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

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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…)

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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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Taking Notes Episode 126: Introducing Social Business with Luis Suarez

Gran Canaria - Mapaslomas Dunes' Sunset Over the last couple of months I have been participating on a number of different podcasting episodes, (Internet) TV interviews, news articles and a whole bunch of other kinds of rich media publications talking, most of the time, around the topics of Enterprise 2.0, internal social software adoption and 2.0 evangelism, and, lately, the new social term that seems to be en vogue nowadays: social business. I originally had planned to share a few insights about the most interesting ones and point folks to the original resource to watch or read through them, but then I realised that there are out there far too many to mention in a single blog post, more than anything else, because some of the conversations have been substantially different from one another. So I thought that perhaps I would drop by over here, every now and then, and point folks to the odd one or two, so you could have a look into some of them, if you would be interested, but always being conscious of trying to strike a balance on not sharing them all one right after the other. That’s why I have decided as well that I will be splitting them up half in half and share some other pointers over at my Posterous site, which would also give me an opportunity to keep things going over there as well, as I keep making a much heavier use of it from here onwards…

Thus, what a better way of kicking things off than sharing with you folks a recent podcasting episode that I participated in with the wonderful folks from The Taking Notes podcast, Bruce Elgort and Julian Robichaux. That’s right, back in November, Bruce invited me to participate in their #126 episode and talk with them about the topic of “Social Business”. Now, you may have noticed already, how for the last few weeks, probably since right after the Enterprise 2.0 conference event in Santa Clara, there seems to be a growing trend of switching away from the Enterprise 2.0 concept into that one of Social Business. Even in Twitter itself it is starting to happen… I wouldn’t be surprised if in 2011, as we get to wrap up things with this year, we would see an increase in the number of conversations around social business vs. purely Enterprise 2.0. Starting by confirming whether it does provide value or not… In fact, that dialogue has already started with a good bunch of folks chiming in already in this space. Even IBM has been coming along and jumped into the bandwagon as well…

Now, I do realise how I have shared above a whole bunch of rather interesting and insightful blog links on this very same topic, which some folks have been calling even a debate, but I would surely like to recommend you go through each of them and read them through to get some additional context of what I feel is going to be one of the main themes in the next few months, if not already. Then at a later time and, as we move forward, I will be coming back to some of those blog entries hoping to add some further insights on to the overall conversations…

To get things started with those reflections on what social business is all about from my own perspective, I think The Taking Notes podcast with both Bruce and Julian would probably be a good start, since we had a rather interesting and enlightening discussion on what social business could mean for any business out there. If you go into the original blog post you will be able to see the various show notes of all of the subjects we touched base on. I thought I would also include them over here to give you a quick glimpse of what you can expect from that podcasting episode:


  • “Social software evangelism inside of IBM, and the group of 1,600+ BlueIQ Ambassadors within the company
  • How you can possibly live without e-mail for over 2 years (a question Luis has probably answered hundreds of times before, and he graciously answered again)
  • The difference between social networks on the Internet and social networks behind the corporate firewall
  • The future of social software, and what technologies will be used to make it work across networks and vendors
  • Luis’ recent Enterprise 2.0 Evangelist of the Year Award


The podcast lasts for about 48 minutes and in it you would be able to find out plenty more what my ¢2 are about social business in general, what it is like, and how a company might be capable of reaching out that status over the course of time through a direct influence from Enterprise 2.0, etc. etc.. Interestingly enough, and as a teaser, my opinion comes pretty close to that one shared by Jevon McDonald not long ago in another blog post under the title “E20 vs Social Business?“: Social Business = People + Process + Technology (Enterprise 2.0), which, if you have been reading this blog for a little while now, you would see how it resembles, pretty close, something else, much larger, that’s been there with us for over 15 years…  But I won’t spoil anymore the surprise field that we discussed for much of the duration of the podcast…

