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productivity

Bit Literacy – 2

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Bit Literacy -  Productivity in the Age of Information and E-mail Overload 

Note : This week I am testing a new way of publishing: I will post this article in 4 sections, published throughout the week. What do you think? Do you like this better or would you prefer a complete report every time? Let me know through your comments ;) . The part one is here.

Summary and Book Report, Part 2 :

Part II : The Method

  • Chapter 4: Managing Incoming E-mail

There is a solution for coping with the email avalanche: don’t bury yourself in it.

Actually, the email avalanche makes users less productive in many different ways:

  • It takes more time for an overloaded user to reply to an incoming email because every new email is in competition with all the others to attract the user’s attention.
  • Setting priorities is more difficult.
  • It takes time to find messages in a full inbox.
  • It’s hard to remember which email says what.
  • An overloaded user reduces everyone’s productivity because others must send new emails to remind him to deal with what he hasn’t done.
  • In some software, like Microsoft Outlook, very large inboxes can make the program crash.

What’s more, this loss of productivity, and a full inbox, also have psychological costs:

  • Overloaded users are never sure if they have forgotten something and live in fear of being “discovered” or punished for what they have forgotten.
  • A full inbox which contains weeks and months of old work constantly reminds the user how far they are from being “finished.”

An email workload is measured by the number of emails that are in the inbox. Inboxes with one or two thousand messages are common in the professional world (Note: My professional inbox right now contains 5,183 emails, but I work in a different way from Mark Hurst, as I will explain later.)

The most common reason for overloaded inboxes is because users use them for things that email wasn’t designed for:

  • To-do lists
  • Filing systems
  • A calendar
  • A list of book marks
  • An address book

It’s a mistake to rely on your inbox for getting things done. The inbox is only meant to be used as a temporary holding place for receiving emails, briefly, before they are deleted or moved elsewhere.

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Bit Literacy: Productivity in the Age of Information and E-mail Overload

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Bit Literacy -  Productivity in the Age of Information and E-mail Overload 

One Sentence Summary : Many people are as unprepared for the onslaught of information in this new era as illiterates would be in a library, even the younger generation, as familiar as they are with computers, are not so with the massive amounts of information that come their way; this book teaches us to manage it via various diverse methods, tools, tips and software.

By Mark Hurst, 180 pages, 2007.

Note : This week I am testing a new way of publishing: I will post this article in 4 sections, published throughout the week. What do you think? Do you like this better or would you prefer a complete report every time? Let me know through your comments ;) .

Summary and Book Report :

Mark Hurst begins by telling us that bits (basic unit of every data file) do not have physical weight – you can fit a 25-volume encyclopedia on a single DVD – but the information that it conveys has weight: the amount of information in a 25-volume encyclopedia is the same whether it is on DVD or on paper. Bits weight down the people who receive them, mentally and emotionally, by calling repeatedly on their attention and occupying them.

Bits appear everywhere today, traveling at the speed of light from one end of the planet to the other, and carrying vast amounts of information that is more and more important, more and more diverse, and on a significantly increasing number of peripherals – computers, phones, PDAs, MP3 players, cars and even refrigerators. The number of emails is exploding, new acronyms and new technologies appear every day and millions of people, from students to doctors, from teachers to CEOs, from graphic artists to computer experts, are stunned by the amount of information that they receive every day and which they must deal with.

There is a solution to this worldwide problem: learn to manage this massive amount of information with good methods and tools, using a process similar to how literacy allows us to understand the symbols that form written language. This skill is so important in our computer age where information and communication are pushed at us that those who possess it can overcome the problem of overload, climb to the top of their profession and enjoy a life with less stress, better health, and more time for family and friends,

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Cut To The Chase

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And 99 Other Rules to Liberate Yourself and Gain Back the Gift of Time

Cut To The Chase 99 and 99 Other Rules to Liberate Yourself and Gain Back the Gift of Time 

One Sentence Summary: Our time is the most precious thing we have; to look after it, it is important to know how to get straight to the point by understanding a number of rules; this book presents 100 of them.

By Stuart R. Levine, 206 pages, 2006.

Summary and Book Report:

Much like  The unwritten laws of Business, this book is a small collection of 100 concise rules, the goal of which is to make gains in efficiency by saving our time and the time of others. Here they are without further introduction; I have summarized them, providing more detail for those which seemed the most relevant to me:

Part 1 : Start Now !

