E L S U A ~ A KM Blog Thinking Outside The Inbox by Luis Suarez

From the blog

Connectivity – The Achilles Heel of Remote Knowledge Web Work

Gran Canaria - Roque Nublo As Seen from Roque Bentayga in the WinterLast week at work was, perhaps, one of the most excruciating, rather annoying and frustrating weeks that I can remember in my 16 years of work with my current employer and it was not because of the sheer madness, rather hectic and busy work schedules, you know, those are business as usual and quite good fun still (Already having crossed through the second month on the new job!), but more because for the first time in a long while I got to experience what I think is the Achilles Heel for Knowledge (Web) workers in this digital age. Specially, for those of us who are working remotely, away from the traditional office. Yes, indeed, last week I experienced, in full force, what it would be like having an intermittent connection to internal networks, through VPN, as well as the Internet in general, through my ISP. And I tell you, it wasn’t pretty. At all.

Indeed, like I mentioned above, it was one of those dreadful experiences that clearly reminds us all how fragile remote knowledge (Web) workers are in terms of the dependencies on the availability of a good, reliable and accessible VPN and Internet connections. Most folks out there know by now how, thanks to the “Life Without eMail” movement I started over 5 years ago, I have now been successful in having moved over 98% of my daily work to the Web, whether on the Intranet or the Internet. Yet, last week was perhaps one of the quietest times I have gone through that I can remember. Why? Because I was offline for the vast majority of it. Both my VPN connection as well as my local ISP were having continuous issues helping me remain connected and eventually ended up in me putting a bunch of extra hours at work just trying to catch up with things when they would become more stable. And some times they did, and some others, they didn’t.

But right there I realised how when you are working from the traditional office space things are relatively good in terms of connectivity. You know, everyone working along through the same pipes, so to speak, and if the Internet or the Intranet goes down, that’s just fine, it’s down for everyone, so you are in equal terms for that matter and might as well enjoying a coffee or two while the system goes up to support back again several hundreds of office knowledge workers. However, when you are a remote knowledge worker, who depends on the Web for the majority of your work, things are much different.

As a starting point, you are alone. You are, typically, in the middle of nowhere (my closest IBM office is about 1,200 KM away from where I live / work), trying to get connected to the rest of the world that flies passed by you at a lightning speed, and that you hope to jump into the bandwagon which is the Internet, so that you can catch up. Well, last week, my train never showed up, helping me understand the challenges of what it would be like if, all of a sudden, remote knowledge (Web) workers, get to suffer from intermittent (Or permanent, for that matter!) connectivity issues in order to carry out their digital work.Gran Canaria - Roque Bentayga in the Winter

It just won’t happen. And, you know, work won’t stop. It never does. It will just keep carrying on and piling up, which means that, as a remote employee or knowledge worker, your dependency on a good VPN and ISP connectivity are going to be critical. Otherwise, it’s just like one of those dead tentacles you can just chop off and no-one will notice. And while I can see how that may well not be too worrying for companies and businesses, since it’s just an isolated case or two, perhaps a few hundred (tops), the reality is that for you it’s like the whole world just collapsed and decided to stop spinning around.

Yes, I know, I realise I am putting a little bit of extra drama on the huge impact of network connectivity for remote employees, but is it really that much of an exaggeration? Because, somehow I feel it’s not, specially, if you consider how, unless you live in a rather large urban place, you, as a remote worker depending on the Web to get your work done, are doomed and big time. And, most probably, no-one would even notice.

And, let’s face it. We are entering the stage where broadband penetration, at least, in (Western) Europe, is pretty much a good myth, specially, if you don’t live in big cities. If you live in relatively small towns, or rural / remote areas, that pervasive connectivity is non-existent, which comes to fight the argument that the Web keeps us all hyperconnected and networked no matter what. Well, it matters, connectivity, at least, in Europe, is not as pervasive as what most folks feel, and if you have been reading my recent business trips across several European countries, it’s more of a wider issue than anything else, not necessarily related to a specific country or local region.

It bugs me. I tell you, it bugs me quite a lot, actually, because, last week, I realised how I was no longer capable of accessing the most precious thing that makes the Internet a wonderful thing: free information. And I don’t mean free as in you don’t have to pay for it. I mean it from the perspective of no longer being capable of accessing free flows of information to allow me to get my work done in an effective and efficient manner. Never mind the good amount of conversations I could no longer have in terms of nurturing and continuing to build my personal business relationships, including blogging away over here, which I couldn’t, as some of you have well observed through offline interactions.

Ugly. Very ugly state of things, if we have to keep depending on that reliability of connectivity for that major shift of the knowledge workforce that’s already well underway, where more and more people are becoming remote employees, or even no longer attached to companies but doing freelance work, and still needing to have that connection to the Web. That shift is not going to change, nor disappear, but to accelerate greatly over the next couple of years and seeing how urban places are starting to become more jammed and overpopulated, it’s going to be a huge issue if those remote workers from small, rural places can’t keep connected in a reliable manner. Or if, all of a sudden, ISPs decide to sacrifice their quality service to reduce costs or companies decide that good, robust VPN solutions are not worth the investment anymore, therefore forcing their remote employees to trash off the flexibility they once had and return back to the traditional office, no matter at what costs.

Gran Canaria - Roque Nublo As Seen from Roque Bentayga in the WinterOf course, we have got email to fix that problem. I am sure you all have been thinking about that very same thought all along while reading this article, and, to be frank, no, we don’t. Email will not solve the problem, because, yes, you can work offline through your mailbox and everything, but you still need the connectivity to send those emails across and when exchanging large rich media files, or presentations, proposals, status project reports and what not; you are going to have a need for a rather fast and robust network connection. We are no longer in the mid-90s where a regular analogue line could get you through the daily email in a matter of minutes. Plus, I am not sure I would want to venture to state that email is safe in the current workplace just because we don’t have enough broadband capacity or a rather robust VPN set of solutions. It would be just totally wrong and for a good number of reasons.

We need to step up, we need to level up the game and start embracing the fact that over the course of time, the vast majority of your companies’ work is going to be executed, done and dealt with by people who are not working at the traditional office anymore, and, as such, we would need to ensure they are reliably connected to the Web to get their work done. As more and more of us progress further away from firewalls and internal protected networks into the Open Social Web, I guess we would be saying good-bye to VPNs, but then again, if you have been watching the news over the course of the last few months, and, lately, in the last week or so, you would know how some conversations would still need to take place in a secure, private, protected space, although still open and accessible to everyone concerned (i.e. employees, customers and business partners, for that matter).

So the need for ISPs to understand how freelancers work remotely and how much they rely on that network connection for a whole lot more than just sending an email, also correlates to the need from businesses to understand how critical good, reliable VPN connections are to allow those employees to stay connected in a world that’s become more virtual, distributed and remote than ever. Upping the game will get us all there, eventually. Not doing anything, though, thinking things will be all right, after all, will help us go into a Dark Age I doubt we’d ever be able to recover from accordingly. All of us.

Now, imagine if all ISPs, while they are going to become more under pressure over time, decide to take us through on to those dark ages … for good. Imagine, if, all of a sudden, after seeing last few weeks’ global events all over the place (Take your pick as there are a lot of those to choose from!) things just collapse. Just like that. Well, don’t imagine it. Let’s just work really hard on not making it happen any time soon, because somehow the trend keeps showing how we are heading towards that collapse, without remedy. I know, I know, I don’t plan to finish off this article with a negative thought of what might happen. Instead, I would want to finish it off with a rather outrageous, optimistic and heretic trend of thought on what’s at stake at this point in time, so please do allow me to leave you with this absolutely stunning, rather inspiring and incredibly thought-provoking presentation from one of my favourite thinkers of the 21st century that I just can’t have enough of in terms of showing the way of where we are heading, not only in the business world, but in our society. Check out Manuel Castells‘ recent RSA speech on “Networks of Outrage and Hope“, which will also confirm, for that matter, why social networking is here to stay and for a good few years, not only as matter of expressing yourself, but perhaps altogether as a matter of finding a new purpose, a new focus and a new meaning altogether: a better world for all of us.

No exceptions. 

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Life Without eMail – 5th Year Progress Report – The Community, The Movement

Gran Canaria - Pozo de las Nieves in the SpringThere have been a lot of people who, over the course of the last few months, have been asking me whatever happened to that initiative I started a while ago around ditching corporate email (Under the moniker “A World Without eMail“), since things seem to have been a bit quiet over here in this blog for a little while on that very same subject. Did I give up on giving up on corporate email? Did I get tired of it and moved back to email? Was the experiment a total failure? Did I get tired of it and move on to something else? What happened? Well, nothing and a lot! The movement is still alive and kicking. It’s now more popular than ever and it’s still going as strong as ever, if not more! To the point where it’s now evolved into what will be the next stage and my new focus area: Life Without eMail.

