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A misdirected email connects two people 9,000 miles apart who turn out to share more than the same name. This is the latest animation from the Rauch Brothers for StoryCorps. How do they find such great stories? This is one that is included in StoryCorps new book All There Is: Love Stories from StoryCorps which will be available February 2. Link
If you are on Barack Obama’s email list, you may have noticed the weirdly personal subject lines. Jason English has, and made a quiz about it. Some of the lines are actual presidential email subjects, and some are from Jason’s aunt. Now, Jason’s aunt doesn’t send me anything, but just like you, I have relatives who send me similar messages, so I scored only 74%. Maybe you will do better. Link
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With the Lulzsec recent post of email addresses and passwords, along with all the regular hacking that occurs on a regular basis, it can be really hard to know if your email password has been compromised. Fortunately, Should I Change My Password can help automatically scan a variety of these info leaks to check if your password has been hacked. This way, you only have to change your password if it actually needs to be updated.
Update: Just to be clear, you don’t have to enter your password on the site, just your email.
The Norwegian browser company Opera has received emails for years that were intended for Oprah Winfrey. Now that Oprah has concluded her daily talk show, Opera executives posted some of the best letters as a tribute to her. Link -via Boing Boing
Do you use Gmail or other email cloud service? Then you’d be surprised to learn that according to the law, the government can get your email without a warrant if it’s older than 180 days. David Kravets of Wired’s Threat Level explains:
As the law stands now, the authorities may obtain cloud e-mail without a warrant if it is older than 180 days, thanks to the Electronic Communications Privacy Act adopted in 1986. At that time, e-mail left on a third-party server for six months was considered to be abandoned, and thus enjoyed less privacy protection. However, the law demands warrants for the authorities to seize e-mail from a person’s hard drive.
A coalition of internet service providers and other groups, known as Digital Due Process, has lobbied for an update to the law to treat both cloud- and home-stored e-mail the same, and thus require a probable-cause warrant for access. The Senate Judiciary Committee held a hearing on that topic Tuesday.
The companies — including Google, AOL and AT&T — maintain that the law should be changed to reflect that consumers increasingly access their e-mail on servers, instead of downloading it to their hard drives, as a matter of course.
But the Obama administration testified that imposing constitutional safeguards on e-mail stored in the cloud would be an unnecessary burden on the government. Probable-cause warrants would only get in the government’s way.
I’m surprised anytime I find that people still use Hotmail. I opened an account several years ago, mainly to reserve the address, but within a month I gave up on it. British rapper Dan Bull goes into more detail with his email problems. -via Rue the Day
Sadly, there are people who have email accounts, but only a limited grasp of basic computer or social skills. Matthew Inman of The Oatmeal has a new set of comics up illustrating the foibles of such folks.
What email habit do you find most irritating?
Every year, Professors Tom McBride and Ron Nief of Beloit College put together a "Mindset List" for the entering freshmen:
For students entering college this fall, e-mail is too slow,phones have never had cords and the computers they played with as kids are now in museums.
The Class of 2014 thinks of Clint Eastwood more as a sensitive director than as Dirty Harry urging punks to "go ahead, make my day." Few incoming freshmen know how to write in cursive or have ever worn a wristwatch.
These are among the 75 items on this year’s Beloit College Mindset List. The compilation, released Tuesday, is assembled each year by two officials at this private school of about 1,400 students in Beloit, Wis.
The list is meant to remind teachers that cultural references familiar to them might draw blank stares from college freshmen born mostly in 1992.
Of course, it can also have the unintended consequence of making people feel old.
Here are some examples from this year’s list (for the class of 2014):
1. Few in the class know how to write in cursive.
2. Email is just too slow, and they seldom if ever use snail mail.
3. “Go West, Young College Grad” has always implied “and don’t stop until you get to Asia…and learn Chinese along the way.”
10. A quarter of the class has at least one immigrant parent, and the immigration debate is not a big priority…unless it involves “real” aliens from another planet.
