It seems we’re always wrestling with our email inboxes. But Secretary of Homeland Security Janet Napolitano just gave up the fight all together. She doesn’t use email. From Politico:
“I think email just sucks up time,” Janet Napolitano told an incredulous group of reporters on Tuesday, speaking at a breakfast hosted by The Christian Science Monitor.
“In many respects, in a job like mine, it’s inefficient,” Napolitano said, noting that she is briefed by staff frequently and prefers to use the phone for much of her work. “I stopped using email when I was attorney general of Arizona. I was like, ‘Why am I spending my time scrolling through this?’”
Napolitano’s preference has us wondering, is it better that powerful people are unreachable via email? Or does Napolitano’s tactic simply create more work for everyone around her?
The availability of information in the digital age is overwhelming. For every mesmerizing Instagram profile you browse, there are hundreds of millions more. For every page of search results you scroll down, there are thousands upon thousands beyond that one. For every article you read or RSS feed you subscribe to on a research topic, you could spend the rest of your career consuming more where those came from, and never reach the end.
Writer Sarah Von Bargen discovered the magic of “intentional ignorance” when she clicked “mark all as read” in her RSS reader:
[T]his temporary ‘opting out’ has increased my productivity and cleared my mind like nothing else.
You see, I’m deep in ‘creation mode’ at the moment… And all those great articles and clever blog posts and super helpful tutorials that I usually read aren’t helping me get any closer my goals. In fact, they’re distracting and misdirecting me. …
So I’m making the decision to safeguard my focus and productivity. I’m putting the proverbial blinders on and keeping my eyes on my own paper. …
Intentional Ignorance gives you space to do your best work. It frees up mental energy for big, exciting projects. It allows you to focus – with laser-like intensity – on one or two things. …
We all cycle through seasons in our lives and businesses – times when we’re seeking inspiration and insight and times when we need quiet single-mindedness and uninterrupted time. Take a look at where you are and what you’re doing and if you need to turn down the noise, go ahead and click ‘unfollow’ or ‘unsubscribe’ or even just ‘mark all as read.’
The internet will still be here when you get back.
Taking an information sabbatical is like giving yourself the gift of ignorance-as-bliss. What you don’t know that you don’t know can’t hurt you. You can adopt the principle of intentional ignorance even when you’re not in need of hyperfocus on a certain project. Set a monthly calendar reminder to scroll through all the content you’ve saved using your tool of choice—Pocket, Evernote, Pinterest, Google Docs—and delete anything that you’re not going to read right this second. Think you’ll get to those articles or videos at some point? As von Bargen points out,
I’m here to tell you that a) that won’t happen b) all those unread newsletters carry an immeasurable psychic weight. They make you feel bad just sitting there, all unread! Dude, delete them. That’s what Google is for.
Over on the InVision blog, freelancer Robert Williams shares some valuable intel on how you can strengthen your client emails. He gleaned serious insights when he found client after client backing out or not replying to his messages, leaving him without work and increasingly stressed:
[T]here’s one huge problem that almost every freelancer I’ve met suffers from: they use a phrase that hurts their credibility and repels clients.
“Let me know how I can help.”
When I said this I honestly thought I was being helpful. I’d close almost every email with some variation of “Just let me know…” It felt like the right way to end an email. …
By ending my emails like this, I was dropping a wheelbarrow full of work on my client’s desk and saying “Here. You deal with it.” It reeked of incompetence. …
So I began to do the complete opposite and prescribe solutions at the end of every email. … Just by suggesting a next step at the end of my email, I was able to double the amount of people who responded to me.
This next step was different for every email, but it always followed the same 2-step structure. I would include:
– My suggested next step
– What we could do in the event they don’t want to do that
… If someone wanted a meeting, I’d suggest a time and instead of saying, “Let me know if this works for you.” I’d switch that out for, “If not, then X time/day also works or I’m free at X time/day.” …
You’re not just saving yourself the extra time of writing 2 separate emails, you’re saving you (and your client) the time in between these emails.
Williams suggests writing every single client email with whatever your next step is going to be in mind. Make every sentence reinforce that next step, whether it’s a confirmation of the deliverable you’ll be sending on a specific date, a request for feedback that you need by the next week, or an agenda for your upcoming call.
As Elizabeth Grace Saunders pointed out in a past 99U piece, effective people “always add value” with their email. She suggests that replying just for the sake of replying is a waste of time. Per both Williams’s and Saunders’s guidance, aim to always add something of communicative value to your email correspondence with clients. If you don’t, you’re making yourself more of a burden than a help.
Impossible Ventures founder Joel Runyon was one of those high school overachievers who balances sports, extracurriculars, a social life, and an advanced course load all while making great grades and still having free time to, as he says, “jack around.”