Over the course of that long conversation we also touched based on a good number of different topics, including some of my favourite ones, like the BlueIQ program (And its BlueIQ Ambassadors community) I have been part of over the last three years as part of IBM’s internal social software adoption strategy, as well as my long time running experiment of living “A World Without Email” (Whose update, I realise now, is very much long overdue!), and the future of social software in general…

And, finally, something that I will be talking about more in a separate blog post, but which has been one of the major highlights for yours truly for 2010; the nomination and award from the 2.0 Adoption Council group as Internal Evangelist of the Year 2010, taking the baton from the always inspiring Claire Flanagan who won it last year. What a true honour, indeed!! But, like I said, I will be talking about that one at a later time as I get to wrap up a post on some highlights for 2010. For now, I just hope you enjoy the podcasting episode with the Taking Notes folks, just as much as I did recording it with them! I surely had a blast!

From here onwards I just want to take this opportunity to share across a big special Thanks!! with both Bruce and Julian for having me on their show and for always making it so much fun and dynamic to participate in it! Thanks ever so much, guys! Looking forward to the next one!

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Why Work Doesn’t Happen at Work – A World Without Meetings?

Aranjuez - El Palacio de Aranjuez If you have been a regular reader of this blog, you would know how, by now, and every so often, I get to talk and share further insights around one of my favourite Web sources for learning on a wide range of topics available out there at the moment. One that surely doesn’t leave people standing still; quite the opposite… Inspiring, provocative, insightful and enlightening are adjectives that come to mind when talking, of course, about TED Talks. Well, earlier on this week, I had the opportunity to watch one of those presentations that would surely fit in with that profile and that, if you haven’t watched it yet, would probably manage to wow you big time, just as much as it did for me. Indeed, I’m talking about Jason Fried‘s recent “Why work doesn’t happen at work“. Have you watched it already? No? If you think that work is something else than what you have been told all along, or have been doing all of this time sensing it just doesn’t feel right, this would be one Talk to watch! No doubt it won’t leave you indifferent!

It’s a rather short, but amazingly inspiring, presentation, that lasts for a little bit over 15 minutes, put together by Jason himself, where he comes to question, with some incredibly accurate and rather solid descriptions, the true nature of work and that one of what our traditional office environment has been all along and; how it, perhaps, needs to start thinking about changing some of the dynamics and key concepts behind the traditional physical office space.

Of course, while watching the video, I couldn’t help taking a few notes that resonated quite a lot with my overall experience as a knowledge worker who moved from a traditional office environment back in 2003 and who today is a full time mobile worker, spending most of the time working from his home office or travelling, and who wouldn’t have it any other way at this point in time. Yes, that’s right! Read further on and you will see what I mean … Watching Jason’s speech I just couldn’t help nod time and time again in agreement with everything he said about how we may need to start shaping up how we view work, and, most importantly, how we execute work, whether at a traditional physical space or remotely, because, apparently, the way we have been doing it all along hasn’t been the most effective so far. And he is right. Here is why …

Jason starts up his presentation identifying three different areas related to work, which I thought were rather interesting: Room (where does work happen for you? At the office, at home, travelling, at a customer’s, at the airport, you name it); Object (basically, what we produce) and, finally, Time (When does work happen? Early in the morning, throughout the day or in the evening, on the weekends, etc. depending on how productive we may feel at those times). With that intro he moves on to claim that at the traditional office, the physical space, we no longer get to do work, but, instead, we have work moments.

We seemed to have moved into work in chunks, being constantly exposed to interruptions that could come from various different places. Now, this is something that I could certainly relate to. Back when I used to work from a physical location it used to take about 5 hours to commute to work (Back and forth), so typically I would have to get up really early in the morning to arrive at around 9:30am at the office, and as soon as I would get in I would be getting exposed to those work moments. My boss would come in, asked me to go with him for a coffee (to catch up or just chit chat at the coffee corner, or water cooler, whatever term you would want to use…), spend a few minutes talking to him, then I would go to my desk and right as I am sitting down to start my work, colleagues would come around to talk, once again, or go for another coffee. You know, the usual stuff you do with work colleagues when you first see them at the office in the morning…