A couple of months back I was talking about this with one of my fellow IBM colleagues, and very good friend, Rawn Shah, and while brainstorming on something that I am hoping to be able to share very soon (Which I am sure plenty of folks out there have been waiting for it for a while!), we thought it was time for me to help the movement evolve into something much more exciting: going personal. Indeed, instead of focusing on the whole world, which may have been a bit too ambitious and perhaps over demanding on everyone as in too large to cover, I am switching gears and instead adopt a new mantra towards it: Life Without eMail

Why? Well, mainly because if there is anything that I have learned over the course of time, and, specially, in the last couple of years, is that the world doesn’t use email. People do. So if someone would want to free their life up of the email yoke it’s got to start with people. We are the ones who should, and need!, to break that chain. The (corporate) world is not going to do it. It’s just far too comfortable keeping up the status quo of abuse, political and bullying games just as it is. It’s a matter of divide and conquer. And so far email is winning, at least, according to some folks, although I reserve the right to disagree with those statements, specially, when we start separating email as a content repository from email as an alert / notification system (BACN anyone?). Either way, that’s why I feel it’s probably a good time to move on to the next challenge. To design a new kind of work, a new mindset of work habits that would inspire each and everyone of us to become much more collaborative and keen on sharing our knowledge out there openly through digital tools, whatever those may well be.

So, instead of just focusing on the world itself, it’s time to focus on the people, the knowledge (Web) workers, to help them free themselves up from what may have been stopping their passion to pursue something bigger, much bigger, for themselves. That is why from this year onwards I will be talking about going personal with Life Without eMail

It’s no coincidence either, really. Because those of you folks who may have been following this blog for a while would realise now how, a couple of months ago, we just went through the 5th year anniversary since I first started “Thinking Outside the Inbox“, then how it evolved into “A World Without eMail” and how it all comes back to basics, eventually: that is, live a successful, purposeful, effective and rather productive work life without depending so much on corporate email. Indeed, I can’t believe it either myself that February 15th 2013 marked the 5th year anniversary of an initiative for which a large chunk of people thought I would be fired from my current work within two weeks, thinking I was just plain crazy, and, instead, here I am, 5 years on and having a real blast with it. 

Of course, there have been plenty of obstacles along the way, and there are still plenty of them ahead of us, but, if there is anything that I have learned in the last year, since my last progress report update, and even more so in the last few months, is that this movement is now unstoppable. And that’s why I thought it would be a good time to put together this blog entry where I could reflect on what has happened since the last update I published over here, where we are moving forward and what surprises do I have reserved for you folks, because I do have a couple of them…

But let’s start with the beginning. First, let me assure you that although this article is going to be a bit long (Remember, it’s a yearly update 🙂 hehe), it is not going to be as massive as the last one I put together by the beginning of last year. This time around I am just going to focus on giving you folks an update on what’s happened in the last 12 months, then share some further details on a new experiment I have conducted last year that I am sure you would all enjoy learning some more about it and after all of that we will go through the surprises I have got prepared for you. So, let’s begin… 


A World Without eMail – Year 5 – Progress Report

If you remember, in the last blog entry on the topic I mentioned, for the previous year, how the average of incoming emails I had over the course of the whole year was down to 16 emails per week, which is roughly about 2 emails per day. So, as you can see, I wasn’t capable of killing email per se as most folks have been saying all along, specially, when I am being introduced at a public speaking event. However, if I look into what I used to have before I started this initiative there has been a decrease of up to 98% of the total volume of inbound email, which I guess it’s just not too shabby when thinking about how 5 years ago I received a total amount of 1647 incoming emails and last year only 798. 

No, that’s right. eMail is not dead and it’s far from being dead, despite what some other folks may have been claiming all along. This is something that I have been saying all along myself, too! eMail still has got its place in the corporate world. More specifically in three different contexts or, as I call them, use cases. To name:

  1. Universal Identifier (For whenever you need to sign up for a new service)
  2. Calendaring and Scheduling of events in your agenda (Most of those meetings, appointments seem to come through email still).

  3. 1:1 Confidential, sensitive exchanges (HR, Legal, Financial matters would be prime examples for this use case. Notice how I mention 1:1 and not 1:many confidential emails, by the way, more than anything else, because as soon as you include more than one person it’s no longer confidential. You never know where it will go next and who may leak the information across)

However, beyond those three use cases, there isn’t an excuse anymore to move the vast majority of our interactions into more open social, collaborative, knowledge sharing spaces: digital tools. And this is when it is getting really exciting, because, despite the various different reports that indicate how email use has gone sky high through the roof, here I am to confirm how not only the number of incoming emails for yours truly has remained steady, but it actually decreased for the 5th consecutive year, ending up at barely 15 per week. Yes, barley 15 per week and if it weren’t for a couple of weeks where that traffic experimented a certain peak I would have been on 14 emails received per week! Too funny, as an anecdote, that one of those weeks was the very same one that 5 years ago it also triggered the giving up on corporate email by yours truly! 

Here’s the full report of the entire year, where you can see the maximum number of emails received for one day, and the minimum. And right next to it, you will see as well the comparison with the previous 3 years, so you can have a look into the overall trend from that 4 year period. If you would want to check out the entire progress report into more detail from all of those years go to this link and you will find it there: 

A World Without Email - 2012 Progress Report (Yearly) 

Not too bad, I guess, for an initiative that most people thought it was going to be dead within the first two weeks, don’t you think? 5 years on and a Life Without eMail is now a reality. And it can only get better … 


Social Networking tools *do* make you ever so much more productive

Over the course of the last 5 years one of the main comments I have been getting all along from those folks who may have been exposed to this movement has been along the lines of how as interesting as it has been moving my work interactions from email into social networking tools, it seems as if the only thing I did was swap from one tool for another. Still the same result. Well, not really. Here is why…

You may have seen that particular piece of research that McKinsey did in 2011 where it mentioned some fascinating insights on our corporate work habits confirming how the average time that most knowledge workers spend just processing email is roughly around 650 hours per year. Yes, I know it may not sound too much, but that’s actually nearly 3 months out of the year people spend it processing email. Now, if you add up the month of vacation approx., we end up with nearly 4 months out of the whole year being spent just working through emails, because you do check out your mailbox while you are away on vacation as well, right? 😉

So earlier on last year I decided to do a little experiment where I would try to measure the time I spend on internal social networkings tools to get my work done and see how that would compare to the time spent doing email. If I would have just switched from one tool into another set of digital tools it would show pretty much the same time spent, right? Well, wrong! 

Most of you folks out there know how much of a big fan I am of the pomodoro technique, which I have blogged about a couple of times already. Last year I decided to ruthlessly measure the time I would spend in internal social networking tools in chunks of 25 minute long pomodoros and see how many of those I would accumulate over the course of months. And now that the year has gone by it’s time to share the stunning results. 

Over the course of 2012 I have spent 683 pomodoros of 25 minutes each to not only keep up with what was happening around me through social technologies, but at the same time to get my day to day work done. So that means I have spent 17.075 minutes working my way through these digital tools, that is, 284.5 hours approximately. Eventually, resulting in 35.5 days or, in other words, 5 weeks. Yes!, not even a month and a half!! Who would have thought about that, right? But it gets even better…

Because it also means it could save people even more time to do other more productive tasks. These statistics are just from myself, a power user of social networking tools with no scientific method in place. A social computing evangelist at heart. Someone who lives these digital tools, walking the talk, learning by doing. Perhaps the atypical social networker, because that’s where I have moved all of my work related interactions to a great extent. As an example, in our internal social networking platform, IBM Connections, the average number of connections / contacts fellow IBMers have is roughly around 40 people, approx. For me, I’m currently coming close to 3,280 folks, so you can imagine how my internal networks do not represent the normal and why I strongly believe that those productivity gains in time saved using social tools could be even bigger for vast majority of knowledge workers out there. Gran Canaria - Ayacata in the Spring

Thus what does that all mean? Well, essentially, that next to all of the perks and various benefits I have been sharing around becoming more open, more public, collaborative, flexible, autonomous, transparent,  agile, and more responsible for how I work I can now add up that living social / open has made me more than two times as productive as whatever I was 5 years ago! And believe me, this is something that I really appreciate, because, like for everyone else, work does never decrease, but it is always on the increase, so knowing that I have remained over twice as productive over the course of the years, no matter what, has been a splendid and surprising new finding that has made me realised the whole initiative since I got it started 5 years ago with it has been more than worthwhile.