1. Cut to the Chase 

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The Effective Executive

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The Definitive Guide to Getting the Right Things Done

The Effective Executive, The Definitive Guide to Getting the Right Things Done - Peter F. Drucker 

One Sentence Summary: An executive – one who makes decisions that affect your business – must be effective, that is, he must do what it takes; this book teaches us to do that, by teaching us to learn how to watch our time and to organize it, to ask ourselves about what we contribute rather than what is owed to us, to nurture the energy in ourselves and in others by focusing on strengths rather than weaknesses, concentrating on priorities by trimming the past and having the courage – rather than the intelligence – to determine what they are, making effective decisions based on 5 basic principles, and to understand that every choice has alternatives.

By Peter F. Drucker, 160 pages, 1967 (first edition), 2002 (second revised edition).

Résumé et chronique du livre :

The Effective Executive is the first in my crazy Personal MBA challenge written by Peter Drucker, renowned management specialist and theorist and classic among classics. It is also the very first book of his that I have read. The author begins by explaining to us that efficiency is the primary function of executives. Being efficient is simply doing what is necessary. Effective men are scarce in management positions, and it seems that there is no correlation between a person’s effectiveness and their intelligence, their imagination and their knowledge. These qualities are certainly essential resources, but only effectiveness converts them into results.

For a long time, the strength of a nation, an enterprise, or an institution was more assured in its manual labor force than by the effectiveness of its intellectuals. Yesterday’s hospital did not have the specialists, technicians, chemists, physiotherapists, dietitians and assistants who are the norm today. Today, the proportion of intellectuals in institutions and companies in relation to manual workers is enormous. These intellectuals are experts in many disciplines whose training has cost an enormous amount, and who produce nothing by themselves. The specialist only produces knowledge, ideas and information. Therefore he can’t put the intrinsic value of his product into practical use, as he would if he was making a pair of shoes, for example, and he must produce efficiently.

The key to efficiency for an executive is to apply his effort where it is necessary. An executive is a specialist who bears the responsibility of contributing to the operation or results of a company. Many members of the hierarchy are not real executives, because even though they have the power of command over – sometimes many – people, they provide no real contribution to the operation of the company. Executives are people who make decisions that have a significant impact on the company. Thus, a businessman or a self-employed worker is an executive.

Executives today are subject to major four constraints:

  1. An executive’s time is less and less his own.

    Everyone can take their time and nobody denies it to them. Even the most organized executives find that most of their time is taken up by interruptions from people who provide minimal or no contribution to the goals they pursue.

  2. Executives are forced to do menial tasks that do not change the environment in which they live and work.

    If an executive stops caring, over time, to determine what he must do, he is condemned to remain stuck doing something and can’t step back from it. Executives need criteria that allow them to work according to what is truly important, that is, their contribution to the results.

  3. Executives act at the heart of an organization.

    They are therefore effective only if others make use of their contributions.

  4. Executives act on the inside of an organization.

    It’s on the inside of the company that we see executives, and it is there that they have close contact. They see the problems that arise first hand, the relationships that are formed there, the oppositions that develop there, rumors that spread there.

So, the performance of an organization can be determined mainly by external results, and it is the outside that often has the largest influence on the company. It may have indicators in the form of figures and statistics, that can easily be presented in the form of beautiful graphics in this age of information processing, but the important events that are passed to the outside can’t be put into a computer. We need the power of the human brain – though not particularly logical – to understand this information.

The danger, then, is that executives come to despise the information and stimuli that can not be reduced to the status of electronic language or logic. Unless they make serious efforts to understand what is happening outside, the inside of the organization can hide what is really going on.

There are techniques and habits to increase the effectiveness of each of these constraints, which I have summarized for you:

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The Path of Least Resistance – Learning to Become the Creative Force in Your Own Life – 2

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 The Path of Least Resistance - Apprendre à Devenir la Force Créative de Votre Propre Vie

One Sentence Summary: Our freedom in life, like our freedom of movement in a building, is partly defined by its structure, thus to be able to create our life, and move towards our ideal, it is better to change its structure rather than change our behavior within the same framework, this book teaches us to do so by showing how we can create a structure in our life, which draws us inexorably, and almost effortlessly, along the path of least resistance- and pushes us to create what we really want for ourselves.

By Robert Fritz, 285 pages, 1984 (first edition), 1989 (current revised edition).

Note: Because this book is extremely heavy and interesting, and somewhat dry (translation: difficult to summarize :) ), I am posting it in two parts. This is the second part (the first part is here).

Summary and Book Report:

Part 2 – The Creative Process

  • Chapter 11: The Creative Cycle

There are three major steps in the creative process of constructing your life and its development:

1) Germination. Full of a particular energy – an energy characteristic of new beginnings – this step is the ideal moment to act. Motivation, excitement and enthusiasm are at their zenith. Unfortunately, most personal development approaches focus on this step exclusively, and while it’s certainly vital it can’t produce sufficient results on its own. Numerous people get stuck at the peak of the energy that comes with this step and procrastinate over the next steps, ultimately forgetting them amongst other activities and never truly advancing.

