Volunteer Librarians

by James Wallace Harris, Saturday, March 9, 2019

A couple weeks ago I went with my friends Mike and Betsy to a book signing for The Watch on the Fencepost (a pleasant cozy mystery) by Kay DiBianca. Mike had worked with Kay for years and I went along because this was Kay’s first book, written after she retired, something I’ve always wanted to do. Kay introduced Mike and me to her audience as former librarians, suggesting we might be experts on books. Mike and I worked in a university library back in the 1980s, but as clerks, not librarians. At the time, we both wanted to become librarians, but it required moving out of town to get a Master’s of Library Science degree, something hard to do since we both had wives with jobs too. To become a librarian where we worked required an MLS to get the job and then another master’s in a useful subject area to keep it.

Mike and I were never qualified to call ourselves librarians so we’re always embarrassed when that title was bestowed on us. We both left the library to go into computers, but I think we each wished we had become librarians. Now that we’re retired I’ve noticed that many of our hobbies require librarian-like skills. I’m starting to think of ourselves and others that share our hobbies as volunteer librarians.

I haven’t worked in a library for almost four decades, but back then they had several main departments:

  • Acquisitions
  • Cataloging
  • Circulation
  • Reference
  • Periodicals
  • Binding & Repairs
  • Government Documents
  • Special Collections

My new hobby of scanning old science fiction fanzines for the Internet Archive involves acquisitions, cataloging, periodicals, repair, and special collection skills. Mike and I’s project for the Classics of Science Fiction involves reference skills like indexing, making rules for the title and author entries, using online databases, and linking to standardized catalogs. Each of us collects books and periodicals. Mike is much better at cataloging his collection in the GoodReads database. Mike would have made a great librarian because he is so extremely detailed oriented.

I think of my scanning project as collecting and preserving documents that are disappearing. There’s a very librarian-like appeal to it. Mike and I used to work with cataloging periodicals using OCLC and Mark II records. I wonder if these are still in use today? (I just checked and they are.) Now that we’re building our own databases of records we’re concerned about standards and interoperability with other database systems. We’re designing our system so titles and authors entries follow exact rules. Like libraries using the OCLC system, we’ve decided to piggyback our efforts on a more universal system, which is the Internet Science Fiction Database (ISFDB.org). ISFDB.org is a vast worldwide effort of volunteer librarians indexing and cataloging all books and periodicals related to science fiction and fantasy.

We don’t want to reinvent the wheel. It’s better to join larger efforts. That’s why I’m noticing volunteer librarians building what I believe will one day become the Library of Planet Earth. Right now countless systems, collections, databases, indexes, bibliographies, are springing up on the internet, usually by groups with special interests. They seldom work together, but someday they will. For example, I think it’s very logical that Wikipedia, ISFDB.org, WorldCat, Internet Archive, and other separate systems start cross-referencing everything about science fiction. Everything I upload to the Internet Archive is already cataloged in ISFDB and has entries in Wikipedia. I can already see that Wikipedia will become the Card Catalog of the emerging Planet Earth Library.

Other scanners preserving pulp magazines use Galactic Central which works to index all stories in pulp magazines and related periodicals. It overlaps with science fiction but covers other genres. Sometimes I wish Galactic Central had features of ISFDB, and sometimes I wish ISFDB had features of Galactic Central. Before computers, lone bibliographers compiled lists and 3×5 card stacks by hand and then published them in printed indexes that had to be annually updated. Now all their work is being done by volunteer teams that build huge datasets in the cloud that update in real-time. Eventually, I see these systems merging into super-systems. For example, one day there will be one database that catalogs every short story ever published.

If you pay attention to the information you get on the internet, you’ll start noticing the volunteer librarians. Wikipedia is both volunteer encyclopedists and volunteer librarians. If you’ve ever used Discogs or MusicStack or All Music then you’ve seen the work of volunteer music librarians. Every subject hobby has them.

Some people just have a natural urge to collect, catalog, preserve, index, and organize diverse kinds of recorded knowledge. It’s a kind of hoarding of historical artifacts. We don’t want civilization to Marie Kondo itself and throw out all the tidbits of knowledge that keep piling up. In a way, volunteer librarians are like the dream mechanism in our heads at night that decides which memories are worth keeping. We can’t save everything, but we can try.

Volunteer librarians don’t need library science degrees, just a strong urge to collect,  catalog, and preserve.

JWH

Marie Kondoizing a 240GB SSD

by James Wallace Harris, Thursday, February 2, 2018

This is one of my essays where I think out loud trying to solve a problem. Sometimes this helps other people with the same problem, and sometimes I get comments with insights I didn’t imagine. It’s surprising how beneficial thinking by writing can be.

A few years ago I decided I wanted a minimal computer system, so I swapped out my big tower rig for an Intel NUC with a 240gb M.2 SSD (solid-state drive). This little computer is smaller than a Mac Mini, drives a 27″ 4k monitor, takes up very little desk space, and is very quiet. I’ve been happy as a cosplayer at ComicCon until yesterday when I noticed the red warning that my disk was almost full. I don’t even have a full 240GB because after formatting the drive is only 232GB. That’s my whole digital world.