From there onwards one thing leads to the other and before you realise, it’s lunch time. My lunch time. So by the time I could go and sit down at my desk to start doing my work it would be after 1pm in the afternoon; then meetings and conference calls would kick in and before you knew it off it goes your entire work day dedicated to stuff you probably could have done without just that day. But then you go on and keep working, before you go back home, because there are a number of tasks that need to be finished and you know you can’t leave them behind, just like that. So you end up doing a whole bunch of extra hours, just because of those interruptions giving you back only a few work moments. Does that situation ring a bell? I bet it does, specially, if you are one of those knowledge workers who still gets to go the traditional office. So here is a question for you… when does work happen for you in that scenario?

Right, under that premise, Jason gets to share some rather interesting thoughts about how we have moved into a corporate environment, for all of us, where we seem to consistently lack long term periods of hard thinking. We just don’t have time for them anymore, because of those interruptions! Eventually, resulting in knowledge workers choosing alternative methods to carry out their work; whether they do it while at home, or later on in the office, once things quiet down a bit, or in a plane, in the car, at an airport, etc. etc. In these new environments, it looks like the distractions are minimum; there are still some of them out there, but they are not the same as in your traditional office. How many times have you called the office yourself to tell your boss you are going to be at home for the whole morning, so that you can concentrate on a rather hard and tough task you need to accomplish soonish? I bet more than once!

So why do we keep insisting then on commuting to the office, when we all know that we are not the most productive during that time, specially with those interruptions kicking in time and time again? Why do we keep insisting on measuring knowledge workers’ performance by their sheer physical presence, as opposed to the results delivered on tasks accomplished? Why do we keep on distrusting our knowledge workforce to do their job properly, when we know that in the first place we have hired professionals who know they need to be just that: professional? When are we going to start trusting them to be more responsible for what they do on a day to day basis? Isn’t it about time we shift gears, change our corporate chips and inspire an open, collaborative work environment where knowledge workers take more control, AND responsibility, for what they do … and let them do their thing?

That’s exactly the premise that Jason comes to question in his presentation. In fact, he goes even further! He comes to compare sleep and work as both being pretty much the same; in order to get a good night sleep you would rather prefer not to have any interruptions, because it will disrupt the sleeping phases you go through and you wouldn’t get the rest you deserve after a hard working day. Well, the same thing happens with work; in order for you to do a proper job about something, in order to get work done, it would work best if you wouldn’t have any interruptions. Yet, that doesn’t seem to be happening very often, to the point where he keeps questioning how can we expect people to work at the office effectively, if they keep getting interrupted time and time again? Quite an eye opener, don’t you think?

Well, it gets better, because, at this stage, it is when he turns things upside down a bit, stirring the pot some more, becoming a bit more provocative in the end, detailing what may well be some of the most typical examples at the office and how some of the main real distractions employees are exposed to, according to their managers, are social networking sites like Facebook, Twitter, etc. etc. going to the extreme of blocking them not allowing their employees to access them freely, when in reality it shouldn’t have to be like that! His notion of these social tools as our modern smoke breaks is terrific and rather descriptive of what we used to have back then when we used to hang out at the coffee corner, or water cooler, having a short break talking to colleagues before getting back to work. Things seem to have changed very little, don’t you think? We have just been moving away from that physical water cooler to a virtual one: The Social Web.

What’s interesting though from his presentation is to watch him talk about what he feels are the real problems; what Jason calls M&Ms (No, nothing to do with chocolate! hehe); what he refers to as “Managers and Meetings“. Apparently, manager’s job is that one of interrupting people at the wrong time; also perhaps calling up meetings when they shouldn’t. All of these are toxic, terrible, poisonous events managers do, because hardly any knowledge worker would eventually do that. According to him, and it is not the first time I have seen / read about it, meetings are very expensive to the business provoking those very same interruptions!