Since you read 99U, you probably have at least a little of the high school overachiever in you, too. The challenge is tapping into that high-gear productivity DNA as an adult in the working world. It was so much easier to have it all back in high school. The barometer of success was much more clear-cut, and there was a substantial safety net just one stumble away. There were letter grades to measure your performance, and standardized tests to evaluate how capable you were compared to your peers. You had a much stricter schedule with less control over your daily routine, which established boundaries and limits that fed productivity.
With all that in mind, Runyon took a critical retrospective eye to his habits as a 16-year-old powerhouse, and came up with some helpful tips:
Make Your Lunch The Night Before
… Packing your lunch the night before is a good ritual. It helps you wind down for the evening and gets your body mentally ready to fall asleep, so the rest of the week can go according to plan. …
Get In Bed By Midnight
You can stay up as late as you want, as long as you’re in bed by midnight.
If you’re in bed by midnight, you’ll have no problem getting up at 5:30 or 6. If you’re in bed at 1am, you’ll sleep till noon. …
When School / Work Is Over, Leave
Don’t stay at work longer than you have to. I don’t stay at school longer than I have to. It’s practically a race out the doors. …
Schedules Make Things Real
… Practice? Write it in.
Hanging out? Know when your free time is (schedule it). …
Bonus: make sure you have people at each place who will hold you accountable. Show up late and you’ll be running suicides. …
Do It With Friends
Anything you do with friends will be 2x as much fun and will have 1/2 the stress than if you do it alone.
Even AP Physics can be fun – if you’re with the right people.
It may seem unattainable to reach your high school productivity levels given the added pressures and responsibilities of adulthood. But science shows that during high school you are poised biologically to be deeply impressed by your experiences while you also form your first sense of identity. So today, those helpful habits are primed for the plucking somewhere in your mental makeup. And this time, you can adopt them without the teenage acne and traumatizing bad haircut.
A new video by The School of Life explores the unappreciated wisdom of pessimism. Negative thinking gets a bad rap, but in fact it can ironically have a positive effect on your productivity and creativity. As The School of Life argues, pessimism prepares you for the worst, reduces your expectations, and protects you from disappointment—all helpful for your psyche as well as your creative output:
We live in an absurdly and painfully optimistic world. Mostly, that’s the result of all the businesses out there trying to sell us things, and understandably using cheerfulness to do it. And partly, it’s the influence of technology, which is always getting better, coloring our view of life as a whole, which often isn’t improving. …
For centuries, religions peddled dark messages. Buddhism told its followers that life was suffering. Christianity spoke of the fallen state of mankind, and of the inevitability of earthly imperfection. That was helpful; it kept our expectations in check.
The psychologist William James came up with an equation: Happiness = Expectations / Reality. So there are two ways to ensure contentment. Change reality, or change expectations. Pessimists know to reduce the expectations.
Writer Barbara Ehrenreich takes the espousal of pessimism a step further in her acclaimed book Bright-sided: How Positive Thinking Is Undermining America. As she writes in a piece for The Guardian, it’s not just that pessimism has benefits for us; optimism can actually be psychologically harmful:
Like a perpetually flashing neon sign in the background, like an inescapable jingle, the injunction to be positive is so ubiquitous that it’s impossible to identify a single source. Oprah routinely trumpets the triumph of attitude over circumstance. A Google search for “positive thinking” turns up 1.92m entries. A whole coaching industry has grown up since the mid-90s, heavily marketed on the internet, to help people improve their attitudes and hence, supposedly, their lives. …
[But this] ideological force in American culture… encourages us to deny reality, submit cheerfully to misfortune and blame only ourselves for our fate.
You undoubtedly have, and will continue to, hit roadblocks on your path in life and work. But by recognizing that cheerfully assuming everything will shake out in your favor, and maintaining unrealistically sky-high expectations, is dangerous and unproductive, you’ll be able to clear those roadblocks in such a way that enables you to learn, grow and—most importantly—move on.
There’s no question that reading enriches your life. Reading imparts fresh inspiration, keeps your brain sharp, improves your writing, can relax you, and even benefits your health. Devoting the time and mental energy needed to read an entire book, as opposed to the snackable content (tweets, blog posts, email newsletters) that makes up the Internet, is a deeply rewarding experience. You go on an intimate journey with an author, by way of which you become much more immersed in the topic at hand than you’d be able to after a few hundred words of “like”-able discourse.
But how to make time for reading books (physical or e-)? From Rype’s blog, a few handy suggestions:
Learn To Read Faster
… Since the average reader reads around 250–300 words per minute, being able to double your reading speed at 500–600 words will allow you read twice the number of books in the same amount of time. …
a. use a pointer
Use either a pen or your index finger to keep track of your speed when reading. This will be useful for the second technique.
b. expand your peripheral vision
Start reading 3 words in from the first word of each line and end 3 words in from the last word.