19. They never twisted the coiled handset wire aimlessly around their wrists while chatting on the phone.
31. The first computer they probably touched was an Apple II; it is now in a museum.
46. Nirvana is on the classic oldies station.
A man named Peter Craig claims to have, at 345 characters, the world’s longest email address. Here it is:
contact-admin-hello-webmaster-info-services-peter-crazy-but-oh-so-ubbe r-cool-english-alphabet-loverer-abcdefghijklmnopqrstuvwxyz@please-try- to.send-me-an-email-if-you-can-possibly-begin-to-remember-this-coz.thi s-is-the-longest-email-address-known-to-man-but-to-be-honest.this-is-s uch-a-stupidly-long-sub-domain-it-could-go-on-forever.pacraig.com
Link via The Presurfer | Photo (unrelated) via Flickr user npslibrarian used under Creative Commons license
Hypothesis: A person’s standing at a firm is inversely proportional to the manner in which he/she types his/her internal e-mails and the amount of words employed.
For instance, here’s an e-mail the average employee might write to a cohort:
Good morning gentlemen,
After reading over your proposal for a new recurring conference call on Monday mornings with IT, I can assure you that our team is ready to give the green light so long as you loop back with Carl Tomkins.
Many thanks in advance,
EM (Every Man)
And now, the same e-mail written by a Vice President:
Gentlemen,
Re: new recurring conference call on Monday mornings with IT—our team is ready to give the green light so long as you loop back with Tomkins.
Thanks,
VP
And the same e-mail by a Senior Vice President:
Re: conference call with IT—ready to give green light so long as you loop back with Tomkins.
SVP
And, lastly, the Managing Director’s e-mail:
fine Just be sure to loop back with Carl
Note how the Managing Director’s sentences have no regard for punctuation, do away with all salutations completely and rarely take up more than one line.
Am I right? Do other Neatoramanauts have similar experiences that prove my hypothesis correct?
Sixteen years ago today, the first spam email message was sent out to 100,000 Usenet accounts by immigration lawyers Laurence Canter and Martha Siegel, offering their services:
Canter and Siegel went on to notoriety, claiming they’d made $100,000 from their Perl-script spamming. The two remained unrepentant, despite the backlash which led them to lose their hosting and even get Canter disbarred. [...]
Depending on who is counting, spam now accounts for nearly 90 percent of e-mail traffic — much of it sent through botnets or unscrupulous hosting companies and e-mail firms.
Link | Photo: US Department of Justice
Personally, I can’t imagine signing a lease that would allow a landlord to conduct a surprise apartment inspection when the tenant is out. That’s what happened in this scenario from David Thorne, the writer who brought us the picture of a spider and the coffee cup cleaning chart.
Thankyou for the surprise inspection and invitation to participate in the next. I appreciate you underlining the text at the bottom of the page which I would otherwise have surely mistaken for part of the natural pattern in the paper. I was going to clean the apartment but had so many things on my ‘to do’ list that I decided to treat them all equally and draw pictures of sharks instead. I have attached one for your honest appraisal.
I have read through your list of chores and intend to rectify the situation by wrapping my entire body in eighteen rolls of super absorbent Thick’n'thirsty® paper towels, hosing down the apartment, then rolling around on the floor and rubbing myself up and down walls. I will cover the more stubborn marks with Liquid Paper. I will also get back to you in regards to the premises being inspected in another two weeks, my agreement to do so will depend on availability and not wanting to.
The string of correspondence between David and Peter the manager gets more surreal from this point. Link -via reddit
Have you ever wondered what the first item sold on eBay was? Or who ran the first banner ad on the internet? Or what the first spam massage tried to sell? 11Points has those firsts and more, including this picture, which was the first image on the internet in 1992. It was uploaded by programmer Silvano de Gennaro in Geneva at the request of World Wide Web inventor Tim Berners-Lee.
Berners-Lee asked Gennaro to scan some photos from a CERN party and post them on that page. Gennaro didn’t really get what he was talking about but scanned in the photos, FTPed them to the server and linked them to a page. The picture of the four women, complete with their early ’90s “Don’t Tell Mom The Babysitter’s Dead” fashion sense, was the first one ever viewed in a web browser.
Link -via Unique Daily
David Thorne, who once paid a bill with a picture of a spider and crashed a party now gives the office manager an idea about washing coffee cups. The email trail will no doubt remind you of situations you’ve encountered in your workplace.
Due to there being an unprecedented twelve coffee cups needing to be cleaned in the sink at work, it is understandable that Shannon would be outraged by this intrusion on her facebook and looking out the window time.
Though kitchen duties may be an expected part of her job role, there is no reason why everyone should not reschedule work/client commitments and help out to ensure Shannon’s social networking and looking out the window time is not interrupted.