Intel NUC

 

I could add an external drive, but that would ruin the elegance of having a small computer. I don’t have 232GB of user-generated data but I do use Dropbox for my main file system which I replicate with Second Copy to OneDrive. Both my Dropbox and OneDrive offer 1TB of space in the cloud, but my files are stored locally and backed up to the cloud. This means I have quicker access and automatic backups to two different cloud locations. I store around 50GB of data files on Dropbox, which when copied to OneDrive, makes up a total of 100GB on my SSD. With the OS, data I don’t back up, and programs on my C: drive brings the total to around 210GB.

Lately, I’ve been collecting scans of old pulp magazines from the web. Yesterday I got in 25GB of pulp-scans in CBZ format from a collection I bought on eBay. I wanted to add them to Dropbox, which means with replication to OneDrive, would add 50GBs to my system.

Astounding Stories020

 

My digital life just got bigger than my digital universe. So last night I spent the evening Marie Kondoizing my SSD. I uninstalled programs, cleaned out files, ran cleanup programs, and got my SSD down to 23GB free. I had hoped to build a folder on Dropbox called Pulps and eventually collect entire runs of all my favorite magazines.

I figured my ultimate pulp collection might run 200-300GB, which means after replicating to OneDrive I’d need 600GB. I could fork out $350 and upgrade my SSD to 1TB.

I then put on my Marie Kondo thinking cap and wondered:

  1. Do I need complete runs of all these old magazines?
  2. Do I need to back up all my digital content in quadruplicate?
  3. Could I upload the magazines to Dropbox and OneDrive without using my local SSD?
  4. If the magazines are readily available on the web, do I need to own and manage copies of my own?
  5. Since I have Dropbox on my Linux machine, and it replicates my Dropbox cloud to its local drive, do I really need OneDrive as a secondary backup?
  6. Will my digital universe legitimately grow enough over time to make it worthwhile to expand my digital universe to 1TB?
  7. Should I rely more on free cloud services like Flickr and Google?
  8. Should I upgrade my M.2 SSD to 1TB? (About $350)
  9. Should I go ahead an upgrade my whole computer? Maybe even make things simpler by getting an All-in-One computer with a 1TB drive. (Either Dell or iMac will approach $3,000)

To answer #1, it’s very cool to have the entire history of science fiction pulp fiction on Dropbox, where I can call up any issue I want on my iPad to read. But to be honest, it’s not that much trouble to find the issue online and just copy it to Dropbox as needed. Hell, it might even be possible to use my iPad to find the issue and read it directly without even saving it to Dropbox.

Number #2 is intriguing. If I simplified my backups I could reduce the amount of space needed on my SSD. I could even stop running the background copy program, freeing up other resources. This might be a way to have my cake and eat it too.

Number #3 offers some very interesting possibilities. I’d need to study how Dropbox and OneDrive work in greater detail. Can I store stuff on OneDrive that isn’t replicated to my SSD? I could unmap my OneDrive and only upload stuff to it via the web. But it would be nice to have part of it mapped locally so I could automatically back up essential files from Dropbox in real time.

Number #4 is the heart of the matter. A true Marie Kondo insight. I’m spending a lot of time and effort to collect something I might only use for 1% of its content or less. On the other hand, if collecting brings me true happiness, it’s not an issue. If The Pulp Magazine Archive became the perfect repository for old pulp magazines I wouldn’t need to collect. Why recreate a library when someone else is already doing all the work?

Number #5 is interesting but also complicates things. If I only relied on Dropbox for my backing up I’d have a copy of my files on my SSD, in the cloud, and another local copy on my Linux SSD. That’s pretty safe. But if my house burned down there would only be one copy, on Dropbox. Having all my files on Dropbox and OneDrive means if my house burns down and one of those companies has a catastrophic failure, I’d still have access to my files. Also, Dropbox on Linux doesn’t keep up that well with changes to Dropbox on Windows. Finally, I have a bad habit of reinstalling Linux whenever I want to play with a new distribution.

Number #6 brings up questions about my future and longevity.  If I excluded data I didn’t create like pulp scans, music, videos, audiobooks, etc., my digital universe would shrink dramatically. I could exist on the free space I earned from Dropbox and not even pay their $99/year fee.

Years ago I ripped my 1,700 CD collection. I kept multiple copies of 130GB of around 30,000 songs. I was always worried about losing it. Then Rhapsody, Rdio, Spotify came around and I got less and less worried. Awhile back I uploaded it all to Amazon and let all my local copies disappear one by one as drives died. I hardly ever go to Amazon to play that music. If there was a Spotify for old pulp magazines I wouldn’t even think about collecting them. I got rid of hundreds of CDs, but I’ve kept about 500. I sometimes wonder why I even keep them, or why I still buy CDs on rare occasions. I tell myself it’s because of the better fidelity, but I’m not sure if I can tell the difference anymore.

The odds are my digital universe will shrink over time, rather than expand.

#7 is something I should also consider. Why keep all my photographs on my SSD? And replicate them to my two paid cloud services when there are several free cloud services for photographs? Again, I couldn’t rely on just one company. If I’m going to trust cloud storage I need to always use two companies — especially if I’m going to abandon all local storage.

If I managed things correctly I don’t need to go to #8 or #9. Hell, I saw the other day where users can rent high-end graphics cards in the cloud for playing extreme video games so they don’t even need a powerful gaming computer locally. If that’s true, the future of computers will be moderate machines that just view data processed and stored in the cloud. It means we’d need less powerful CPUs, basic GPUs, less RAM, and less SSD space.