2) Assimilation. this step is crucial, but it’s the least obvious in human development – particularly in its beginning phases. What we’ve created grows organically during this time, developing within us and calling upon our internal resources while we work on developing it. We teach ourselves our vision – a vision that goes beyond beginner status and becomes like an old friend. This is how intuitions, ideas and connections appear.

3) Achievement. Completing what we create is a step that few people master. We all know people who haven’t finished what they’ve started, sometimes even with very important projects, and we’ve all surely been there ourselves. This step is characterized not just by the completion of our creation, but by the fact of learning to live with it as well.

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The Path of Least Resistance – Learn to Become the Creative Force in Your Own Life -1

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 The Path of Least Resistance - Learn to Become the Creative Force in Your Own Life

One Sentence Summary: Our freedom in life, like our freedom of movement in a building, is partly defined by its structure, thus to be able to create our life, and move towards our ideal, it is better to change its structure rather than change our behavior within the same framework, this book teaches us to do so by showing how we can create a structure in our life, which draws us inexorably, and almost effortlessly, along the path of least resistance- and pushes us to create what we really want for ourselves.

By Robert Fritz, 285 pages, 1984 (first edition), 1989 (current revised edition).

Note: Because this book is extremely heavy and interesting, and somewhat dry (translation: difficult to summarize :) ), I am posting it in two parts. Here is the first:

Summary and Book Report:

Robert Fritz is an American composer, director and screenwriter, and creator of the Technologies for Creating concept that he teaches in the company he created, and that he shares with us in this book.

He begins by telling us that the roads from downtown Boston appear to have no precise structure. Yet they are built on former cow trails that existed in the 17th century. The cows were content to put one leg in front of the other, but once they had been to a place, it was easier to return, because the path was increasingly more useable and defined. The cows followed the nearest path that was easiest for them – that of least resistance. Thus, the structure of the plains and the path of least resistance for seventeenth century cows still determines the organization and construction of urban Boston today.

Note: Although it seems that downtown Boston is effectively a shambles, and a source of numerous outcries by its inhabitants, the history of the cows is an urban legend. The image is none-the-less valuable for explaining that unsuspected structures – created by forgotten paths of least resistance – influence our behavior every day.

Therefore, energy goes where it is easiest for it to go. It is a fundamental point on which the whole book is built, and from which flow the three following ideas and insights:

1. We move through life by taking the path of least resistance.
2. The underlying structure of our lives determines the path of least resistance.
3. We can change the underlying fundamental structures of our lives.

Out of these three insights comes this guiding principle: We can learn to recognize the structures that play a role in our lives and change them in order to create what we really want to create.

In a very structural and systemic manner, Robert Fritz explains that structure refers to both its elementary components, as well as how those components interact with each other and with the global framework that they form, the whole being more than the sum of its parts.

This may seem complicated, but let’s take an example: the human body. The human body is made up of many very different elements, and each has a specific function: the brain, heart, lungs, red blood cells, nerves, muscles, etc., all interacting with each other on different scales to create a whole which is much more than the simple sum of its parts. Anything that affects one element can affect other elements at the same time, and the whole system, all the components, are in related to one another, and doctors and surgeons learn to think of the body as a system and structure.

Thus, a surgeon who operates on one organ is not only concerned with the state of the organ itself, but also the whole body of which it forms a part, and he takes factors into account which may be completely external to this organ – such as blood pressure, brain waves, the presence of bacteria, allergic reactions …

Everything has an underlying structure, whether physical, as with bridges or skyscrapers, or intangible, as with the plot of a novel or the form of a symphony. Our life has a structure, it consists of multiple factors interacting with each other and with the structure itself.

So the structure determines the movements and behavior of the objects that it consists of, and certain structures are more useful than others for getting the desired results.

How can you change the structure? By creating it. Often we think in terms of solving problems, but this approach only allows us to change some elements here and there without changing the structure, and the structure could then return the elements to their initial state. By creating we are changing the structure.

When we try to solve a problem we are acting to remove something: the problem. When we create, we are acting to produce something: the creation. Therefore, by thinking structurally, rather than saying to ourselves "How can I make this undesirable situation go away?” we say to ourselves “What structure do I need to adopt to create the results that I want to create?”

It is a radically different approach. The author explains it to us throughout his book, after having shown us the fundamental problems with the problem-solving approach. Let’s learn about it.