Check out Shannon’s time sheet in the sidebar as well. Link -via reddit
The following is a guest post of Leo Babauta of Zen Habits and author of The Power of Less: The Fine Art of Limiting Yourself to the Essential ... in Business and in Life. The following is an excerpt from the book.
For many of us, email has become one of our standard modes of working. We live in our email inbox, doing everything from personal communication with family and friends to carrying out complete projects through email.
Unfortunately, email has also come to overwhelm us, taking us away from more important tasks, threatening to take over our lives.
There's a better way than living in your email inbox. Minimize your time spent doing email, transform your email effectiveness by setting limitations, and become an email master by getting your inbox to empty.
If you spend all of your day in email, or going back to email and checking for new messages, you'll never get much else done. Instead, make the decision to only check email at predetermined times, and leave it alone for the rest of the day -- that will allow you to work on more important stuff.
I recommend that you decide, in advance, how many times you'll check email, and what times. Here are some tips:
• Number of times per day. How many times you check email per day is a function of the kind of work you do. If you can get away with checking email just once per day, that would be ideal -- you'd have very few email interruptions and your email habits would be most efficient. However, for many people, twice a day is probably more realistic. Others, who need to be able to get email more often because their job orders are sent through email (customer service, for example), might want to limit their email checking to once per hour (perhaps 10 minutes at the top of the hour). Still others might be able to get away with checking email less than once a day -- every other day, twice a week, or even once a week. If you can count yourself among these people, take advantage of this and limit yourself to the bare minimum.
• Not first thing in the morning. A common productivity tip is not to check email first thing in the morning, and it's good advice. By checking email in the morning, you're allowing email to dictate the rest of your day, instead of deciding for yourself what your Most Important Tasks will be for today. You're putting yourself in danger of getting stuck in your email and not getting out of it. Focus instead on getting your important projects done first thing in the morning instead of checking email.
• Turn off email notifications. Most email programs have a way to give you an alert (through a sound or a pop-up message or a blinking icon) that lets you know you've received a new email. If you use such an alert, I highly recommend that you turn it off. It interrupts whatever you're working on, and draws you back to email based on the schedule of anyone who chooses to email you, not at a time you determine. Instead, turn off alerts and only check email at predetermined times. You'll get a lot more done this way.
• How to stick to this habit. It's easy to say that you should only check email twice a day, but much harder to stick with it when constantly checking email is an ingrained habit. How do you stick to the habit of checking email less? You make it a priority for a week or two. Put up a sign with the rule: "No email except for 10 a.m. and 4 p.m.!" (or whatever schedule you choose). Every time you find yourself habitually switching to email, stop yourself. Breathe. And focus on your work instead. Your reward: you'll get a lot more done.
One of the most important parts of any email strategy is to stop any unnecessary email from getting into your inbox in the first place. Although I get hundreds of emails a day, most of those emails never make it to the inbox. They go straight to the spam folder or the trash. You only want the essential emails in your inbox, or you’ll be overwhelmed.
Here are some essential ways to reduce your incoming stream of emails:
1. Junk. I recommend using Gmail, as it has the best spam filter possible. I get zero spam in my inbox. That’s a huge improvement over my previous accounts at Yahoo, Outlook and Hotmail, where I’d have to tediously mark dozens of emails as spam.
2. Notifications. I often get notifications from the many online services I use, from Amazon to WordPress to PayPal and many more. As soon as I notice those types of notifications filling up my inbox, I create a filter (or “rule” if you use Mail.app or Outlook) that will automatically put these into a folder and mark them as read, or trash them, as appropriate. So for my PayPal notifications, I can always go and check on them in my “payments” folder if I like, but they never clutter my inbox.
3. Batch work. I get certain emails throughout the day that require quick action (like 10-15 seconds each). As I know these emails pretty well, I created filters that send them into a “batch” folder to be processed once a day. Takes a couple minutes to process the whole folder, and I don’t have to see them in my inbox.
4. Joke emails. If you have friends and family who send you chain emails and joke emails and the like, email them and let them know that you are trying to lessen the huge amount of email you have to deal with, and while you appreciate them thinking of you, you’d rather not receive those kinds of messages. Some people will be hurt. They’ll get over it. Others will continue to send the emails. Create a filter for them that sends them straight in the trash.
5. Set expectations and publish policies. A great strategy for reducing emails is to pre-empt them by letting people know not to send you certain types of emails, and tell them where to go for commonly requested information. You can post policies and Frequently Asked Questions on your blog or website, email them to other people, publish them on the web, or send out a memo to co-workers.