Still, should we rely on the cloud completely? If the internet goes down I can still work with all my files on Dropbox because they are replicated locally. Of course, I freak out when the internet goes down just like I do when the power goes out. I don’t want to live without either.

Have we moved to a wired world we can’t live without? Is there any need to own any work of art that could be digitized? Do we even need any local storage? I believe I have this urge to collect copies of old pulp magazines because back in the 1970s I actually collected the real issues and hated I could never afford all I wanted. I sold my collection because pulp magazines are all disintegrating. Pulp scans on the web are preserving these old magazines for the future. But do we really need more than one copy if everyone can access it on the web?

I think I’ve answered my questions. No to a bigger SSD drive. No to a new computer. I don’t need to collect pulps but I can without hardware upgrades, but I should assume my collection efforts will be invalidated by the web in the future. If I was a photographer or videographer, I’d need massive amounts of local storage, but writing fiction and nonfiction takes little hard drive space. I’ll keep this computer until it dies. My next computer will be an All-in-One because that’s even more minimalistic. I’m not sure I can break my pulp collecting habit, but it’s rather minor compared to collecting stuff in the real world.

JWH

 

 

 

What’s the Modern Equivalent of Byte Magazine?

by James Wallace Harris, Wednesday, November 8, 2017

Byte 1977 - DecBack in the 1970s, I developed an addiction for computer magazines. My favorites were Byte Magazine, Creative Computing, and InfoWorld. But there were countless others popping in and out of existence. During that period I’d go out driving two or three times a week to bookstores, newsstands, and computer shops looking for new issues to buy. I loved Byte Magazine the best because it was so well rounded, covering all kinds of computers, computer history, computer theory, computer science, featuring code and wiring schematics – great reading for hackers and wireheads.  Plus in the early years before small computers became an industry, they had fantastic covers.

There was an excitement about computers back then when we called small computers micros before they became PCs or Macs, with lots of do-it-yourself projects for a small subculture of geeks and nerds. Today I seldom buy computer magazines. My addiction waned when they all split into specific platform titles and computers became pervasive. My addiction disappeared after the world wide web became a new addiction. A few times a year I’ll buy a Linux magazine. Linux and open source fans still have a subculture vibe with a do-it-yourself spirit.

Now that I’m thinking about the Byte Magazine, I realize the late 1970s and early 1980s as an era before the internet, and my nostalgia has a lot of implications. A monthly magazine like Byte was self-contained. It was a reasonable amount of information to consume. Today, reading off the cloud, I feel like I’m trying to consume whole libraries in a gulp. When I research a blog post I find way too much to digest. It overwhelms me. Reading Byte in the early days of microcomputers was like reading science books in the 17th century. It was possible to be a generalist.

I loved studying the history of science fiction because its territory felt small — or did. In the past year, I’ve discovered enough new scholarly books on SF history to crush me. I can’t write anything without referencing all I know and think I should know. That’s mentally paralyzing.

I loved Byte Magazine because it didn’t cause information overload. I wish computers were still just for fun, a hobby. Magazines are dying, but I wish there was a computer magazine published today that looked at the world of computers in a small way. That’s probably why Raspberry Pi computers are so popular. They are small, and their world is small.

Puttering About in a Small Land by Philip K. DickThe other day an old friend texted me and asked how I was doing. I texted back I was fine, enjoying puttering around in a small land. She immediately called me worrying that something bad had happened. I had to explain I wasn’t in a hospital room but enjoying my hobbies at home. I was riffing off the name of a Philip K. Dick novel, Puttering About in a Small Land. I just love that title. I think that’s why I loved Byte back then, we could still putter around in a small land.

I’m reading Thomas Friedman’s new book, Thank You For Being Late. In it, he decides to invent a new name for “the cloud.” Friedman believes cloud computing is changing humanity and deserve a name that reflects its impact. He chooses “supernova,” which I think is a colossal bonehead choice. The obvious name to replace the phrase “the cloud” is the “hive mind.”

I’m starting to believe living in the hive mind is wrong. Sure, having access to all the information in the global mind is wonderful, but overwhelming. I’m wondering if the good old days weren’t those days when knowledge came in magazines.

JWH

 

 

Is Facebook Replacing Older Ways?

by James Wallace Harris, Tuesday, July 19, 2017

A few years ago an older version of our web site devoted to the Classics of Science Fiction would get hundreds of hits a day, some days going over a thousand. Now it’s lucky to get two dozen. Searching Google for “classics of science fiction” usually places the site on the first page of returns, which would suggest it’s still valid.

Why the decline in hits? It’s doubtful that science fiction has fallen out of favor. I’ve been wondering if how people use the internet has changed. I know our site is boring and statistical but it did have some fans. Now it doesn’t. I’m wondering if folks have stopped using the web in the same way they used it before. Are most people going to big sites and ignoring the small sites?

Or is everyone hanging out on Facebook instead?

Facebook

Pages and groups devoted to science fiction on Facebook often have thousands of followers. Are people spending more time socializing on Facebook than surfing the web? Facebook has over 2 billion members. Many of my friends and family use Facebook daily. Has Facebook reached a critical mass of users meaning it can’t be ignored?

I know many people who loathe Facebook. As online forums and Yahoo! Groups die from inactivity will those holdouts be forced to become a Facebook pod person?

The internet existed for years before the World Wide Web. It wasn’t until the invention of the web browser that people began surfing the internet purely for entertainment. Users jumped from link to link, going wherever inspiration led them to click.