But what do you think yourself? Would you be able to relate to this new experiment yourself as well? Specially, if you have started already that journey of reducing your dependency on email, is it something you can confirm yourself, having experienced similar results, although perhaps not at the same scale as what I have done and described above myself so far? Do you feel it’s a realistic conclusion altogether? I am not claiming it’s a rather scientific experiment, since it isn’t, but I’m starting to think that it could well prove accurate enough to confirm the ever significant impact of social technologies in the corporate world. 

The one thing that I do know now is that relying more and more on social networking tools for business to carry out my day to day work does make me much more productive and effective than whatever email claimed to be in the past. And that’s a good thing! Finally, the living proof is there! It’s all about working smarter, not necessarily harder. All along. It’s all about making it personal and making it work for you, just like I did for myself. And therefore the new moniker kicking in from now onwards…


Life Without eMail – The Community, The Movement

So, “where to next then?”, you may be wondering by now, right? Well, certainly, I am not going to stop here. Like I said, there is no way back anymore, but onwards! The movement is alive and kicking and we are going to take it into the next level with a couple of surprises I have got for you folks for sticking around following this initiative all along and for being so incredibly supportive over the course of time and for sharing along with me this fascinating journey. Hello and welcome to the Life Without eMail community. The Movement.

Last year’s progress report, you would remember, was rather massive, more than anything else, because I decided to summarise one whole year of progress with a substantial amount of interesting and relevant links about the impact of social networking tools on helping us reduce our dependency on email by a large margin. I talked as well about other companies attempting to do the same, as well as sharing plenty of interesting and relevant links on good practices on using social tools, or fine tuning the email experience to get the most out of it. 

Well, this year I am not going to do that. I still have got a bunch of top-notch resources, but instead of sharing them over here in this blog post I decided to eventually gather them all, and over the course of time, share them over at my Scoop.it account  that I am in the process of feeding it, as we speak, and where I will continue to add those links over time, so from here onwards you would be able to keep up to date with all of those relevant links I may bump into that would cover this topic of “Life Without eMail” from other people interested in the topic, or writing / talking about it, as well as including articles I may write myself, interviews I may conduct or public speaking events I may well do, so you could have them all in a single place. Starting already today! 

But the main surprise is another one I have got prepared for you folks. Plenty of people have been asking me over the course of the years whether there would be a central place where those #lawwe and social networking enthusiasts could gather together to share their own experiences, hints and tips, their know-how, lessons learned, and whatever other activities where they (we) could all learn from one another. And time and time again I have been telling folks there wasn’t a specific space. Till today. 

Indeed, along with Prof. Paul Jones, Paul Lancaster and Alan Hamilton, all really good friends and folks who have already embarked on freeing themselves up from the corporate / organisational email yoke as well, we have decided to put together a community space where we could hang out with other folks interested in this movement and help share our very own experiences, know-how, and plenty of practical hints and tips on what it is like having ditched work email for good. The original idea, and due credit, of course, is going to go to Alan Hamilton, who suggested to me some time last year to put together a community space where we could hang out. And while we couldn’t get it sorted out back then, too much going on, as usual, I guess it’s never too late, eh? So thanks ever so much, Alan, for triggering the thought of having an online community for us to get together!

And after much discussion and looking around for some really good solutions that may be available out there, we have all agreed to create this particular community space over in Google Plus Communities. So here’s the link to it: 

Gran Canaria - Maspalomas DunesWe hope you would find the time to come and join us in the community, where all of us, me included, will be sharing plenty of our own experiences, as I mentioned above, on how to reduce our inbox clutter while we keep sharing some additional insights on what’s happening in the space of social networking, Social Business and, of course, Open Business and how they keep disrupting the corporate email driven world as we know it. Still today. Our main purpose is to help out knowledge workers become more open, transparent and collaborative through digital tools vs. just keep dragging along through an excessive and perhaps unnecessary abuse of our email habits. I can surely guarantee you it’s going to be a fun ride! 

So much so, that if you are really willing and committed to give it a try yourself we will be sharing with you some initial tips by which we can guarantee you that within the first 5 weeks, since you start, you would be able to see your incoming email volume getting reduced by over 80% and without hardly any effort, just applying some methodology I have developed over the course of time and which I am sure you would be able to follow with no problem since it isn’t rocket science, really, but just the trigger to break the chain and to, finally, have that rather rewarding and fulfilling sensation of owning your work, perhaps for the first time in a while! 

Will you join us? Remember, 80% reduction of incoming email in just 5 weeks! Here is the link again to the community to get you going and thanks ever so much, once again, for the continued support, for sticking around and for having made these 5 years quite an interesting, inspiring, exciting and rather refreshing time! 

Onwards into a Life Without eMail!

[In my next article on this topic, I will be writing about a rather interesting twist that I have gone through this year so far. A hard reset. A reboot from everything that I have done in the last 5 years… But that would be the story for another post soon enough…]

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The Sharing Experiment and The Kid Inside You

PragueIf you would remember, a few months back, I put together this blog post on “Why Do I Share My Knowledge?“, where I reflected on the main reasons as to why I’m so keen myself on sharing my knowledge across out there openly and in a more or less transparent manner. I guess that’s what Open Business is all about. Whether for Learning, Helping Others, or Leaving a Legacy Behind. The interesting thing though is that perhaps the main reason why I have been sharing more of my knowledge over the course of the years, is because, deep inside, I am still a child. We all are, after all. It’s just that for a good number of decades we may have neglected our childish nature of sharing for the sake of sharing. And that’s perhaps what has gotten us into trouble in the first place. Again, when was the last time that you behave like a kid when shared something? 

I know it may all sound a bit too cryptic and eclectic when talking about those references around childhood, but I just couldn’t help thinking about dropping by over here today to share what’s perhaps one of the most inspiring video clips you will be watching this year and I would strongly encourage everyone to go out there and spend nearly two minutes to go through it to see what I mean. 

As you may recall I’m currently on the road, in Prague, to be more precise, on the last leg of this business trip, having a wonderful time visiting the city and doing plenty of good work around Social / Open Business and “A World Without eMail“. Yet, in between here and there I am still having a bit of time to catch up with what’s happening in my various different social networks, and then serendipity does its magic, once again, and hits me badly! In a wonderful way… 

Lately, my good friend Chris Brogan, has been doing some phenomenal sharing of great, relevant and insightful content over at Google Plus on how these digital tools are helping transform not only our businesses, but also our personal lives. One of those posts though is special, actually, rather special. It contains a link to that short YouTube video clip that I mentioned above and that I’m sure it’s going to give you shivers through your spine as you get to watch it. Why? Well, essentially, because it will remind you of what we were like when we were kids… And why a good number of us are still kids today. Instead of me telling you what I mean with all of that, I am going to stop here for a minute and encourage you all to watch the video and judge for yourselves…

Whoah! There you have it! Right there! What do you say to that? I bet very few comments can be added other than acknowledging that perhaps we have gone all the way wrong in our perceptions and expectations around the whole concept of Sharing. That Sharing Experiment is a whole proof we can do better at the workplace when sharing our knowledge across. And I know what you may be thinking … Those kids are already a bit too old and they probably have been taught, and educated, by their parents what sharing is all about without asking anything in return. And probably you are right! 

But then again, where does that live us, adult knowledge workers, in terms, specially, of how we collaborate and share our knowledge in the workplace? Where did we go wrong with our childhood education and learning, or even our very own human nature as kids, where we seemed to have acquired the right skills yet, when entering the corporate world, we looked like we have left that behind and instead keep protecting and hoarding our knowledge, fighting with one another, still strongly believing that “Knowledge is power“.

Really? Well, I hope not! Look at what this bunch of kids are showing us above, on the video clip. Essentially, that human beings are social animals who share unconditionally with fellow humans what we know, what we treasure, what we are truly passionate about, what we care for, i.e. the well being of fellow humans, without asking for anything in return… 

Thus as I keep reflecting on everything that I have learned on this long business trip, attending and presenting at multiple conference events, talking and interacting with customers, and learning from other thought leaders, and that I will be blogging about it shortly as well, I know, for sure, that for me to succeed in the large corporate environment there is a single thing that I would need to keep getting very good at, and which it looks a lot easier than what most people may well think about: Let the child inside me come out and show the way on what sharing is all about… 

I am hoping that you would do the very same thing. After all, there is nothing to lose, but a lot to win altogether, don’t you think? 

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Meaning Conference Highlights – A Collaborative Future #lawwe

La Palma - Roque de los MuchachosNot long ago I mentioned over here in this blog how one of the many reasons why I went through that extended blogging hiatus towards the end of 2012 was due to a rather intense business travelling schedule that took me on a tour of several different European countries to participate, as a speaker, on various conference events, customer meetings, enablement workshops and so forth. Intense is probably the right word to describe what it was like, but another one that I can think about would be memorable. I do have, indeed, plenty of fond memories about the vast majority of those events, but if there is one that has got a special place in my heart is that one event that kicked off last year and which raised the stakes incredibly high on its first edition to the point where it will always be in my thoughts not only because of the tremendously energising vibe it had all around it, throughout, but mainly because of the amazing experience of attending, speaking and participating in an event like no other in search for something that I am starting to feel we need nowadays more than ever: Meaning. 