This is when it gets really fascinating in the presentation itself, because he comes up forward proposing some solutions as to how we could help our businesses reduce a large chunk of those meetings, and interruptions, happening while at work so that we can continue having a go at it and do what we need to do: work. He comes to propose that instead of scheduling a meeting people could start making heavier use of both traditional and emerging collaborative, knowledge sharing and social software tools to get the job done. Now this is something that some folks may consider silly, yet, in my own experience, it’s tremendously powerful and relatively easy to achieve.

There was a time in my recent past where what Jason described was pretty much my day to day workload; long days of conference calls and meetings, then working on to-dos, dealing with other interruptions, etc. etc. Eventually, I started building a strong sense of NOT being much productive anymore and, essentially, an increasingly uncontrollable amount of additional stress kicked in making things even worse. That’s why, before you know it, you realise you need to do something about it, before it drives you crazy! Not to mention how such “insane work schedules” will keep eating up your private, quality time, from your personal life, with your loved ones and eventually everyone experiences the frustrations! I bet that one sounds familiar, too! Like I said, it used to be my working environment for a while not too long ago. Lucky enough I managed to change things just in time…

That’s exactly what Jason suggested in this TED Talk as well, when talking about what can managers do to help prevent this ever increasing lack of productivity and frustration altogether from their employees. He proposes three different solutions to start tackling a new way of getting work done:

  • Ever heard of Casual Fridays? … Well, how about No Talk Thursdays? (Or whatever other day of the week)
  • Embrace passive methods of collaboration (Moving away from active collaboration)
  • Cancel the next meeting! (Yes, that one! The next one you are about to start up! There is a great chance that things will continue to roll on without it, so why have it in the first place?!)

Now, these are some great suggestions, very easy to implement and live by; and pretty much along the lines of what I started doing myself a few years back, although my approach is slightly different …

  • As a starting point, I don’t have “No Talk Thursdays”, but I do have Think! Fridays, a time during the course of the week, usually, Friday afternoons, where I avoid having meetings and conference calls, on purpose! (And rather stubborn about it, too!), so that I can dedicate that time to do some hard thinking about the stuff I am working on at the moment, or future projects / initiatives I would want to explore further, etc. Basically, I allow that Think! Friday time slot to slow down, pause for a bit, think! about tackling more complex problems or ways to improve the way I work. So far that weekly thinking time has proved to be tremendously powerful and energising!
  • Put a stop to meetings galore!: Yes, that’s right! How many times have you come to work, checked your agenda and noticed you had 7, 8 or 9 one hour meetings or conference calls in a row?!? And then people expect you to do your work on top of that?!? AND not to mention participate in social networking sites as well!! Are you crazy? Where do you get the time then? Why do we always have to sacrifice our private / personal life / time? Things shouldn’t be like that!

    So, about three years ago, I decided to put a stop to that madness! It was about time! I had enough! Just as much as I decided to live “A World Without EMail” I also thought about living “A World Without Meetings“. And right from the beginning I have been reluctant to have more than 4 hours of meetings in a given day, so anything that comes after those 4 hours of scheduled meetings it gets rejected with a prompt message to look for alternative times. Now there are the odd exceptions here and there, but so far I have managed to keep up with it quite consistently; so much so that in those three years I haven’t given up on it altogether! The other way around! It just works!

  • Embrace passive methods of collaboration: that’s where I have moved to nowadays; instead of having meeting after meeting, I have managed to encourage folks to collaborate offline, preparing the outcome of some of meetings in such way that with the usage of social software tools we are finding out that most of those meetings are redundant anyway, because we can already work on the outputs in a collaborative manner offline. And rather effectively. So one consequence of doing this is that for most of the meetings and conference calls I attend nowadays they have gone from the default one hour to 30 to 45 minutes long, where we just basically close off pending to-dos and other action items, instead of meandering in everlasting discussions with nothing happening. Not such a bad deal, don’t you think? 
  • And, finally, I thought I would share one last tip I have grown very fond of over the last few months and which I am starting to find essential in helping me tame and manage better the interruptions I am exposed to on a daily basis. Of course, I am referring to the well known Pomodoro Technique, which allows me to singlecast effectively by focusing on a specific task at a time, get it done and then more into the next one!