Then came search engines. Instead of surfing, you keyword searched. Of course, search results could take you to unknown and surprising places.

The way we use the internet has changed again with smartphone apps. Whereas before I’d start with Google, I now tap Wikipedia, IMDB or other icons instead. There are times when I have to fall back to Google, but it’s usually when I’m doing writing research.

For years my online socializing happened on blogs, Yahoo! Groups, or forums at web sites. All those virtual meeting places are becoming depopulated. After the internet became universal I assumed it would always be the same. Now I’m thinking the underlying technology will always be there, but how we use it will constantly mutate.

Has Facebook become an alternative to web surfing, blogging, home pages, personal web sites, etc? Even more, is Facebook replacing family get-togethers, scrapbooks, printed photos, letters, postcards, greeting cards, telephone calls, and email? Many people now prefer texting to a phone call because it is less time-consuming. Has Facebook become the quick replacement for visiting online friends, or even some real life friends?

JWH

 

 

Email Management = Mind Management

by James Wallace Harris, Thursday, June 15, 2016

I’ve helped hundreds of computer users with their email. There’s probably a correlation between how a person organizes their email and how they think. Now, I can’t be the person who casts the first stone because of my own sins. I do better than most, but it’s a never ending war. Sometimes I lose battles and even ground, but over time I progress from chaos to order.

I know very few Zen Masters of the Inbox. The trouble is most folks don’t even know they have an email problem, or how they handle email reflects how they think. It’s like that old belief, a messy desk means a messy mind. Most people I helped are embarrassed to let me see their email program. Doctors see you naked, computer guys see your desktop and how you manage folders and email. That can be just as raw.

Email can be a treasure trove of history, just like old letters used to be. Unfortunately, few people make an effort to save them. Also, your email folder organization can mirror your interests in life. Finally, how you process and save emails can reveal how you categorize subjects in your mind. We all have a limited number of interests in life, If you have an email folder for each suggests a kind of mental orderliness.

email-logo

I learned this week that an email account I’ve been using for over twenty years is going away. I’ve been dreading that because I use email servers as external memory dumps. I’ve had email accounts in various forms since the mid-1980s, and I was on the internet with email years before the web. I’ve had to migrate email a number of times to new servers. I even ran an email server for a while for a couple hundred people. Each time I closed an account I saw evidence of my activities and thinking for a period of years. Moving this 20+ year account is a massive task because I have tens of thousands of messages stored in a hierarchy of folders.

Because I correspond with many internet friends those messages represented my only connection with them. Plus, my sent folder documents everything I’ve written in email since the mid-1990s. In six days it will all be gone. I’ve frantically been going through the folders looking for messages I think worth forwarding to my new account, but I’m sure I will miss thousands of emails that I will one day want to remember. I suppose I could do something wild like moving them all into the inbox, mark them unread, and then set up a POP3 client, put I won’t. I’m using this experience to clean out the past.

I wished I had moved to a large international email provider sooner. Maybe I’ll get to keep this account until I die. It’s a shame our society doesn’t have some way of archiving email history for the long term.

I am learning a lot about what I really need to keep. For example, I have folders for my mother and father’s side of the family, with emails from cousins and aunts. Like old letters, they represent a series of events we all shared. If I was to ever write a family history these emails would be invaluable documentation. I moved very few of those emails. That knowledge will now be lost. When my mother died, I had to decide what paper records to keep. I didn’t keep many. It’s just too hard to drag the past along with us. If it was easier, future historians would love us.

Under my old email account, I had numerous folders for organizing my personal interests and business connections. Plus, I used email as a way to remember things I wanted to read later. Whenever I read something on the web that I want to write about I’d send the URL in a link to myself in an email, and then file it by topic in my email folders. Now that I’m being forced to recreate my folder system I’ve decided it’s time to reduce my interests in life. I only forwarded a fraction of these “memory” emails to the new server.

In recent years I’ve canceled most of my email subscriptions. It’s best to avoid email whenever possible. In this current migration, I canceled all the rest, and only signed up for few of those under the new account. I love reading blogs, but easier to let WordPress manage my favorites. For favorite websites, I rely on bookmarks.

I’m making a top level email folder for all my main interests in life, but I’m learning that some of my interests might need to be forgotten. For example, I collected links to photography how-tos and DIY Raspberry Pi projects, two hobbies I wish I had the time to pursue more, but only piddle with from time to time. I might need to just delete those folders.

Whenever I read an essay that inspires me to write I save the link in an email to myself and file it in a folder. These are the hardest emails to delete. Deleting them is like deleting ambitions. But I need to Marie Kondo them too.

Email clutter is harder to manage than household clutter because we only see it when we open our email programs. Otherwise, it’s all shoved under the rug. Some web based email programs don’t even tell you how many messages are piling up in the folders. They seem to expect everyone to be bad at managing their email.

When I had to consciously decide what sparked joy, and what to delete, I realized just how many connections to the world I’m trying to maintain. Doctors, dentists, banks, retirement investments, warranties, repairs, service shops, taxes, library, streaming subscriptions, shopping accounts, etc.

Email represents our connections to a larger world. We used to keep such business relationships in file folders and then clean them out every seven years. Being forced to change email servers is forcing me to clean out over two decades of files. The trouble is I can’t look at most of them. I just have to hunt for the vital files and hope the thousands that get deleted aren’t that important.

