gtd, management

Are we getting things done yet?

Don’t you just hate to be told how to do things? I do. Yet, we keep looking for advice on how to be more efficient. I do too. In this post I’ll try to share what I do to get things done. I never actually put it into words before, but after becoming familiar with the likes of David Allen and his Getting Things Done and Merlin Mann‘s Inbox Zero and 43folders, I found some striking resemblances to what I’ve been doing for the last 10 years. Watch the inspiring Google Tech Talk presentation held just recently by Mr. Mann below if you haven’t already.

Now this is what I do: I identify if any call, meeting, comment or email requires me to take action(s) as soon as they come to my attention.If no action is needed, I forget about it. It’s either resolved by reading/receiving or the action(s) is required from someone else. I’ll label this as a ‘No action’ action. I share info if appropriate, but only after considering signal to noise. I archive, never delete. (Yes, I’m a veritable digital information hamster.)

Next up I have ‘Immediate action’ – Does it take only a couple of minutes to do? I do it straight away or delegate it to someone that will do it instantly. (Delegating in general usually falls into this category, I would think.) Does it take longer? I let it sit in the inbox to deal with at an opportune moment, later same day. Do the gravity of the action require my immediate and unscheduled attention that will take the focus away from my current schedule? I reshuffle and reschedule current actions and do it now or re delegate, redistribute and/or re prioritise if possible. Archive.

Then there are the ‘Time/place action’, in lack of a better label. (Yes, I’m aware that my labeling is lacking in the sexy department. ;) Is my action needed at or before a certain time? At a certain place? I schedule it as a todo and/or a calendar event by date with timely reminders. I try to group similar actions. Archive.

Finally, there’s the ‘Future action’, a fuzzy nondescript action with no deadline. I keep it in the inbox and let it mature or either upgrade to time/place action or forget about it if someone else will get back to you on the subject at some future point or if it becomes irrelevant and automagically expires. I delegate it if needed/wanted. Archive.

Repeat, rinse and lathe.

With regards to mails, my inbox is my list of todos. I reply at once (‘Immediate action’), reply timed ( ‘Time/place action’), let simmer and mature (‘Future action’) or archive/file at once without reply (‘No action’) or after reply or when irrelevant like outlined above. I keep a minimal of mails in the inbox and try to deal with them all within a workday. There should ideally be no mails in my inbox at the end of the day. I do not keep separate folders for anything other than archiving purposes (tech restraint at my place of work). I do not waste time labeling or tagging emails, if you were wondering. Mails get archived naked.

Keeping physical in and out boxes does not work for me. I’ve tried and failed miserably. I keep physical in/out material annoyingly close to the keyboard on my physical desktop until action taken. This is ridiculous suboptimal, but works for me ™.

Does this make sense to you? I would be thrilled to hear about what you do to get your things done!


RSS problems and other minor disturbances in the force

First up, I’m back. Secondly, as you may have noticed there are problems subscribing to this blog using RSS. That suxx0rz. Period. This is due to fuddy duddy godaddy not playing nice with the source of this free hosting thing, so I’m moving away from this crappy free solution on to a pay plan. I needed to get rid of that awful leech header banner advertisement thingy, anyway. It’s lame. ETA this week.


Image lifted from who quote the source as submitted by: jeff f. n frendz at penn state altoona’s resTECH department (da peeps readin’ ur mailz, lol, thx!)

Rants, Software, Usability

Do you know where you’re going?

UPDATE 2013: Problem (mostly) solved today. Multiple rounds of shortening still tend to garble the original url address.

In software development you’ll – unfortunately – sooner or later end up having to compromise between usability and functionality. These compromises are often a result of either financial, time or technological constraints. However, the wonderful thing with software is that you can always improve, add and modify after the fact.

Services like jaiku and twitter enables you to let the world know every novel, quaint or painfully inane activity that you are up to at any time, through almost every thinkable mode of communication, save semaphores and smoke signals. One mode being sending and receiving updates per SMS via your mobile phone. A standard SMS text message is limited to 160 characters. As twitter and Jaiku also supports the sending and receiving updates via SMS, they have implemented the limitation set by this lowest common denominator. For instance twitter even keeps 20 characters for itself and you get to play with a remaining 140 characters per update.

I’ll leave it to others to ponder the consequences on the language and communication – if any. I wanted to bring the attention to a usability issue brought about by this technological constraint, not start a discussion about the evolution or devolution of language and communication, although interesting in itself.