Of course, I am talking about the Meaning 2012 conference event that took place in Brighton, UK, on October 1st and that three months later I am still remembering it as it were just yesterday. What an amazing event! Not only was the quality of the agenda and speakers top notch (I had the privilege of being one of them giving me a unique opportunity to continue learning from the greatest and the most unexpected), but the atmosphere around it was just electrifying and incredibly energising. The amount of hard work and the dedication to make things right, the incredibly warm sense of hospitality we enjoyed while in there, and the humanity shown throughout the entire event by folks, now really good friends, like Will McInnes and Lou Ash, along with the rest of the NixonMcIness team!, was absolutely a pure delight. Something other conference events should mimic and learn from a great deal! And all of that on their first edition! 

There have been several different blog posts, articles, references, highlights shared across by a good number of folks who attended the event, which have made it quite a rewarding experience going through as I am writing down this blog entry, remembering the wonderful event that we got exposed to over the course of a single day and, most importantly, the sharing of some of the most brilliant ideas we got to exchange and share openly not just from the speakers themselves, but also from people attending the event live with all of the networking that went on and on and on. A delightful experience all around! 

That’s why I couldn’t help resisting the urge to create this blog post where I could point folks to the recordings of the various different speakers, which you can find them all right over here, so that you could have a look and go through each and everyone of them. At your own pace, whenever you would want to. They are all worth it. Big time.

As usual, and like I have been doing over the last few months, I did a bunch of live tweeting from the event itself as well, and I then captured all of those annotations into a .PDF file that I uploaded into my Slideshare account for folks who may be interested in reading further what it was like experiencing the conference live. The direct link to it can be found over here. And here’s the embedded code in case you may want to flip through the pages as we speak: 

I had the privilege as well of being the last speaker of the day, wrapping up what was quite an amazing day that would be rather tough to forget in a long long time. Of course, I talked about one of my favourite topics from over the last 5 years: Living “A World Without eMail“. This time around expanding further on the notion of what a collaborative future may well look like and hold up for us with the emergence of social software tools in the corporate world. I got to talk about plenty of what I have been learning in the last 5 years after I started that movement, back in February 2008, which reminds me that we are getting close to that 5th year anniversary, where I have got a couple of lovely surprises packed up that I am sure folks who have been following this initiative all along would find rather interesting and surprising. But more on that later on…

For now, I thought, as a teaser, as perhaps an interim update from my last blog article on the subject (Yes, I know! I am long overdue an update on how things have been moving along, aren’t I? Well, coming up shortly!), I would go ahead and share the link to the recording over here, so that those folks who may be interested in the topic (It lasts for a little bit over 17 minutes), can have a look into it and watch at your own pace. I’m sure it will evoke a good number of questions and additional insights that I am more than happy to entertain and facilitate on the comments section below, so feel free to chime in as you may see fit, and stay tuned for that upcoming update on the progress report of what it has been like living “A World Without eMail” in the last 12 months. Oh, and don’t worry, it’s not going to be as massively long as the last one. That’s where one of the surprises would kick in eventually … hehe

Here we go: 

Hope you folks would enjoy watching through it, just as much as the huge blast and true honour I had myself on stage delivering the speech.  The vibe in the audience was something that will be very hard for me to forget. Ever. And for that I am eternally grateful to both Will, Lou and the rest of the NixonMcIness team!, for their kind invitation and for making of Meaning something that I can just define with a single word: special! … [Truly special]

An enormous thank you, indeed, to everyone involved in making it happen!

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Reflections from 2011 – A World Without Email – The Documentary

Gran Canaria - In the Winter(WARNING: I do realise that I have already included a warning and word of caution throughout this article about the length of it, but I thought I would let folks know as well how if you would just want to check out the yearly progress report you would just need to read the first section and move on to other things. While putting this blog entry together, maybe the longest article I have ever written anywhere, I now realise that the main purpose of why I wrote in its entirety in the first place was more than anything else as an exercise for yours truly to go down the memory lane and see what happened during the course of 2011 in this area. That’s why I’m including this entry as part of the “Reflections from 2011” series. Please do not feel obliged to read through it all, if you wouldn’t want to. Perhaps the best option would be to read each section every other day. I thought initially about splitting it up in multiple parts, but I wasn’t convinced by the end result, so eventually decided to leave it all as one piece. Hope folks enjoy it just as much as I did putting it together and bringing up some great memories from last year! Yes, after this one I’ll be taking a short break… to give you all a breather … Don’t worry hehe)

It looks like the series of blog posts on the “Reflections from 2011” meme that I have been putting together over here in the last few days keeps moving further along nicely to the next take with an article that I do realise is very much long overdue not just by weeks, but by months altogether! Goodness, if I go back to the last blog entry I published on this very same subject, it was almost a year ago: “A World Without Email – Year 3, Weeks 29 to 51 (The Email Starvation Continues…)“. Yes, indeed, nearly 12 months ago was the last time that I shared over here further insights on how that initiative of mine around living “A World Without Email” was coming along and report on due progress. Yet, for one reason or another, it didn’t happen. I mean, the progress report, because the initiative itself has been working wonderfully all right all along. So I guess it’s probably a good time now to finally provide folks with an opportunity to find out what’s happened in the last year of #lawwe. Are you ready? Let’s go! Let’s do it!

Ok, before I get started with that progress report, a word of caution though, I am actually going to do something different this time around. Not only am I going to provide an account on what’s happened in the last few months of living “A World Without Email“, but also I am going to be sharing a good number of insights on what’s happened around me, out there on the Social Web, and how other folks have been thinking, and taking action, too!, about living their own “worlds without email“. As such, this blog post will be a rather massive one, perhaps the longest I have ever written, so I have decided as well to split it up in sections; that way it would be much easier to consume, but please do allow me to warn you ahead of time that this post will try to summarise nearly one year of what I would call now a world wide trend to continue Thinking Outside the Inbox.

A World Without Email – The Progress Report

To get us started I thought it would be a good entry point to refer folks to the last article I published on this topic over here in this blog, where I covered the latest progress report up to Year 3, Week #51. And what a better way of finishing that year end report than sharing with you all the last week, i.e. week #52, along with the overall yearly report itself. All in a single place so that you can take a look into how things developed further during the course of 2010. I know, a long time ago, but still worth while sharing across before we catch up with 2011’s, don’t you think? Here it goes:

A World Without Email - Year 3, Year End Report 2010

As you would be able to see from the above screen shot, for week #52 I received 14 emails during the course of that week, to make up for a total amount of 929, coming from 1167 in 2009 and 1647 in 2008, as seen in previous reports. And that basically means that I have consistently gone down on the amount of incoming corporate emails year in year out. Starting off in 2008 with an average of 32 emails per week, to 22 emails received per week in 2009, to then, finally, 18 emails received in 2010. I am not sure what you folks would think, but that is not so bad after all considering how when I first got started with this experiment I was receiving between 30 to 40 emails per day, which sounds like a rather substantial reduction over the course of time taking place very steady and at a good pace. I am sure you may be rather intrigued by now about what happened in 2011, and till today, and whether I have been able to keep things going at such rate as well … Or not. Gran Canaria - In the Winter

Before we go on to that though I thought I would also share something rather interesting that I have discovered over the course of the years and that’s how the peak days and lowest days of incoming email have been reducing its figures just as much. Going from 63 max. to 3 minimum in 2008 to 44 and 2 in 2010, respectively.

So what happened in 2011 and till last week, since the progress reports are running from February to February every year and I am still a few weeks away from that cut-over date to finish off the progress report for 2011? Not to worry I have got some pretty good news and I can share with you folks some really good statistics as to what’s happened from week #1 to week #47 of Year 4 – 2011 of living “A World Without Email“. Here’s the screen shot of the report so far:

A World Without Email - Year 4, Weeks 1 to 47

Well, there it is. I am very pleased to let you folks know that, so far, I have received 767 incoming emails for those first 47 weeks of the year. And that, basically, means that in Year 4 of reporting progress the average of corporate email I’m receiving on a weekly basis is now down to 16 emails per week. Yes, indeed, only 16 emails per week! And still going down, judging by what’s happening this week so far with another rather low number. Ohhh, and talking about low numbers, see how the highest peak of incoming email went down from 44 to 30 emails and minimum to just 1. That’s not bad either, since that eventually means I am almost there to enjoy a full week where I won’t receive a single email at my corporate email address. Wooohooo! Yes, almost there!