It troubles me that most of my business interests have gone paperless and saved emails might be my only proof of transactions. I’m rethinking going paperless in some cases. If I died my wife might not even find some of my retirement accounts.

When I retired I was told I’d have my email account for life, and I organized my files thinking that would be true. That email life only lasted less four years. I hate having this done to me but I’m trying to look at it positively. Yes, tens of thousands of messages are being lobotomized from my virtual brain, but I can also see it as weight being lifted from my shoulders.

It also means I can redesign my email filing system again to match my current thinking. This might be v. 5. I’ve already thought of one innovation I wished I had made. It has occurred to me that I should have separate email accounts for my personal business and writing activities. And maybe even have different accounts for my personal life and my internet life. Would using multiple email accounts lead to a multiple-personality syndrome?

Some people leave all their email in their inbox and just use search to find old emails. If you don’t remember what you have you can’t search for it. Going through folders and looking at old emails reminds me things I’ve forgotten. Often that’s cool, but other times it’s wonderful to be reminded.

JWH

 

 

 

 

 

 

Tips for Managing Email

Back in May I wrote “Does An Organized Desk Mean An Organized Mind?”  It summarizes the advice Jordana Jaffer gives about organized people that can be quickly summed up as:

  1. Plan the day the night before
  2. Maintain a to-do list
  3. Master email
  4. Keep desks clean
  5. Have a morning and evening routine
  6. Spend 10 minutes cleaning up at end of day
  7. Keep clean and dirty clothes organized
  8. Never leave the dishes
  9. Always eat lunch
  10. Process your mail daily

At the time I had #9 down pat.  Since then I’ve mastered #7 and #8, and mostly mastered #10.  My current goal is to become completely disciplined at #3 now that I’ve got all four of my email accounts cleaned out.  I already feel the tide is turning.  Email, and two messy desks are my Waterloo.  Because I’m a blogger and a member of three online book clubs, I process a lot of email each day.  Learning to wrestle email to the ground and pin it, has taken some time.  I feel a real sense of accomplishment to get all my accounts cleaned out, filed into folders, with an empty Inbox in each account.

email

Many people keep thinking email is going away, to be replaced by new  social media systems.  I think they’re wrong.  Email is just too basic, too obvious, too useful to ever be abandoned.  On the other hand, email can be a pain-in-the-ass-burden to manage.  Every time I help a friend I often see thousands of emails in their inbox.  Most people just won’t take the time to tame their Inbox.  This essay offers some tips I’ve learned while taming mine.

There’s two workflows with controlling email.  First, the amount of time you spend reading and writing emailing.  Second, the number of emails you process and store.  Email is about efficient communication.  Email has replaced letter writing, but most folks get more impersonal or work email than personal correspondence.  However, a lot of email is now internet friends, people we’ve never met.  Email connects us in ways we never imagined. 

Most people have work and home email accounts, so they have a lot of email to manage.  Some people even have multiple personal email accounts.  I’m retired and have four email accounts.  However, two are minimal because I want to use Google and Yahoo services and get their email accounts by default.  I use an Outlook 365 account for my main email, and an Outlook.com only for my book club activities.

Goals

  • Get less email
  • Process fewer emails
  • Send less time writing and replying to emails
  • Have an empty Inbox at the end of the day

How Often To Check Your Email?

Time management gurus recommend only checking your email once or twice a day, and then develop techniques to quickly process it.  Some jobs require constant attention to email because of workflow.  Other people socialize by email, so they check it frequently.  If you think you’re spending too much time working on email, then you need to work on streamlining your email work habits.  The key is to be your own efficiency expert and observe your habits for ways to save time.

I check my email the first thing in the morning, and the last thing at night.  Sometimes when I wake up in the middle of the night, I check it on the tablet beside my bed.  I’m in and out of my email all day long because I work at the computer.  I’m pretty compulsive.  I’m also a net citizen that likes to live in the hive.  If you’re the kind of person that’s ambitious and wants to get things accomplished, learn to have minimal contact with your email.  I dream of writing a novel – and my goal of becoming organized is to make routine time for writing.

Most people have no plan, they just look at their new messages, respond to the absolute essential and hope to get back to the rest.  They let their inbox grow and grow.  At minimum, to manage email effectively, you should keep your inbox cleaned out daily, and learn how to file email you want to save or process later in folders.  You can still horde email, and delay processing and responding, but things will be tidy.

Delete As Soon As You Can

Delete the obvious as fast as possible by reading the least possible in the preview.  Delete everything you think you’ll read later but really won’t.  That’s tricky, but you’ll learn.  Before I retired I had three folders (Do Soon, Do Work, Do Home) that I’d quickly shift emails into from the Inbox.  Now I only need Do Soon.  The goal is always keep the Inbox empty.  If you’re a manager defer emails to others.

Use a preview pane so you can see a portion of the email while looking at the Inbox listing.  This  allows you to work faster.

When deleting make sure the email doesn’t come from a list, and unsubscribe instead of always deleting.  Everything you can unsubscribe to is an endless number of deletions you don’t have to do in the future.

Make decisions now if you can, instead of putting things off later.  Reply quickly and succinctly, and then delete the message.  Or if saving is required, drag the message to an appropriate folder.  Manage your email life in subject folders.

If you have a full inbox, sort by sender.  That shows the obvious emails to delete first, and reveals the mailing lists.