So now that only the essential emails come into your inbox, the question is how to get it empty in the least amount of time necessary? I'm usually able to empty my inbox in about 20 minutes, although your processing time may differ, depending on how practiced you are at the following methods, and how much email you get, and how focused you keep yourself. However, in any case, you should be able to get your inbox empty in a minimal amount of time using these methods.
1. Temporary folder. If you have a very full inbox (hundreds or thousands of messages), you should create a temporary folder (“to be filed”) and get to them later, processing them perhaps 30 minutes at a time until they've all been taken care of. Start with an empty inbox, and use the following techniques to keep it empty, in as little time as possible.
2. Have an external to-do system. Many times the reason an email is lingering in our inbox is because there is an action required in order to process it. Instead of leaving it in your inbox, and using the inbox as a de facto to-do list, make a note of the task required by the email in your to-do system … a notebook, an online to-do program, a planner, whatever. Get the task out of your inbox. Then archive the email and be done with it.
3. Process quickly. Work your way from top to bottom, one email at a time. Open each email and dispose of it immediately. Your choices: delete, archive (for later reference), reply quickly (and archive or delete the message), put on your to-do list (and archive or delete), do the task immediately (if it requires 2 minutes or less — then archive or delete), forward (and archive or delete). Notice that for each option, the email is ultimately archived or deleted. Get them out of the inbox. If you practice this enough, you can plow through a couple dozen messages very quickly.
4. Be liberal with the delete key. Too often we feel like we need to reply to every email. But we don’t. Ask yourself, “What’s the worst that will happen if I delete this?” If the answer isn’t too bad, just delete it and move on. You can’t reply to everything. Just choose the most important ones, and reply to them. If you limit the emails you actually reply to or take action on, you get the most important stuff done in the least amount of time. The 80-20 rule at work.
5. Process to done. When you open your inbox, process it until you're done. Don’t just look at an email and leave it sitting in your inbox. Get it out of there, and empty that inbox. Make it a rule: don’t leave the inbox with emails hanging around. Now your inbox should be empty and clean. Ahhh!
Another key to spending less time in email but to make the most of every email you send is to write short but powerful emails. So after all the screening and spam filters, you’ve chosen the few emails you’re actually going to respond to … now don’t blow it by writing a novel-length response to each one. I limit myself to five sentences for each reply (at the maximum — many replies are even shorter). That forces me to be concise, to choose only the essentials of what I want to say, and limits the time I spend replying to email. Keep them short, but powerful.
Your limit might be different -- perhaps a seven-sentence limit works better for you. Experiment with your limit for a few days to find your ideal length, and then do your best to stick to the limit. The key is in limitations: it forces you to only convey the key concepts while limiting the amount of time you spend writing emails.
Leo
Babauta is one of the world's leading productivity expert and the founder
of Zen Habits, one of the Top 100
blogs on the Internet. Zen Habits covers topics of productivity, simplicity,
health and fitness, family and finances, goals ... and that elusive happiness
;)
Leo's new book, Power
of Less, The: The Fine Art of Limiting Yourself to the Essential...in
Business and in Life
---
Are you an author and would like to have your book featured on Neatorama? Please email me about a possible guest blog post just like this one!
Christopher Baker analyzed some 60,000 emails that he has sent and received since 1998 to reveal his social network, as represented in an interesting visual map:
Like many people, I have archived all of my email with the hope of someday revisiting my past. I am interested in revealing the innumerable relationships between me, my schoolmates, work-mates, friends and family. This could not readily be accomplished by reading each of my 60,000 emails one-by-one. Instead, I created My Map, a relational map and alternative self portrait. My Map is a piece of custom designed software capable of rendering the relationships between myself and individuals in my address book by examining the TO:, FROM:, and CC: fields of every email in my email archive. The intensity of the relationship is determined by the intensity of the line. My Map allows me to explore different relational groupings and periods of time, revealing the temporal ebbs and flows in various relationships. In this way, My Map is a veritable self-portrait, a reflection of my associations and a way to locate myself.
Jonathan Janson paints today’s interwebby people in a 17th c. Dutch sort of way. Among his works are Girl in a Red Cap, Young Man with a Cell Phone, and my favorite, Young Girl Writing an Email.
Janson’s paintings have the luminous quality that made Vermeer famous, and his website, Essential Vermeer, indicates he’s spent a lot of time studying the master. He’s learned some good lessons.