I am not sure what will happen with the remaining weeks till week #52, but somehow I feel that things will continue to go down consistently, to the point where I may reach well below the #15 emails per week mark that I envisioned a few months back. And that wonderful thought implies just an average of 2.1 emails per day! Double w00t!! Needless to say that I will keep folks updated on how things are moving along, hoping that this time around I am not going to take that long to give you that particular report. Fingers crossed things will go all right and will keep those numbers going down …

Improving the Overall Email User Experience

Gran Canaria - In the WinterOk, time now to move into the second of the upcoming sections I mentioned earlier on I was going to split up this blog post on, to make it somewhat easier to digest overall. I am sure that at this point in time plenty of folks out there are wondering what my thoughts are right now with regards to corporate email and to venture to state whether it’s got its days numbered, or whether we are going to have email lingering around for a long while. Well, 4 years ago if people would have asked me that very same question, I would have probably said that email would be dying a very painful and slow death over the course of time, as the Social Web and Enterprise Social Software tools continue to take by storm the corporate world as the preferred methods for knowledge sharing and collaboration.

Yet, first hand experience, and a few years later, have shown me that we may not be there just yet. Email is not dead right now, and it won’t be for a good number of years. At least, not yet. Like I have been saying in a good number of occasions, there are a couple of incredibly good use cases for corporate email to still survive nice and dandy: 1) Managing Calendaring & Scheduling events and 2) Hosting 1:1 confidential, or rather sensitive, conversations in a private manner. For the rest, there is no reason why we couldn’t have the vast majority of those email driven conversations hosted elsewhere, which is essentially what’s been happening in the last few months.

What we are seeing then is how email is morphing, and moving away, from being the King of Communication and therefore a rather powerless content repository (with a good number of issues I’m sure we are all rather familiar with – i.e. mail jail, finding missing content, losing email archives, mail quotas exceeded, attachments, Reply to All, etc. etc.) into an incredibly powerful social messaging and notification system of content that’s stored elsewhere, i.e. social networking, collaborative and knowledge sharing tools eventually.

What’s rather interesting from this transformation is how, nearly 40 years later, email is just going back to basics, and in full force! And what’s even more exciting is that it’s starting to happen at the right time, for once, because over the course of the last few months we have been exposed to a good number of different relevant reads as to why plenty of knowledge workers keep considering corporate email a time waster, a hindrance of one’s own productivity, or rather costly to the business, not to mention the potential security issues incurred or a rather growing issue of email overload altogether.

But, like I said, and perhaps worth while repeating over here as well, once again, email, per se, as a communication system is not that bad; it’s actually a rather effective tool overall. What’s been happening though all along is how we have consistently abused it ourselves, left and right!, to adjust its way of working to our very own way of working (i.e. secretive, private, opaque, political and power struggles, cover your a**e, proof of work, etc. etc.). So if there is something out there that it’s killing our very own productivity, it’s not email itself, but our abuse of it that’s killing such productivity. Why? Well, because we don’t know how to properly make use of it. Hold on, let me correct that, yes, we do know how to properly use it, it’s just that we don’t do it any longer, because we have grown rather comfortable living with the current status-quo it provides: a corporate weapon for delegating work on to someone else, just as much as that full inbox of to-dos from people’s work and no longer your own. So perhaps we do deserve that misuse of email, since we don’t seem to want to break the chain and starting using email smarter, not necessarily harder.

The good thing is though that we are making progress. We have finally understood and came to terms with the fact that we could no longer sustain that method of working in an environment where we now know there are much much better collaborative and knowledge sharing tools out there with social software. We are finally embracing that notion that we need to smarten up in our very own use of email, even if that implies playing games, and start considering how email is no longer the king and master of the corporate world, but just another useful tool for certain types of interactions where it is rather suited for the job.

That’s why over the course of the last few months we have seen a rather large, and growing number, of really interesting, relevant and worth while reading articles that can certainly help folks tame the email beast even more, so that we can fine tune not only the amount of time that we spend processing our daily work email, but also how we can find that sweet spot that email needs to land on in that complex collaborative environment with the emergence and adoption of social tools within the corporate environment. So plenty of the links I am referencing in this particular section of this article deal exclusively with various different hints & tips, productivity hacks, tools to use where appropriate, new intriguing and relevant initiatives and so forth. Yes, as you will be able to see, there is something out there for almost everyone and the least I could do is to share along those links that I know I, too, would have found rather useful if I were still relying somewhat heavily on corporate email. Hope folks enjoy them, too!

Research on Redefining Email AND Our Use

But it doesn’t end up there just sharing those good practices, productivity tips and whatever other hacks on making the most out of email. Over the course of the last few months we have witnessed how something is happening with email. After several decades of very little research on our user patterns, as well as some more research on redefining how we could best improve the overall email experience, we are starting to see various different studies, initiatives and some additional piece of research that are starting to gather around some pretty interesting data and key findings that I am sure over the course of the next few weeks, perhaps months, we are going to see how not only are they going to shape up our very own use of email, but also the various different email systems that we are currently using at the moment, and which, you would all agree with me, we could do plenty more innovation on that space alone!

I know how at this point in time you may be wondering whether I would believe, or not, if email could turn all around and become a whole lot more social. Well, I’m going to reserve the answer to that question for a little bit later on in this article, but I can certainly anticipate that Yes! we will, finally, see that full transformation from email into social email, although I can tell you, right now!, how we are no longer going to call it email, but something different… Keep reading till we reach that final conclusion on what it would be like …

The Naysayers & Denialists

Gran Canaria - In the WinterBack in February 2008, and throughout the whole year, since I started this initiative on living “A World Without Email“, it never ceased to amaze me how very little email was questioned about whether it was still the king of corporate communication and collaboration. Or not. It was a given. No-one even dared to bring that up as a topic, and if you would do that people would think you would be crazy! (Like I was told several times …). How could we survive within the corporate environment not using work email to stay in touch, to keep in the know, to communicate, collaborate and share our knowledge across, store our very own content, etc. etc? How could we do things without email? That must not be possible! It cannot be. There cannot be any other way out there, for sure!, I was told time and time again … And fast forward 3 years, into 2011, and the number of articles, blog posts and whatever other publications trying to defend email from not falling off its corporate pedestal has been quite an amazing experience watching it through all along!

Notice how I am putting together this section over here, on purpose, before anything that will come later on to provide that counterpoint, but I have always thought that if you feel threatened enough to write about advocating for something else that is coming your way in full force, it’s probably because there may well be a few good reasons for you to worry, or, at least, to start thinking about it. You know how it goes, right? Where there is plenty of smoke out there, there’s gotta be fire somewhere! And that’s exactly what has happened during the course of 2011 at such a rampant pace that it’s been rather difficult, and quite tough, just to keep up with those writings from various publications, blog posts, industry analysts, power users, corporate thought leaders and a rather long etc., advocating for how essential and critical email continues to be within the corporate world and how we are going to have it for plenty more decades! Regardless of the huge, and rather disruptive, impact from corporate social networking. Goodness, like I said, where there’s smoke … Otherwise why would you feel threatened for that change in the first place and feel you need to defend the indefensible? Plenty of food for thought right there, don’t you think?

To The Crazy Ones, The Misfits, The Rebels, The Trouble-Makers … The Brave Ones

Yet we all know that “Email is where knowledge goes to die“. By the way, that quote I have borrowed for over the course of the last couple of years is not mine, contrary to a few people’s tweets I have bumped into over the course of time, but from Bill French himself, who coined it a whopping 13 years ago, back in 1999, and still is as relevant as ever. So during the course of 2011 we have seen how I am no longer alone on this crazy endeavour of wanting to ditch corporate email for good, at least, for the vast majority of internal, behind the firewall, interactions and instead make a progression, or a transition rather, towards embracing and making the most out of Enterprise Social Software tools. No, once again, I am not saying that we should be kissing good-bye to work email altogether, since I still see a couple of good use cases for it, but I am really glad that a good amount of folks are starting to see the light acknowledging that, certainly, there are better tools out there that help knowledge workers become more effective and efficient at what they already do with regards to being in the know, collaborating, sharing their knowledge across and helping their organisations understand new key concepts like openness, publicy or transparency, amongst several others like being more networked, interconnected, nimble, trustworthy, committed or even more motivated towards wanting to participate further out in the open in (knowledge) communities to keep up with the learning curve(s) and what’s happening around them. Regardless of whatever those may well be eventually.