Learn to use Rules so messages are automatically moved into folders and don’t burden your Inbox.  This is especially good for newsletters and mailing lists you actually love to get.  I have a folder for News and Sales.  I can ignore both if needed.

Junk Mail and Ads

All too often your email box is where solicitors now try to grab your attention.  Door-to-door sales, phone solicitation and other salesmanship avenues have dried up.  So our email boxes are the goal for junk marketing.  Even our email providers squeeze in as many ads as possible on the web page where we have our online email.  Yahoo is worse about this, Outlook.com in the middle, Gmail the most subtle, and Office365 the cleanest.

Use an email client if possible.  There used to be dozens of email clients.  With web clients getting better and better, people prefer their simplicity of web based clients, but local clients like Outlook and Thunderbird offer more features than a web client, and they don’t have ads.

Master you junk mail filter.

Newsletters and Lists

Avoid like the plague signing up for newsletters and lists.  Quite often companies and organizations automatically sign you up.  Unsubscribe if you don’t want their content.  If you join any group, or create any new business account, make sure they don’t send their newsletters by unchecking the appropriate check boxes.  Well, unless you really, really, really want them.  Because they are going to infest your inbox like crazy.

Learn to use the unsubscribe feature found on most mass emails.  Legit places always provide a way to opt-out.  You do have to worry about scams, but it’s a human decision you’ll have to make.  If you don’t trust the email, add that one to your junk mail filter.

Everyone has legitimate lists they want to belong to, but make absolutely sure they are worth the time they cause you.  My two favorite lists are The Kindle Daily Deal and The Audible Daily Deal.  I hate missing out on a bargain priced book that I really want.  I could unsubscribe and just visit the two websites daily, but that actually takes more time than getting the emails.

Generate Less Email

If you send less email you’ll get less email.  Don’t initiate emails unless you need a reply.  Don’t reply just to say thanks.  Use other forms of communicate like Twitter, Facebook, IM, texting, phone and F2F.

If you need answers consider sending questions as bullets so it’s obvious you are asking several things so people will address each point.

If you receive an email that other people are waiting for acknowledgement and answers, send the reply as soon as possible, and if you can’t reply soon, be polite and send a note saying you got the email and will reply at a set time.  File message in the To Do Soon folder, or track it with flag or status system.

Use Email Client with Calendar and Task/To-Do List

If a message is calendar related, convert the email to a calendar entry, and even add it to your Task/To-Do list.  Develop a synergy between email, calendar, tasks and contacts.

If you already live by your calendar and/or To-Do list, get the important content moved to those systems fast.  That’s why Outlook is so great.  Since Outlook works with PC/Mac/Web/iOS/Android it’s all in one location for those who have access to an Exchange server.  And Office365 or Outlook.com is very well integrated too.  Google has similar features for Gmail.

Cancel Social Media Notifications

For some reason social media sites, which are alternatives to emails, want to constantly notify you that you’ve got messages in their systems, and to come see them.  This is actually why email won’t be replaced.  It’s extremely easy to miss messages and notifications in social media sites.  And that’s why social media sites send you emails, because emails are a more dependable form of notification.

But if you’re pretty faithful about using your social media sites, or you don’t give a damn, just turn off the notifications that are sent as reminders to your email system.

Use A Second Email Service For Junk Email

Get a second email service and when you’re asked for an email address that you know means getting advertising, give out that address.  Or for anything you want to subscribe to but don’t feel you have to read.  Then when that inbox fills up, do a select all and delete without having to examine each email separately.  

Sometimes Use Your Junk Mail Filter on Friends and Family

Have a friend or relative that constantly sends you forwarded messages representing their political view or “hilarious” jokes and videos.  Tag them with the junk filter.  Of course, you have to assume they will never write you a nice email asking you out to dinner.

Encourage Friends to Use Other Methods of Communication

If you don’t like reading, especially verbose emails, encourage your friends to tweet instead so what they say stays brief, or to befriend you on Facebook.  Or tell them texting is best.  Whatever you actually prefer.

Use Your Smartphone For Clearing Emails

For many kinds of emails, using your smartphone can be a faster way to preview and delete messages.  Or if you stuck somewhere and have some minutes to kill, like being in a line or waiting room, delete messages.

JWH – 9/4/14

Redesigning the Television–Will Apple Revolutionize the TV Next?

Before Steve Jobs died he told his biographer that he wanted to create a television set that was completely easy to use.  Can you imagine a TV that’s as revolutionary as the iPhone or iPad?  Well, I think it would be fun to guess its features.

World TV

Right now there are different technical broadcast systems all over the world so I would think the first area of simplification would come from jettison outdated technical standards.  Why not design one TV that will work with all 7,000,000,000 citizens of the Earth.  I can’t imagine Jobs would want to design a TV that had to work with set-top boxes from other companies selling content.  Nor could I imagine he’d want to design something that used over-the-air channel reception.  Because the Internet is universal across the world, why not just design the future TV to be an Internet TV?

Picture a TV with one power plug and built-in wireless networking.  Now that would be a simple and elegant design.  It would essentially be a computer with a 24”-62” screen using 1080p, that could work anywhere in the world with a different power cord.

The TV antenna will go the way of the buggy whip, and so will set-top boxes and DVD-Blu-ray players.