    What I am finding really interesting and rather exciting is the fact that just recently I have started applying the Pomodoro Technique to the time I spend as well in social networking sites, both inside and outside of the firewall. So, now I can keep up a much tighter control of the time I spend interacting with some of those social tools. For instance, I usually dedicate 2 pomodoros of 25 minutes each for all of my blogging / microblogging and other social activities in the morning, and perhaps another 2 late in the afternoon to finish off where I may have left it. Some times it is a bit more, and plenty of other times it’s a little bit less. Either way, it helps me get a much stronger sense of accomplishment and achieving something by marking down those periods of time where I can dedicate myself to one single task … and then move on to the next one!

And what happens with the rest of the time, you may be wondering, right? Well, I follow the flow, usually letting serendipity do its magic, which in a way helps me focus on those areas I need to focus on at a later time when that uninterrupted thinking time kicks in again! Which is the main reason why I bumped into Jason’s TED Talk in the first place and which allowed me to go through in one of those Think! Friday activities, having served that purpose of putting together as well this blog post from the initial draft I wrote while watching it through! And, yes, not further meetings were required!

So how about you? Can you, too, live in a world without meetings? At least, can you see yourself reducing the ridiculously high number of meetings we all seem to keep attending time and time again and instead start relying more and more on other passive methods of collaboration, longer periods of hard thinking and perhaps a stronger sense of being more effective and, why not, efficient altogether? At the end of the day, I guess it’s all about working smarter, not necessarily harder, and somehow I sense that social software tools will be helping us out achieve a whole lot more, with a whole lot less … effort! And that can only be a good thing, don’t you think? Specially, if it allows you to cancel your next meeting!

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[Podcast] This Week in Lotus 018: A World Without Email? Or Blackberries?

As things are starting to settle back in, after a couple of hiccups with WordPress plugins here and there, following the hardware upgrade debacle of my hosting provider over the course of the weekend (Thank goodness everything turned out all right eventually!), here we go, once again, getting immersed on that regular blogging schedule. And today I thought I would let you folks know about a couple of interesting podcasting episodes that I have listened to or that I have participated in, that you may want to tune into as well. Because you do still listen to podcasts every now and then, right? Yes, that’s what I thought. Me, too! They still play an important role in my day to day knowledge sharing and collaborative activities, whether discussions in real time prime above all, while watching them live, or participating as one of the guests in the various conversations.

So last week Friday, my good friend Stu McIntyre and his partner in crime, Darren Duke, kindly invited a couple of folks, and good friends as well, Bilal Jaffery and Jon Mell from the Dachis Group / Headshift, along with yours truly, to participate in their weekly podcasting show “This Week in Lotus” where we spent a bit over one hour talking about a whole bunch of various different topics, including some of my favourites 😉 hehe

Yes, that’s right, last Friday, Stu, Darren, Bilal, Jon and myself had a blast recording “This Week in Lotus 018 – A world without email? Or Blackberries?” [Link to the podcasting episode], where we talked, amongst several other things, about the recent product launch of IBM’s Northstar as well as IBM Customer Experience Suite, that I have talked about over here, a little bit about “a bad week for the opposition and, of course, my favourite topic as of late, living “A World Without Email“.

Like I mentioned above, the episode lasts for a bit over one hour and towards the end of the podcasting episode we had a chance to talk about the experience of giving up corporate email and, instead, rely, plenty more, on social software tools to collaborate, share your knowledge across. In short, to get the job done. Now, this particular conversation with those folks was slightly different than the one I recently participated in at TWiT net@night, since I eventually continue to build further up and add more insights on the overall experience that I may not have shared elsewhere before. More than anything else with the purpose of helping those folks out there, who may be interested, to find out some more the various reasons why I started, how I do it and what’s meant for me, and the teams and communities I hang out with, so that perhaps you may also have a good chance to give it a try for yourselves.