So this section is dedicated to what I would call from now onwards, The Brave Ones. Those folks who, over the course of 2011, have been capable of challenging the status-quo of corporate email to the point where they have been rather successful in their efforts of starting to move away, rather progressively, from email itself and, instead, move to more powerful collaborative and knowledge sharing tools. This section is dedicated to those Brave Ones who make me feel right back at home, because I no longer feel like a weirdo within the corporate world trying to abandon what I feel is no longer a productive tool. They are the ones who keep inspiring me to push the limits on to the next level, even after 4 years of living “A World Without Email”. They are the ones who are, rather strongly, showing the way of how it is possible to live a work life, after all, without email as the main ruling tool available to them.

But who are those Brave Ones, you may be wondering, right? Well, here are a few of them and some of their rather interesting, thought-provoking and inspiring writings they have put together over the course of the last few months and still going strong! Gran Canaria - In the Winter

Starting with “We Quit Email“; a rather fascinating initiative launched by Kim Spinder in The Netherlands and which is getting some lovely traction with plenty of advocates who have started their journey to move away from work email and who are making some really good progress altogether. Check out their Facebook Page for more details on how they are getting along and how you, too, could join them! We have also seen how some large cloud email providers like Cisco are moving away from providing that online service any longer and I would venture to state that we all probably know why that is happening

Then we have got my good friend Prof. Paul Jones, at UNC-Chapel Hill; one of the smartest people I know in the Academia world, and in general, for sure, and whom I continue to have the great pleasure of interacting extensively over the course of months during 2011 through various social networking sites sharing plenty of really good insights about his bold move of giving up on work email and instead making use of social tools. Now, one of the reasons why I have enjoyed the vast majority of those interactions is because Paul has taken the opportunity to blog extensively about what’s meant for him to ditch work email and, instead, rely more on social networking tools to connect, reach out and collaborate with his peers and students. And he has been getting lots of great press altogether over the course of time, too! Amazingly inspiring stories that you folks can follow up on, and I strongly suggest you do!, throughout the various links I have been putting together over here, just to give you a glimpse of how he has been doing and how he, too!, has proved, and rather extensively, how you can live “A World Without Email” even in the Academia world, perhaps one of the most traditional environments where you could say email rules just as much as in the corporate world. Time and time again he has proved that it is possible to make it happen and perhaps a good introduction to find out more about how he does it is this wonderful Prezi presentation that he put together not long ago where he talks extensively about it, and, most importantly, what it’s meant for him and for those around him. Strongly recommended read, for sure!

Of course, we have got a few more examples of those “Brave Ones“; Geoff Kim would be another one of them. Check out this blog post where he announced a while ago that he, too, would be moving off away from work email and still going strong at it, judging from his Twitter bio. MG Siegler (@parislemon) has been sharing plenty of interesting thoughts about his recent move of giving up on work email as well, and has been getting some rather interesting follow-up conversations as a result of it. We have also seen how incredibly talented and smart folks like Chris Anderson are finding it rather cumbersome and challenging to deal with email altogether, so he, too, decided to challenge its status-quo introducing the Email Charter, a rather interesting initiative, for those folks still relying quite heavily on email, as their preferred method of communication and collaboration, to save their own inboxes, and which over the course of time got a whole bunch of relevant press and follow-up and which perhaps I will discuss some more about it on a separate blog post in its due time. But surely worth while checking out, no doubt! Specially, if you are still planning to continue making use of email …

And we have got more “Brave Ones” out there, folks! You see? This is exactly what I meant when I stated above that it’s a really really nice feeling when you are no longer alone doing something and people start joining you on their efforts on an initiative that they, too, feel is worth while pursuing further along, just because they would want to improve things on how we connect, communicate and collaborate onwards. And if there is someone out there who has made quite a difference as well with regards to this whole initiative of abandoning email that would be my good friend Paul Lancaster, over in the UK, who, back then, had the absolutely brilliant and unique idea of have a “No Email Dayon a date rather difficult to forget: 11th of November 2011 (In short, 11/11/11).

Gran Canaria - In the WinterThe initiative was rather simple and easy to follow: not to send a single email for an entire day on 11/11/11 and see whether folks would succeed, or not, and then share further insights about it on what the experience was like. He put together a rather fascinating “No Email Day” Manifesto over at Slideshare that you folks can still go out there and read further on. It’s a highly recommended read that surely captures the spirit of this No Email Day initiative with lots of really interesting and relevant points as to why email is no longer the kind of communication and collaboration, amongst several other types of interactions. He also published a Twitter report with the outcomes of the initiative that’s worth while skimming through to find plenty of really worth while digesting reads on how other folks across the globe joined the movement and enjoyed a email-less day at work. Fascinating to say the least!

The whole idea got plenty of attention and traction on both the social networking world, as well as traditional news mainstream resources. And Paul is already buzzing around on to the next thing! As he recently announced over on Twitter:



Yes, indeed! Mark your calendars, folks, for December 12th 2012 (12/12/12, for short), because we will be having the second “No Email Day” in a row and that, basically, means that we have got less than 12 months to take back control of our inboxes and start thinking outside the inbox a bit more! Oh, boy, I just can’t wait for that date to come along! Ohhh, and I am sure you may be wondering what my 11/11/11 was like, right, as an experiment. Well, of course, I didn’t send a single email; in fact, I haven’t sent emails in a long while! But it looks like folks around me were not very successful about it because I got one of the highest incoming numbers of email for the entire month!! Ironic, to be honest! But plenty of work ahead still if I would want to revert that trend for 12/12/12… And I am ready for the challenge! Will you be joining us as well?!?! We surely hope so!

So far this section has been about “The Brave Ones”, as people, as knowledge workers out there who have successfully challenged that status-quo that email has been providing for most of us within the corporate world for a good number of decades, but the really exciting thing from 2011 and with which I would want to close off this section is the fact that not only knowledge workers, but also different businesses and organisations are starting to consider, slowly, but rather steadily and progressively, and to a certain degree perhaps a bit too aggressive as well, transitioning away from corporate email into social networking tools, specially, for internal, behind the firewall conversations happening amongst employees.

Thus over the course of last year we have seen how companies like Intel, Deloitte, Lanvin, Klick, Notebooks & Gottabemobile, Nozbe or even Volkswagen (with a rather good press coverage as well altogether, by the way) have already started to make their move into a corporate environment where email is no longer as relevant as it used to be, or come to the point where it is no longer in use for internal interactions like for Klick, Notebooks & Gottabemobile, as well as Nozbe. Whoaaahhh! Who would have thought about that, right? They are surely leading the way, but if there is one other company out there that has been both the traditional media and social media darling with regards to their quest of ditching corporate email for its entirety over the course of three years that would be the French IT firm Atos Origin who earlier on this year made a very clear statement, a new mission, a new goal altogether: stop using email for internal interactions in three years.

At the beginning of the year, around February 2011, we saw the first announcement from Atos’ CEO Thierry Breton, explaining and sharing further details, about what their company will be doing in the next 3 years to ditch corporate email. Slowly, but steadily, move away from it, specially, for internal collaboration amongst employees and, instead, rely on both social networking and real-time collaborative tools, like blogs, wikis, microblogs, instant messaging, emeetings, etc. etc. in order to slow down, quite drastically, their reliance on email as a productivity tool to get the job done, because it was no longer happening and people were spending far too much time just processing those emails. It was no longer effective enough.

Needless to say that such a bold move provoked an unprecedented amount of very vibrant reactions of all sorts (Positive and negative), across multiple publications, newspapers, radio shows and caused quite a stir within the social networking realm, specially, since it was coming from such a large IT firm, with a top down corporate mandate inspired by Thierry himself, and which a good number of folks had plenty of concerns that it would eventually work out as announced. But they kept going and a few months later they came back for more! And if initially the whole announcement caused quite a commotion all over the place, their follow-up even more! Why? Well, because they were starting to prove they were walking the talk and got embarked on gradually moving away from corporate email and successfully continue to make use of social tools. Of course, there were a whole bunch of rather interesting follow-up conversations, blog posts, articles and whatever else with people starting to take sides. Those who feel they won’t make it, because email will always be there, and those of us who feel they would eventually be making it across because it’s all not just about abandoning email but inspiring an entirely new corporate culture where openness, trust, publicy, transparency and connectedness will rule instead. Gran Canaria - In the Winter

Yes, indeed, I believe they won’t be capable of ditching corporate email on its entirety for 100% of the internal interactions, but if they succeed with going all the way up to 99%, or 95%, or even 98%, which is what I am currently living myself, it should still be considered a huge success and another leading model to follow. You may be wondering why I am changing my perception and opinion from a recent article I published on the NYTimes where I stated how even then I would still envision a couple of use cases for email, as mentioned above on this article, but then while reflecting further along on it, if we take corporate mandates as what they are, game changers, and if we give them enough time to make it happen (3 years) and help knowledge workers to adjust properly to new ways of thinking and working, there is no reason why it wouldn’t be taking place altogether! And that’s why I am very excited to keep learning more about the progress they are making, because 18 months down the line, the news we are getting as a result of that blunt move, are very very encouraging altogether. Can you imagine if they eventually manage to pull it off?!?! What will be our excuse not to follow suit? … Plenty of food for thought in that regard, I would think … Specially, as bold moves like that one help redefine the corporate world of the 21st century. Something that you would agree with me is rather needed at the moment …

