organise a stationery amnesty day and pool together surplus stationery supplies. You will probably find you don’t need to place so many orders for more stock! Co-ordinate your stationery orders with others in your company to reduce the number of deliveries.

Good idea, but this principle doesn’t apply only to stationery. How about taking away from Green Office Week a commitment to review all purchasing decisions and contracts? These days virtualisation and cloud services (which I’m not conflating but do have a relationship) really relieve the strain on computer kit, allowing it to continue functioning well for years.

How about reviewing your historical pattern of purchasing to break the ‘we buy a new X every two years because we always have’ cycle – perhaps you simply no longer have a need for a type of equipment. If you distributed less paper matter, would you still need a photocopier? Have you ever considered what goes into manufacture of a photocopier? The raw materials required for mobile phones, computers and other electronics is quite jaw-dropping, so at least think before buying.

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Taming the beast

Photo credit: http://graphicsfairy.blogspot.co.uk/

Email. Gneeeurgh. Of course I don’t mean that, I couldn’t run my business without it (I think…fortunately, as we run email for a living, mine never goes down), but it can be a big distraction, especially with notifications coming in all the time from Twitter and LinkedIn. I have a strategy now though, and I thought I’d share it.

It’s fiendishly simple. If I need to concentrate on writing some web content (which I do directly into WordPress) or doing research or reading an article, I simply open a new browser session. Email stays tucked away along with other distractions like LinkedIn. I don’t have an audible alert for new email, so I can put my mind to the task in hand, then return to the email browser session when I’m ready. If you use an email client rather than webmail (I use Zimbra webmail) just turn it off – nothing will break, honestly. And if it does, you know who to speak to.

Talking of email, you might be interested to read this IT Donut article on how to stop email ping pong. Point no 2 wins my heart – make it clear what you’re expecting to happen next: do you need information from your recipient? Do you need them to do something specific? Keep email useful, rather than a net drain.

Right, I’m off to check Twitter…

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