Physical Design

Now we need to imagine the design of the device itself.  Currently I have 5 remotes and a keyboard with trackpad to use with my 52” TV entertainment system I built myself.  If our new future TV used something like Siri, we could get rid of all remotes and keyboards.  The only external control that Siri couldn’t handle is a game controller, and with a Kineck type sensor even that might be eliminated.

Having to connect a receiver and surround sound speakers to HD TVs is a pain.  Our perfect TV should have a sound bar built-in with great surround sound.  And it should play music fantastically too.  No more Hi-Fi component, speakers and wires cluttering up the living room.

My new LG computer monitor has no physical buttons on it, but light sensors, even for the on/off switch.  I think our perfect TV wouldn’t have mechanical buttons either.  It should be voice activated only, but if it did require a manual power switch it should be light activated.

This TV will be more futuristic than anything on the Jetsons.

jetsons_l

Content

Now I can’t imagine Jobs thinking he could design this TV and just throw iOS 5 on it.  The TV opening screen and menu system is the hardest feature to imagine.  This is why Apple is the success it is, and why other companies copy its design.  Our prefect TV needs to show:

  • Internet broadcasts – live TV
  • Recorded shows from the past
  • Movies
  • Personal videos
  • Photographs
  • Internet
  • Games
  • Music
  • Telephone
  • Teleconferencing
  • Online courses
  • Presentations
  • Business and education software

For Internet TV to work we need TV networks to switch to streaming their content, but there’s needs to be a paradigm change first.  How many shows need to be live?  Think about that.  The news, sports, reality shows, special live concerts and performances.  We actually don’t need live TV all that much.  Most of what’s on TV is recorded.  Because of DVRs and services like Hulu, how many people even watch new TV shows that premiere each week live?  Cable/satellite services provide hundreds of channels because of their technical limitations, not because we need hundreds of live TV channels.

Content from networks like TCM, National Geography, Discover, History, etc. can be served just as well from a web page, they don’t need to be live.

Recorded TV shows and movies can come from services like Netflix, iTunes and Amazon Prime.

When I was growing up in the 1950s and 1960s we had 3 television channels.  There were no DVDs or DVRs to catch a show later.  You either watched the show when it aired, or maybe had another chance the following summer during rerun season, and that was it.  Each fall we were presented with a new line-up of shows and they would generally run a whole season – shows were seldom canceled mid-season.  Once you learned the lineup on shows in September you pretty much knew what was going to be on television until next summer.  Special shows were indeed special and rare.  That was simplicity then.

Back then watching TV was as easy as basic arithmetic.  Today with cable, satellite, iPads, smartphones and internet television channels, along with DVDs, Netflix, Amazon Prime, Blockbuster, Redbox and DVRs deciding what to watch on television is more like advanced calculus.  We now live in a TV age of painful complexity.

Watching TV fifty years ago meant three channels of choice.   Today we’re getting closer and closer to being able to watch anything that’s ever been on television at any moment.  The choices aren’t infinite, but when someone asks “What’s on TV?” it might be safe to say, “There’s a million things on TV tonight.”  And that’s painful to deal with.

Our perfect TV needs to have an operating system that allows the viewer to find what they want to watch as quickly as possible.  It needs to be as simple to use as an iPad for a two-year-old.   When the set is turned on it needs an opening screen – the top menu, and the basic functions can be simplified to these:

  • TV
  • Library
  • Telephone
  • Games
  • Music
  • Computer

This makes six tiles – is Microsoft on to something?  TV would be live TV, Library would be recorded shows, either TV, movies, personal videos, photographs, or other content.  Telephone could be two way video or conferencing.  Games and music are obvious.  Computer would be anything from online courses, business presentations, science simulations, word processing, blogging, etc.  I think we’ll be surprised what we’ll want to do from the family TV in the den.

Think what a game changer such a television would be.  It would be the Holy Grail of integration between TVs and Computers, but also phones, stereos and game units.  Is it any wonder that Steve Jobs wanted to tackle such an exciting project?  Sadly, think how many companies it will put out of business.  We won’t need Blu-ray players or discs, or Google TV or Roku, or music CDs, or movies and TV shows on DVD.

How To Get From the Complexity We Have Now To A New Simplicity?

If you have cable with hundreds of channels how do you even know what to watch?  And what great shows are you missing?

Live

The first thing we need to do is separate live content from recorded content.  We need to bring back the demand and understanding of live TV and we need to reduce the number of channels offered.  Because our system works with the world, live TV could be from anywhere on the planet.  We want our TV user to select any channel they want, but we need to simplify the TV menu system.  I like how Roku does things.  It offers hundreds of channels but you only add in the ones you regularly use to you main menu.  I’ve done the same thing with my over-the-air TV, reducing about two dozen local channels down to five.  It makes life easier.

When the user says “Live TV” to our new set they should see a small listing of favorite live channels.  They could be numbered on the screen so the user could say “Number 4” or just “PBS.”  Or they could say “Add channel” and then go into a menu of all possible live channels to add.  They might say, “Japan” and see live TV channels from Japan.  Or they could say “American football” or “British reality shows.”

This system would allow for simplicity from an unlimited offering.

Also, the Live function could connect to web cams around the world.  TV doesn’t have to be produced.

Library

The selection of recorded shows could run to the millions.  Any movie, any TV show, any documentary, any home video, etc.  We’d need a system to help people find good content.  The basic search engine could find things if user already knew the name of the show, or certain related details, but for discovering new shows they would need help.

What we need is the wisdom of crowds – hit lists of all kinds to let people find what other people are watching and rating.