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GTD, Implementation – 1

1 – Choice of central tool for the system – difficult

This week, as promised, I am focused on implementing GTD. The least I can say is that it’s not simple. Especially due to the number of available electronic applications, and because I want to, and must, have a system for collecting and processing that is reliable, which I can count on, and which meets my requirements. I have identified my primary requirements and needs as the following: The system must allow me to:

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The Unwritten Laws of Business

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The unwritten laws of Business - Couverture 

One Sentence Summary: To succeed in your career, you must understand and apply many unwritten rules with respect to the work, the chain of command, colleagues, project management, the organizational structure, what managers expect from their subordinates, character, personality, and personal development; sometimes these laws seem obvious but even so, those presented in this book are regularly forgotten.

By W.J. King, with revisions and additions by James G. Skakoon, 100 pages, published in 1944 (first edition under the name The Unwritten Laws of Enginnering), and in 2001 (current revised edition).

Summary and Book Report:

This little book (size-wise) is the epitomy of a universal short and concise text that has outlasted generations and specializations. First published in 1944 under the name The Unwritten Laws of Enginnering, was republished under the same title in 2001 after some touching up.

It’s story becomes fascinating after that: William H. Swanson, CEO of the huge American defense corporation, Raytheon (73,000 employees) released a book in 2005 entitled Swanson’s Unwritten rules of Management, which the New York Times showed to be a plagiarism of the 1944 classic. Before this revelation, the book was very successful, attracting positive reactions from leaders such as Warren Buffet (American billionaire and richest man in the world – ah yes! he has dethroned Bill Gates :) ) or Jack Welch (former CEO of General Electric).

William Swanson acknowledged this and apologized. Suddenly, public attention was turned towards the original work, very intelligently renamed by its editor under its current title, which represents the universal appeal of its contents very well.

Even though it was conceived by an engineer for engineers, the 63 recommended rules go beyond this sector and apply to anyone who ends up working in a team, whether you are at the very bottom or the very top of the ladder. Some may seem obvious, but according to the author, they are all without exception often forgotten within organizations, from small businesses to multinational corporations.

Here are the 63 rules, summarized for the most post – I have not listed the ones that are pretty self-explanatory:

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Getting Things Done – The Art of Stress-Free Productivity

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Getting Things Done - The Art of Stress-Free Productivity

One-Sentence Summary: To be efficient, your mind must be crystal clear, like spring water; to get to that point you need to get rid of all the parasitic thoughts that permanently distract you, which you can accomplish by putting  everything that you want to, or must do into an external automated system, thus relieving your brain of the need to think – which it does badly, without directed prioritization and without consciously choosing the right moment.

By David Allen, 272 pages, published en 2001.

Summary and Book Report:

Let’s get right to the point: the GTD method is famous in the United States, it is a best seller and features in numerous web-based resources, whether in the form of articles to help you get things done  or software to go with it (there are over forty currently, for all platforms, and most are free!) I have also translated [into French] different articles on using it on my blog, Habitudes Zen, which allowed me to understand the method before reading the book.

The author, who has been a business management and productivity consultant for 20 years, begins by showing that the working world has evolved and that managers often have to multi-task to get several things done at once, and even if they could dedicate their whole life to it,  no doubt they would not have enough time to do things as well as they would prefer. What’s more, numerous organizations have had their internal boundaries eroded, and their effectiveness rest on endless collaboration and communications using different services – and you can no longer avoid any of the many mail services in use. Executives therefore generally need to multitask more than before. This evolution by organizations must necessarily come with new tools and new work approaches.

Imagine if you could do, if you could choose to focus completely on your tasks, without any interruptions, parasitic thoughts, daydreams and other sources of distraction, while remaining alert and in full possession of your faculties. Sound like a dream? It’s possible. David Allen recommends with his method something that martial arts practitioners call “mind like water,” or athletes call “in the zone”, a state of mind that is free from worry and totally focused on the goal you want to reach. You have no doubt already experienced it at times. Were you able to perform better, feel more satisfied with yourself and your accomplishments in that moment? David Allen recommends a system to make those moments the norm. Let’s see how.

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10 Days to Faster Reading + Free BONUS speed reading test

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10 days to Faster reading

One Sentence Summary: Reading fast is a professional and personal asset, it is possible to improve your reading speed significantly by using various techniques and methods, like the use of guides (cards, fingers, pens…) or skimming, scanning and skipping … and plenty of others.

by Abby Marks Beale, 200 pages, published in 2001.

Summary and Book Report:

The first book of my personal challenge! It’s the first one on the PMBA list because it will supposedly increase our reading speed significantly. I am already a good reader with an average of 400 words per minute and a retention rate of almost 90%.

The author ranks readers in the following way:

Words per minute Reader Type
100-200 slow reader
200-300 average reader
300-400 good reader
400-500 excellent reader

But do you know your reading speed? I can offer you a way to measure it: click on the "start" button below, and read the rest of this article at your normal reading speed. When you are done, click the "stop" button at the end of the article.

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