Adam Jury

Dan Benjamin at Hivelogic wrote a nice article about effectively using your “Away” message when instant messaging.

Here’s two other things that I think is necessary for efficient IM communications

Ask Your Question, Don’t Ask to Ask

Don’t say hello and wait for someone to respond; just ask your question. Don’t ever say “Hey, are you there?” or “Hey, can I ask you a question?” — just ask it.

Situation 1:

Bob: Hey Adam?
[time lapse of 2 hours]
Adam: Sorry, what did you want?
[Bob is now AFK, time lapse of another hour.]
Bob: Hey, I was wondering how big the Gear chapter was?
Adam: It’s 62 pages. [Total time lapse of 3 hours]

Situation 2:

Bob: Hey Adam, I need to know how big the gear chapter is.
[time lapse of 2 hours]
Adam: It’s 62 pages. [No matter how long the time lapse is here before Bob reads my IM, I've fulfilled my commitment.]

Situation 2 is far preferable. If you know that the person isn’t available, you may be better off sending an email or posting to whatever project management software you use — but simply saying “hello” does not get work finished, no matter what communications tool you’re using.

Use Auto-Away Sparingly

Some IM clients will set you as “automatically away” if you are idle for more than a certain period of user-definable time. In practice, I think this feature doesn’t work, especially when the time is set low, as the defaults often are. I notice that a lot of people, even when they’re working or otherwise busy, will notice that their IM client has set them to auto-away and instantly fiddle with their IM client to reset their status to Available — resulting in the user “bouncing” around their friend’s buddy lists.

If you want to use auto-away, I suggest setting it to a high value: at least an hour. That way it will work for you when you’ve been caught up in a long phone call or you fell asleep or got kidnapped by friends [or aliens!], but it won’t get triggered when you’re simply busy working.

Turn Your IM Client Off

I should probably do this more, at least with my business-related accounts: if you’re going to be unavailable on IM for a period of time that is extreme [such as an entire daytime period during your co-worker's workday] — turn your IM client right off. Seeing things like “(1d) Away” in my buddy list just frustrates me, like those people are wasting my screen real estate. I sort these people into a custom group, “Idlers,” and minimize that group so I never see them unless I’m specifically looking for them.

I’m dorking around with OmniFocus, a new GTD [Getting Things Done] app. Seems pretty slick so far! I’ve found that GTD has yet to survive the extreme time crunches I get into sometimes, but there’s always room to improve productivity.

Daniel at Red Sweater Blog wrote an interesting post about using Mail’s Smart Folders to create a Recently Viewed Mail Smart Folder — seems like a pretty keen tip to me.

I’m giving it a try, and in addition to his Recently Viewed parameters, I’m also excluding it from a few mail folders that I’m unlikely to refer to as often, such as the folder where “Someone has replied to your topic/blog entry/etc” mail goes, and some mailing list folders.

Depending on how you filter and store email, that might not be necessary — or it might be easier to tell it to only look for Recently Viewed mail in certain folders, as opposed to not in certain folders.

I have a Windows machine sitting on the other side of my room, safely segregated from my working desk. I use it for work purposes occasionally: to deal with legacy files and to test stuff in IE, plus I play a few games now and then, and I prefer to keep them compartmentalized away from my work machines. Sometimes I use VNC to connect to it so I can play online poker from my Powerbook

Before I started using Macs — and, really, before I started using OS X — I think I actually enjoyed fooling around with Windows, to a degree. There used to be some level of fun in installing new video drivers to make performance just a little bit better, and in running all sorts of little applications to tweak my computer. Once I learned that doing stuff with the computer was cooler than doing stuff to the computer, I began to resent the never-ending stream of maintenance that Windows seems to require: relatively frequent security updates, virus scans [and updating the software and definitions], spyware scans [and updating there, too], defragging, and as many hardcore users will say, a full reinstall roughly every year.

I don’t have time for that. More importantly, I don’t want to spend that much time doing “work” to maintain a computer that doesn’t do much work for me — time I spend twizzling with Windows is time I can’t spend on something more profitable, constructive, or fun.

I bought the current Windows machine [a HP, it has an AMD processor, some RAM, and perhaps a very small donkey inside] in late 2004. I’ve been faithfully upgrading my virus scanner, my adware scanner, and I defrag it on a regular basis. I’m such a good little babysitter. I’ve never had a virus on that machine, never had “adware” more intrusive than a cookie, and all in all, the machine is still pretty stable [although slower than it used to be ... something about "using it" that seems to make it slower.]

As of now, though, I’m stopping. I’ve set the virus scanner to run once a month, and to check for updates on the same schedule. I’m not going to run spyware scanning software out of habit anymore — only if I suspect Windows has become crudded up. I’ll upgrade the software firewall if it stops working for some reason or if I run into some sort of incompatibility, but I’m not going to touch it otherwise. Defragging? No. Scandisk? Only if I have reason to suspect the hard drive is failing. Windows Updates? Once a month, no more. I’ve turned off auto-updating in Firefox — the version I have works, and I have extensions installed that work. I’ll update them once a month if there are updates available. I am not even bothering to check if I could install Vista on it.

I’m going to set this up on a schedule: first Saturday of every month is “the day I am allowed to spend an hour — maybe two — dorking with Windows.”

At some point during the year I’m going to transfer as much of possible of the actual data on the drive onto an external drive, and back static data up onto DVDs. I’ll keep the external drive powered off unless I’m actively using it.

With minimal babysitting and sane browsing habits, I think there’s a fine chance of the computer staying relatively clean and useful for another year or two. At that point, it can go in the garbage and be replaced — or not — and I’ll feel fine about discarding something that I have so little investment in, and no valuable data on.

If you use Mail Act-On to apply filters to your mail within Apple’s Mail.app, and you use one of your rules much more than any other, here’s a quick tip: assign the trigger key to the same key you use to invoke Mail Act-On. A quick double-tap of your chosen key can file mail 1.8 times faster than conventional Mail Act-On methods!

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