I am not going to expand much further on the topic, since you can go and have a look into the accompanying blog post that was put together [Link here], and check the extensive show notes that have been provided where you can get a good glimpse of what we talked about, as well as checking out plenty of the links that we mentioned during our conversations. If you go there, you will also find a brief section of Tips where each of us pointed folks into some interesting hints and tips, tools, blog posts, applications, etc. etc. Worth while a read, if you are an avid iPad user as well! 🙂

I am sure you would have a good time listening to it, just as much as we did recording the session altogether; I think you would enjoy it as well if you are also an IBM Lotus user or are interested in IBM’s Lotus products, because we also talked about them a little bit. And, while talking about this very same subject, if you didn’t have enough, or if you would want to find out, plenty more, what it is like hacking stuff together with IBM’s Lotus Connections social tools suite or how IBM is helping accelerate the adoption rate of social software, both inside and outside of the company, I would strongly encourage you all to have a look and listen to the latest podcasting episode from the fine “The Taking Notes Podcast“.

Because in “Taking Notes Episode 121: 2010.09.17 – Evangelizing Lotus Connections“, and over the course of 37 minutes, you will be able to listen to co-hosts Bruce Elgort and Julian Robichaux, interview two of my favourite IBM people, and really good friends, Sacha Chua and Luis Benitez (Yes, my twin brother!), talking away for a large chunk of time on some of the really cool, and pretty neat, things they are both involved with hacking together Lotus Connections as well as their great work as social software and Enterprise 2.0 evangelists. You can grab the episode itself from the following link and start playing it right away…

Lots of golden nuggets in there, including a lovely discussion on how microblogging helps drive business value within organisations. You gotta listen to that story to realise the true power of enterprise microblogging behind the firewall. Flattening the organisation in a matter of minutes would be rather an understatement, to say the least! But quickly go through the show notes as well and hit play to start listening to it. I am sure you will enjoy it, even more of you are a techie yourself hehe

Ok, that was it! From here onwards, I just want to take this opportunity to share a special thanks! with both Stu and Darren for inviting Bilal, Jon and myself to such an entertaining and enlightening podcasting show as This Week In Lotus. Oh, remember as well that, every week, there is a new episode to listen to! So take the dust away from your favourite .mp3 player and go ahead, subscribe to the podcast. There will always be something new to listen to… and learn, I can guarantee you that!, which is just wonderful. That’s the whole purpose behind podcasting altogether, don’t you think?

Well done, guys!

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A World Without E-mail: The Mashable Effect!

Gran Canaria - Pozo de las Nieves & Surroundings in the Spring Last week was one of those weeks that would surely mark a before and an after on my mission of living “A World Without Email“. Two years back, in June 2008, to be more precise, I published an article on this very same subject in The New York Times. For a good few hours it was the most emailed story of the day, or so I was told. The amount of buzz generated around the subject of giving up on corporate email and, instead, make heavier use of social software tools, was just outstanding! One difficult to forget! Till last week. Welcome to the Mashable effect!

If you would remember, on Friday September 3rd, Amy-Mae Elliot published a lovely article over at Mashable’s Homepage under the heading “A World Without E-mail: One Man’s Vision of a Social Workplace“, where she talked about a recent interview I did with her talking about what it is like being a remote knowledge worker working for an email driven corporation like IBM (Most businesses would probably feel the same way as well, I guess…) using, mostly, social software tools to collaborate and share your knowledge across, giving up altogether on work email. I had a terrific time talking to Amy-Mae about this topic, but I never expected what would be coming along after that! Basically, when the article was finally published!

Welcome to the Mashable effect, indeed! What happened from there onwards was the emergence of a huge number of superb conversations and overall buzz generated that it kept me busy for the entire week last week! Several dozens of blog posts, thousands of tweets, retweets and Mentions; hundreds of buzzes; hundreds of Likes; several dozens of comments on the original article (Which I have now finally caught up with!); traffic on my blog tripling from previous weeks, and, most interesting, a massive decrease of incoming emails, during the course of those few days… Something that, with the NYTimes article, didn’t last that much longer. But it looks like the Web has matured in this respect quite a bit! What before was perhaps the most emailed story of the day, now it’s been a huge buzz on various social networking tools for over a week!