To be able to post links (URLs) to pages on the Internet in their updates on twitter and Jaiku, people are using additional services like urlTea and tinyurl to help reduce the numbers of characters to transmit the address, but leaving it functional. Those services take a potentially long address like ‘ index.html’ and truncate it to ‘’, leaving more characters to write a personal message to go with the link with. However, any identity or clue as to where that address may lead has now been removed. (Not to mention the additional burden the use of those additional services places on the poor user. I’ll leave that discussion for later posts.)

I’ve illustrated how this looks when using the web interface of twitter below:

Screenshot of

Notice that there are no clues in that address as to what to expect when you click on it. The clever twitterer might suggest that if you’ve been following Chris Pirillo for a little while you’d expect the link to be leading to one of his web casts on his site, but then again there is no information in that address to tell you at a glance what to expect. You can’t know if it’s linking to the story you already read two weeks ago, if it’s self promotion if it’s linking to a site you know and trust – it could even link to an address that would get you in trouble at work.

Enter ‘The Gulf of Evaluation’:

“Does the system provide a physical representation that can be directly perceived and that is directly interpretable in terms of the intention and expectations of the person?The Gulf of Evaluation reflects the amount of effort that the person must exert to interpret the physical state of the system and to determine how well the expectations and intentions have been met. The gulf is small when the system provides information its state in a form that is easy to get, is easy to interpret, and matches the way the person thinks about the system.” Donald Norman in ‘The Design of Everyday Things‘, Doubleday 1990.

I’ll argue that the gulf of evaluation is light years wide in the case in question. I’d like to have some transparency please. Show me a proper address!

Of course it could be argued that some users of the mentioned services would actually support the extra layer of obscurity afforded by the use of nameless addresses – that it actually generates more traffic from people clicking blindly than it would if people could see the real address and source. I do not have a firm opinion about that, however.

There are of course ways to alleviate for this unfortunate loss of information, letting us know where we’re going before wasting our time or getting fired (if using Jaiku and/or twitter hasn’t already gotten you fired) by clicking on the wrong links anywhere but the SMS’. I’ll propose two modes of improvement. One involves internal changes to the services themselves, and the other external additions with no need for involvement from the Jaiku or twitter development team. They both have advantages and disadvantages.

I’ll start with the blatantly obvious one; Jaiku and twitter should look up the truncated addresses before they are rendered and parse them. That is to say a truncated address would be shown in full when using all web based interfaces. Why on earth should we be limited and constrained to the lowest common denominator on the web? We can have gazillions of characters! Heck, keep the limit to 140 characters displayed on the web , just like the current solution, but show those URLs in full in addition to those 140 characters. However this would require the time and attention from the official development teams that are probably already preoccupied with other challenges, fixes and policies.

The second and almost as obvious one would be to develop a plug in for e.g. Firefox that would identify addresses from services like tinyurl and urlTEA, look them up and show the complete address in the status bar below left and as a tool tip when hovering with the pointer over the link. I’ve illustrated how this may look below:

Screenshot of

The two immediate advantages of this solution would be that it require no commitment from an internal development team and that it would work with any web page, not only with the content coming out from twitter or Jaiku.

Here’s a another perspective on URL shortenings from Jeff Atwood of


Is it just me or do you also see colours?

I used to believe things. Not that there was a Santa Claus able to travel faster than light, a fairy that ate teeth and shat coins or that there is a life after death (there’s a reason why it’s called DEATH, don’t you think?). No. Until a couple of years ago I believed, or more like took it for granted, that everybody sees numbers in their mind as coloured numerals. What? You don’t? Let me try to explain how this looks to me.

Every number from 0 to 9 has it’s own colour or shade of gray. I’ve illustrated roughly what they look like below:

Image overview of coloured numerals

Now as you see, it’s a bit complicated with the shades of gray. Hey! I didn’t invent this – it was just sort of always there. To make matters worse, when numbers stand together to form yet another number, as they often do – the clever bastards, the colours at the end of the number seems to outshine the others. I’ve tried to illustrate this with some of my favorite years in colored numbers:

Image of some years in colours

I only see this in my mind when thinking about numbers, not when reading numbers, mind (no pun intended) you. I have more strange things going on in my mind, but I’ll keep that for future posts.

I’ve later learned that some incredibly intelligent and fascinating autistic people see numbers as coloured three dimentional shapes. Pretty cool! There’s some very interesting research to be done in this field.

Do you see colours? Do you have some interesting visualisations in your mind? Am I crazy? I’m looking forward to be reading your stories!