Musings About (Our Use And Abuse Of) Email

We are now approaching the end of this rather long blog entry. I do appreciate the continued patience and interest in reading this far, and I thought I would start working my way to the conclusion by sharing with you folks a good bunch of rather amusing, and equally inspiring, funny at times, too!, links to blog posts, tweets, Web sites that have been musing extensively about the whole topic of email and how it’s been dominating the way we collaborate, communicate and share knowledge across the corporate world. So we have seen Dilbert at its best, or xkcd (Twice!) bringing up a touch of hilariousness to the whole mess email has provoked over the course of time. The Oatmeal has done a pretty good job at it, too!, with some funnies that I am sure we could all relate to. We have been exposed to some brilliant email closing lines, rather clever Out Of Office messagescomics, other interesting initiatives and lots and lots of witty remarks of the pros and cons of work email. And I am sure you would all have plenty more favourites out there… Care to share them along as comments to this blog entry? Would love to read them as a lovely trip down the memory lane for what we experienced during the course of 2011 and perhaps still into 2012! Don’t be shy… Share away!!

Perhaps my old time favourite musing about this whole thing about email though is the absolutely hilarious blog post that my good friend, Dan Pontefract, put together earlier on in the year under the suggestive title “Email, A Love Story“. I would strongly encourage you all to go and read it if you would want to laugh really hard and fall off your chair! But please try to avoid having a drink while in front of the computer, because otherwise it will get messy and we certainly wouldn’t want that! But I can tell you, it won’t leave you indifferent! Thanks much, Dan, for the link love, too! (Pun intended!)

Towards A Social Messaging and Notification System

Almost there, folks! Almost done with perhaps the longest blog post I have ever written in my entire 9 years of blogging. Goodness! Who would have thought about that as I was getting started with the few paragraphs a while ago? Phew! Hang in there for a little longer! So, after having put together that particular yearly progress report on living “A World Without Email“, you may be wondering whether do I see email myself in the next few years, right? Well, back in February 2008 I would have probably told you that email would no longer exist within the following 5 to 7 years. But then again, like I have mentioned above already, first hand experience and lots and lots of conversations with hundreds, if no thousands of people sharing and exchanging insights on this subject, have taught that perhaps we are not going to see email go away in its entirety any time soon! We are certainly going to have it, but perhaps in a different shape and form. It’s not going to be like regular post, or telegrams, or even faxes, where we hardly use them anymore. All of those “systems” failed to reinvent themselves successfully and accommodate into a new space where they would fit in with a large complex environment of communication systems. That’s probably why we hardly use them anymore. Yet, they are still very much there!

However, email is not going to suffer from that same fate. For the first time in decades, email is starting to feel threaten by that complex collaborative, knowledge sharing and social networking environment and, as such, it’s starting to help re-define itself into the next wave of email. Funny enough, Google Wave was a pretty good representation from that re-encarnation, but it’s probably too bad that it never delivered, for whatever the reason. Perhaps one day I will share my ¢2 on why I feel it failed eventually, when I thought it was the closest we have probably ever had to move away effectively from email altogether!

Anyway, what I am trying to say over here is that I feel that email will successfully reinvent itself before we ditch it completely within the corporate world. It’s morphing already. If you look into what a good number of email system vendors are doing at the moment, they are not sitting back waiting for it to die. They, too, see the need to reinvent what they have been providing for a good number of years. It’s a big, fat cash cow that no-one wants to see going away far too soon. And that’s probably why we are seeing lots of interesting articles and publications that are covering its evolution into what may become over the course of time, making that massive transition from what I call a pure content repository tool, to a social messaging and notification system of content that’s stored elsewhere, which is just too funny, and perhaps ironic, too!, because that was exactly the main purpose behind email when it was first invented over 40 years ago! What comes around, goes around, I guess …

Living A World Without Email – The Documentary

Gran Canaria - In the WinterWell, I suppose we would have to wait and watch attentively to see what happens eventually and see whether email will finally reinvent itself, or not, into accommodating a new set of needs where it would need to find its sweet spot and consider itself part of a bundle, a set of options, in a new, much more complex collaborative environment, where social collaboration consoles will rule; where it’s just one more of the mix, one more of the potential solutions for very specific use cases and from there onwards we would have to watch and see how it will decide to blend in. Because whether it would like it or not, if it doesn’t, I can surely guarantee you it would have its days numbered within the next year or two! Yes, that soon! Remember, the social transformation is already happening and email has got two choices at the moment: 1) Join the party and jump into the bandwagon and continue to live on merging into the new space filling in the gaps of what social tools don’t provide just yet (Standards, universal access, as good starting points!) & 2) Move on to die a rather slow, but painful death where hardly anyone will use it any more, like we are doing with faxes, telegrams, or postal letters nowadays (How many Christmas Cards did you send again this year, by the way? To me, the star, by far, of these Festive Holidays was something I was totally not expecting at all: WhatsApp. See what I mean?).

Thus where does that leave me then? That optimist, outrageous, heretic, free radical, potential trouble-maker, a true rebel at work, basically, who back in February 2008 decided to challenge the status-quo of the corporate world and undermine it big time by Living “A World Without Email” ever since. And not looking back! What happened to me during 2011 then? How did things go eventually for yours truly as I keep reflecting on everything I have been involved, or exposed to or immersed in? There are probably lots of different things that I could say to describe it, but I guess the one that would come the closest to accurate state what it was like was probably using the analogy of riding a roller-coaster non-stop! What an exhilarating, exciting, mind-blowing, rather hectic journey altogether! Being featured on a German IT Magazine as Menschen 2.0 is not such a bad thing to finish off the year, don’t you think? Well, there is more!

A whole bunch of good and very dear friends have helped me, over the course of months, spread the message about Thinking Outside the Inbox and start working your own magic to detox yourself from your email diet once and for all. They have also been rather instrumental in helping understand the new kind of leadership that’s emerging with social networking, the Future of Collaborative Enterprise and its rather complex environment and how we all start to fit in together in such ever changing landscape of Social Business. And for all of that, and so much more!!, I will always be ever so thankful! Without their unconditional support, their insights and extended views they have always been very willing to exchange with yours truly to keep learning more about this subject and all things social in general, without their true admiration which has always been mutual, helping out and rather often going the extra mile, #lawwe would have never happened.

So to all of you, you know who you are!, who have been sticking around through thick and thin over the course of the year(s) and, specially, in helping get the word out on “A World Without Email”, I would like to take this opportunity to thank you all for quite an amazing experience and a large token of gratitude for walking along with me on this rather exciting journey. It surely has been a blast and I am so looking forward to plenty more in 2012!

But before I would let you all go away and take a good rest from having read through this blog post on its entirety, which I do really appreciate, I would love to conclude this article, this yearly progress report, with what perhaps has been the most amazing experience for yours truly throughout 2011 and in this whole space of “A World Without Email”. No, it wasn’t just the couple of times I have participated in podcasting episodes from The Taking Notes Podcast, or This Week in Lotus podcast or from the delightful CBC Podcasting series (Or being featured on another BBC podcast or The Sunday Times as well, thanks to Paul Lancaster). It wasn’t just being a speaker at various different conference events where I talked about this very same subject, amongst several others related to all things Social, including The Social Enterprise theme, with perhaps #JamCamp being one of the most inspiring altogether!, or being featured in a recent NYTimes article over at Room For Debate with a bunch of really smart folks, under the title “Should Workplaces Curtail E-Mail?” and which Prof. Paul Jones captured its true essence beautifully on this blog post.