Yes, I’m posting today this blog entry over here to reflect on the overall experience of what has happened in the last week and a day, since that article in Mashable was first published. I didn’t have much time to reflect on it till now and it surely is one of those wonderful experiences difficult to forget. For certain! Alas, new week, new stories coming along at Mashable and traffic over here has gone down back to normal; well, perhaps a bit more than double of what I used to have. But, certainly, things seem to have settled down quite a bit!

The remarkable thing from this whole experience has actually been getting contacted by people who I know very well for a long while now, and who I trust dearly as well, and, also, most interestingly, getting contacted by a whole bunch of total strangers, both fellow IBM colleagues, as well as non IBM social networking evangelists and enthusiasts, who have started themselves their own conversations on reducing some of the email clutter they are exposed to on a daily basis. That has been tremendous and what I would consider mission accomplished!

Social Networks’ traffic is a nice thing to have, it makes you feel good, it helps you get a good sense of being “noticed”, but, like I am witnessing over the last few hours, it’s something that will pass. People will move on. Just like yourself and myself. And that traffic will slow to slightly higher levels than before, but sticking around there. Yet the effect of that buzz will disappear eventually, over time! However, I cannot say the same thing about the conversations that’s triggering; about how it is helping people question the way they do and process email, and, most importantly, how they collaborate and share their knowledge with others. And, that, to me, is exactly what I wanted. To challenge email. To help people wake up and think before they send out that next email! And it looks like that objective has been met quite extensively, because the email traffic I got over the last week, including today, has been averaging 2 emails per day!! And the amount of social networking traffic has gone sky high!

Yes, indeed, mission accomplished! Everyone is out and about sharing their knowledge and information more openly and publicly, thinking outside their inboxes! And I cannot be happier than that, to be honest! Well, actually, I can be! Because also last week, a total “stranger”, Amber MacArthur (Amber Mac, for short), kindly invited me to participate on TWiT’s net@night live podcasting show with her and the one and only: Leo Laporte. Yes, I mentioned “stranger” a few seconds ago, because, to them, I was a total stranger, even though I have known, and followed!, them for years! (Some of my favourite podcasting shows I still listen to on a regular basis come out of TWiT).

Yet, there I was, about to be invited to participate in episode #167 on the topic of “A World Without Email“. Can you imagine how hard my worlds collided?!?! Still, I had a blast! I couldn’t say “No!”, of course!, to such kind offer by Amber, so despite the unearthly hour I stuck around and spent a good few minutes talking to them about the experiences of giving up on corporate email. What the main reasons were, why I still keep doing it, what social networking tools I use on a regular basis, what have been the main implications of such blunt move, and a bunch of other stuff, including some helpful tips on how to get things going for other folks!

Lots of good fun with some really interesting discussions going on as well! And all of that recorded for posterity! Yes, that’s right, there is a recording both at the TWiT site, as well as in YouTube. Thus I thought I would finish off this blog entry sharing the embedded code over here, so just in case you may have missed it last week, you would still have a chance to go through it and get a glimpse of what it is like starting a week at work getting hit by the Mashable effect and finishing it off with being the host of one of your all time favourite and unforgettable TWiT net@night shows with Amber and Leo!

Whooaahh! Will it get better than that?!?! I don’t know. I doubt it. But I tell you what… I would be incredibly excited if you would stop using email to collaborate and share your knowledge across with your fellow co-workers and other knowledge workers altogether and, instead, make a heavier use of social networking tools for business. Yes, that would make me really happy! Not just for you, nor for me, but for all of us! And if the urge to send that email is just still far too strong for you, breathe, count to 10, and think before whether you would really want to send that email or not. Hopefully, not! That would make me happy, too! 🙂

From here, I just want to take another opportunity to send a special thanks to all of those folks (Yes, you know who are!) who have made a reality such an incredibly exciting week for yours truly and his mission to live “A World Without Email”. I’d be eternally grateful, to say the least … Thanks ever so much, folks!

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