The default Library screen could have pull down menus on the left and a list of shows on the right. The pull down menus will let you pick for Year, Genre (and Subgenre), Audience, Now/Then, Rating, and maybe others. The default might be Current to see the most popular shows people are watching right now. But under Time you can change it to a listing by year or decade. Under genre you’ll see a detail list of genres and from Audience you can pick age group.

This way you could put in 1950s, Science Fiction, 60-65, Now – and you’d see a list of 1950s science fiction shows and movies that people 60-65 are currently watching the most. You can also switch to Then and see what the people back in the 1950s watched the most.

So if you want your daughter to learn about astronomy you could request the most popular documentaries on astronomy that are viewed by 10-20 year old girls that are rated 8-10 stars.

We’d need supplemental features that used the techniques of Amazon customer reviews, Netflix, Wikipedia, Rotten Tomatoes, MetaCritic etc. to help people find shows.

The system could have an encyclopedia of TV shows and you could find any TV series that’s ever been made and start watching them from the first episode to the last.  Such a TV system will kill off DVDs.

Finally, our Library feature could also integrate with your local libraries, to their special collections, or to libraries around the world.  There’s more to our culture than old movies and TV shows.

Telephone

Wouldn’t it be cool for one family on Christmas to see and talk with other family members who can’t make it home that year?  The possibilities are endless. Science fiction has been predicting for the wall screen telecommunication device for decades.  It’s time to get around to making one.

Games

It’s pretty obvious games need to be integrated into this system.  Essentially our TV will be a computer, whether it runs Mac OS X or Windows 8 or Linux, it will be competing with console gaming.  It could signal the end to console games.  But won’t Angry Birds be cool on a 62” screen at 1080p?  Or future versions of World of Warcraft?

Music

Apple wants you to buy music from iTunes – that’s such ancient 20th century thinking.  I’m surprised that Steve Jobs didn’t recognize the simple beauty of streaming music libraries like Rhapsody, Rdio, MOG, Spotify, Zune and others.  Why mess with owning music and having to worry about backing it up and protecting it for the rest of your life.  Streaming music rental libraries is just too damn easy to use.

Like the “Live” TV function, the “Music” screen should allow users to add subscription services to the default screen.  Probably only one, but they should get to pick which one.  I’m sure the future TV from Apple will show iTunes, but unless iTunes starts its own streaming music service, this will keep the Apple model of future TV tied to the past.  Right now I subscribe to Rhapsody and Rdio, and use the free version of Spotify.

Computer

Lot’s of people want to predict the death of the desktop computer but you just don’t want to do everything you can do on a computer from a 4” screen, or even a 10” screen.  Online education is going to be big.  Doing business presentations is already huge and getting bigger.  Everyone will learn to create content, whether you’re an artist, teacher, musician or mathematician.  Imagine letting kids paint on a 62” canvas?  Or studying math from a library of the best teaching programs from around the world.  For many families the desktop might go away, or it might become the family TV.  Or the bedroom TV.  Pretty soon a TV will be a computer and a computer a TV.

Summary

It’s like Dylan said, you don’t need a weatherman to know which way the wind blows.  Many young people have already abandoned the family TV to get all their content from smartphones and tablets.  The shift to Internet TV has been going on for years, so it doesn’t take much imagination to predict a perfect TV.  I wished Jobs would have lived into his 90s to see everything he could have revolutionized.  Actually it would be fun to see if he ran out of things to reinvent. 

At some point things have got to settle down.  If you contemplate this TV I’ve imagined here, it integrated a lot of technologies into one simple device.  I’d expect one screen in every room.  And then everyone would have a 4” smartphone and a 10” tablet and maybe a 12-16” laptop if they needed one.  After the war of gadgets we’ve been seen in the last decade will we see a gadget peace for a time?  Reading Engadget makes that hard to believe.  But the Flip video camera was killed off because of video cameras in smartphones.  What will the iPhone 4s do to the digital still and video camera market?  What’s happening to portable DVD players and handheld game units?  Does anyone buy handheld GPSs anymore?

Just when Microsoft was getting into touch, Apple comes out with a voice interface.  Schools are giving up teaching cursive handwriting.  When will typing disappear?  Always remember, the evolution of machines is away from moving parts.  Now that consumers have access to 3 terabyte hard drives do they really need them when everything is moving to the cloud?  How much does the iMac look like the future of computers and TV?  Evolution appears to be moving toward intelligent flat screens.  The smartphone suggests that everyone will have a personal 4” screen they take everywhere.  Some people will also need 10” screens (tablets).  At what point does voice controlled touch screens invalidate the need for 12-16” laptop computers?  And when does the 24” computer monitor in the bedroom merge with the TV?  And can one OS handle all screen sizes?  Will it still be Microsoft v. Apple v. Linux?

My recommendation if you are buying a new TV now is to pick one with the most Internet features built in.  But expect Apple to come out with something in 2012.  Will it be as revolutionary as the iPhone?  I don’t know.  Too much depends on TV networks, cable channel systems and content providers.  But I can’t help believe that cable TV will go the way of the floppy disc.  Expect CDs, DVDs and Blu-ray discs to disappear quickly too.  Cable TV and Satellite companies will put up a big fight for years, but the Internet will allow content produces to do an end run around them.

How quickly will all this happen?  Well, how quickly are ebooks taking over printed books?

JWH – 10/30/11