No, it wasn’t all of that, which I know would be more than enough on its own! (Phew!), and something that I would always be rather grateful for to even not forget about it. It was actually having that unique and once-in-a-lifetime opportunity to shoot a short documentary that my fellow colleagues from IBM Benelux decided to offer me, along with the fine folks from Ogilvy, as part of a Social Business campaign (#outsidetheinbox) that launched towards the end of last year and which, over the course of 4 minutes, describes pretty much who I am, what I do for a living, where I live, and, most importantly, how I continue to live day in day out a true life on “A World Without Email”. I am not sure whether you may have seen the video documentary already, or not, but, just in case, here is the embedded code of the clip (There are other versions of the documentary with subtitles in English, Frenchthat has been making the rounds quite a bit over the course of the last few weeks and still going … so that you can watch it through…

Yes, that pretty much describes who I am, who @elsua is, what he does, what he believes in truly, and what he has been trying to do over the course of the last few years and which right now seeing how 2012 is presenting itself would, finally, become a global trend to follow. And, of course, I will be more than happy to keep up with these posts of progress reports, so that folks out there would be able to find out some more on how things are going. But for now, for me, that concludes this massive yearly progress report A World Without Email“. I would want to take this opportunity to thank everyone who has managed to read it through in one single go. Hope it’s proved useful to you, just as much as it has for me as a remembering exercise of what’s happened in the last twelve months in this space… Stay tuned for more! And keep living those worlds without email!!


PS. Ohhh, before I let you all go now, for real, I promise, let me finish off this rather long and extensive entry with one of the experiences I’m the most excited about for 2012 and beyond (Probably for the next 100 years!). An experience that has totally made my 10 years of working as a social computing evangelist at IBM very much worth it all along! Earlier on this week, I got a bit too emotional and a bit too over-excited, when, while I am still on holidays, one of my colleagues, and good friends at IBM, sent me a quick message through Words With Friends sharing along how our new CEO, Ginni Rometty, put together the first blog post ever (In a community space above all that everyone is welcome to join!!) from any IBM CEO in our internal IBM Connections deployment with a short 3.30 minutes long video clip, with full text transcript and English subtitles as well, to greet all IBMers in the new year in her new role. And the most amazing thing is that, as Bob McMillan reported earlier on over at Wired, she did that without broadcasting it out there sending a single email altogether! Just put it out there and wait … Within a matter of hours it went viral throughout our Social Intranet to the point where it’s now the single blog post with the highest number of page views, comments and ratings altogether! Some whopping statistics for those folks who may be interested: 127k page views, over 560 comments and 108 ratings in just 3 days and counting! Bob is also commenting how she is not out there just yet on the Social Web, and he brings up a very good point, but, to be honest, she is already microblogging internally with a superb outreach and noticing how she has also got a Twitter ID I wouldn’t be surprise she will jump outside, too, soon enough! I guess my job is now done and complete. Probably a good time to start thinking about moving on to other things … If she has managed to make the time to write that blog post, put together the video clip and share it along, as our new CEO in a rather exciting and challenging new year, what’s our excuse? Or, even better, what’s your excuse? Live Social. Do Business.

Happy Epiphany everyone! 😀

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A World Without Email – Year 3, Weeks 29 to 51 (The Email Starvation Continues…)


One more week to go and I am done with another year of living “A World Without Email“; the third one in a row and still going rather strong at it, despite the numerous feedback I have been receiving from people over the last few months on whether I have given up on it altogether, since they didn’t hear much from me in that respect and thought I had quietly given up on giving up corporate email altogether and didn’t say much about it. So I thought I would go ahead and spend a few minutes today sharing plenty of the good progress I have made over the last five and a half months, since the last update. Yes, indeed, the conclusion so far is that it *is* possible to live a corporate life without using work email! So far I am down to 17 emails received per week! Yes, that’s a reduction of over 95% in my email traffic over the last three years!

Thus what has happened in the last five and a half months, since I published the last progress report, you may be wondering, right? Well, I will tell you shortly what has happened with my progress, but it looks like elsewhere things are looking very good for everyone else to start thinking they, too, can re-purpose how they process and work through their overblown mail inboxes and find better ways of connecting, communicating, collaborating and sharing their knowledge. And that’s an even better news! Even Dilbert has been having a go in describing, very accurately, the state of email, just as the priceless Oatmeal brilliantly did not long ago as well.

Just recently we have seen a good number of studies and research done that demonstrates consistently the full power of social networking and social software tools in helping, successfully, reduce the amount of traffic generated by knowledge workers, which in some cases has been accounted as much as 28% and 27% in email traffic reduction altogether! And that’s just huge, if you ask me! Imagine now when people start relying more and more on these social tools and they reach similar levels to the ones I have been enjoying myself for the last few months. Totally insane is a word that comes to mind!

At the same time the amount of interesting and relevant reading materials covering not just productivity tips, but also mistakes, and lessons learned from managing your Inbox better and much more effectively keep coming out at a more rampant pace than ever before, which, to me, seems to clearly indicate how plenty of people are starting to question, and re-think!, the way they take advantage and benefit from their email systems and to some extent those hints and tips, and great insights, help alleviate some of the issues email currently has as a powerful collaboration and knowledge sharing tool. But not all, as a few folks have already ventured to state. Perhaps the most intriguing reading you will bump into out there in this regard is that absolutely wonderful blog post put together by my good friend Stowe Boyd under “Liquid Email“, which tries to re-define email within the current context of the flow from the Social Web. Very relevant to start thinking how we are going to re-purpose what we know is not going to disappear any time soon, and, instead, get the most out of it in a new form / shape reflecting our current needs, not those from 10 or 20 years ago!

Now, not to worry, I am not ready just yet to declare, in full force and rather out loud, that email is dead, because it is not! By far, as plenty of folks have been highlighting over the course of the last few weeks; but what I can certainly state, based on my own experiences, and the various links I have been including in this blog post as reference materials (Lots of great insights in each and everyone of them!), is that email has got its days numbered … as we have been using it all along in the last few decades. We are finally seeing the light and acknowledging that what once was the king of communication, collaboration and knowledge sharing is no longer the case in today’s world with the Social Web having a much more relevant and purposeful set of intentions that are driving how we connect, share and innovate with our peers, but also with our customers and business partners. So, email is just one more of the options we have got available out there. Not the only one, as we seemed to have claimed for a while now. It’s time for us to understand how there are, after all, better tools out there to help us get the job done much more effectively and efficiently altogether.

And that’s essentially what I have been trying to prove for the last three years of living “A World Without Email“; that you can be as productive as ever, if not more!, that you can connect effectively across not just with your team, but with the entire corporation, your clients and other fellow peers, that you can eventually regain back your own productivity and help enhance that one of others by making extensive use of social tools as well and not just email. Thus, without much further ado, I think it’s a good time to go ahead now and share with you folks the weekly progress report of the last 22 weeks, from week #29 till week #51, so you can have a look into how I have been coping with that email reduction all along for the last few months (Yes, I know I am a little bit late sharing that status report… it’s been rather hectic all over the place! hehe), but also how you can find some interesting data that still gives me the impression there is still plenty of work ahead of us for that even more substantial email decrease!

A World Without Email - Year 3, Weeks 29 to 51

As you would be able to see, the numbers have remained rather steady on the low side, which means that throughout all of those months, and eventually, for the whole year, I have managed to stay well under the mark of 20 emails received per week, which I think is a pretty nice achievement for the the third year in a row I have been doing this experiment. You may have noticed as well how during those few weeks I have been having a peak with the highest number of emails received in a single week with 44 (Last year I had one of 47 and the previous one of 60, so even those peaks are decreasing as well!), and also a couple of instances where I have reached single digit figures for that week, which is really nice, because that, eventually, is my final goal!

However, one other interesting tidbit, as you may have seen from the progress report, the last three weeks the number of emails received per week has gone up, compared to previous weeks and it looks like it continues to keep the momentum going. Well, that’s about to drop off this week, because we are in Lotusphere 2011 week! Yes, that’s right, when analysing those email stats I realise that most of that traffic was Lotusphere related; you know, preparing logistics, setting up meetings with customers and business partners, arranging last minute tasks and todos, etc. etc. And, if I look at previous years, during the week of the event, and right after, the numbers will drop even further down than what they have so far!

You see? This is what I mean when I mentioned I still have got plenty of work to do, helping my own organisation make the switch and rely much heavily on social tools than email. If you would remember, back in the day, it was three years ago, nearly, that I decided to carry out this experiment and one of the many reasons was actually coming back from Lotusphere and finding myself with hundreds of emails to process and myself reaching the point of declaring enough is enough! I need to regain my long time ago lost productivity! Well, as I am about to enter the 4th consecutive year of giving up on corporate email, what a better way of closing this blog entry with a quote from Stowe himself once again from another recent article which I think summarises quite nicely the very fate of email in the next few months…

So we are slowly starving email, relegating it to a shorter and short list of appropriate uses. In time, it will fall off the edge, like fax is now that we can scan and send attachments more easily than using dedicated fax machines. We will find that email will be left with a short list of uses, like monthly mailing from the bank, or travel itineraries from Expedia. These relative impersonal communications with companies will be the final resting ground for email, and then, even that will wink out when a better metaphor for social interaction with companies becomes dominant

Well, let the email starvation continue for another year! I won’t be missing it either when it is gone!

Long live “A World Without Email“!

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