Reading more books can simply come from making more time for it.
Scheduling your most important tasks can become one of the most productive things you can do, whether you’re making time to read, learn a language, or master a skill. …
It can be as little as 15–30 minutes in the morning before your work, or during lunch hours.
Drop It If You Don’t Love It
… If you want to read more books, retain more, and double your knowledge, you need to have a passion for what you’re reading. …
Don’t be afraid to quit if you don’t love it.
It’s what will lead to what you love.
Keeping track of how many books you read each year can be a huge motivator. You get the satisfaction of adding an item to your list each time you close the cover of a book for the last time, and can challenge yourself to increase your total each year. Sites like Goodreads and Shelfari help you log your read count and set an annual goal.
Reading is one of the three R’s of childhood education for a reason. And assuredly, Sir William Curtis—credited with coining the phrase—had books in mind when he said it.
Legendary graphic designer Michael Bierut, Pentagram partner and protégé of design legend Massimo Vignelli, lets the world into his creative process in his new monograph How to Use Graphic Design to Sell Things. A particularly interesting element is his “method actor” approach to graphic design, as he tells FastCoDesign:
[S]omeone says you want to do the signs for the New York Times?… [T]o do the work properly, I have to talk to editors, I have to sit in on the page-one meeting where they decide how page one is going to be laid out…
If you just have a request for proposal where the client says we need X, Y, and Z, that really just gives you the shopping list… It’s sort of like saying, I need a pair of pants and a shirt. But then, where are you going to wear it, how much are you going to spend? I’ll stand you in front of a mirror and you have to feel like you’re the kind of person who can wear those clothes.
So going to all those meetings, if all I cared about were typefaces or colors, I’d be sitting, fidgeting, thinking, “Why am I here? This is boring.” Instead, I was thinking “I can’t believe I’m here, I can’t believe that without ever taking a journalism class I’m actually sitting with the top editors at the New York Times and I’ll know before any other civilian does what’s going to be the story that appears in the first column on the left of tomorrow’s paper.” I had that momentary thrill.
Wrapping yourself up in the topic of your work so that you’re truly invested doesn’t just translate into more effective and impactful work. It also keeps you more fulfilled and motivated as an artist. Because the method actor approach to acting isn’t just about inhabiting the character fully so that you never lift the veil to reveal your true self until after the project is completed. Ultimately, method acting is about just being, as opposed to putting something on or performing. And if you can get to that place in your work when you’re not feigning interest or curiosity, but truly “feeling it,” that’s where the art lies.
Writer and artist Austin Kleon, of Steal Like an Artist and Show Your Work! fame, is a big supporter of creatives that can contribute to an artistic community as opposed creating in their own vacuum. In FastCo Create, he borrows the term “scenius” from the musician Brian Eno to encourage artists to change their end goal from being a genius to being a creative contributor:
Kleon cautions against the artistic myth of the lone genius pounding away in a garret somewhere…. He created his own scenius online. Kleon says, “I think what has been the most remarkable in my career is that I’ve never been part of a geographical scene. I didn’t move to New York after college. I didn’t move to L.A. I moved to Cleveland, and there’s not a whole lot of a scene there. But what I did have was the Internet, and I became part of a scenius by putting my work out there. I started blogging in 2005, and back then, we were all connected, we just didn’t have social media in the same way as we do now. You’d just post things to your blog and people would send you comments or emails and you’d slowly find people as they stumbled across your work. When I did work I really liked and put it online, it attracted the people I wanted to meet. For me, being online, that was my scenius. That was my moving to New York in the ’70s. Or Paris in the ’20s.”
Kleon notes that you don’t have to be in the same medium as the people in your scenius. In fact, it helps if you’re not. He says since moving to Austin, he’s fallen in with musicians and filmmakers in addition to writers and artists, and those relationships have informed his work.
The key to being a scenius is to create something every single day. A constant stream of creative outpout ensures that you remain a vital part of a creative community. As Kleon told 99U in an interview:
We all get 24 hours. No one gets more time. Sure, you might have your job, you might have a kid, you might have a family—I had all of those things when I was writing my first book—but when you get ruthless about what you really want to do, there are so many gaps. So many little spaces in the day where you can find the time….
It happens a lot of in creative work that you finish a project and you don’t know what to do next. It can be a bit disconcerting. And I think that’s why it’s so important to have a daily practice that you do no matter what you are working on.
Your work, no matter what it is, matters. When you put it out there every day for your creative scene to absorb and consume, you cultivate your own brand and the community in tandem. That’s what being a scenius is all about.