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Hoarders vs. Deleters- What Your Inbox Says
BlueCup writes "You are your inbox. Take a clear-eyed look at how you answer or file each email. Notice what you choose to keep or delete. Consider your anxiety when your inbox is jammed with unanswered messages. The makeup and tidiness of your inbox is a reflection of your habits, your mental health and, yes, even the way Mom and Dad raised you." I always knew my obsessive packratting said something important about me as a human being.
And I did (and still do) fit the clutter definition. I currently have about 1500 gmails, and I long ago stopped paying much care to them other than scanning and letting go. Google takes care of the rest.
I have on file (old computers, old e-mail clients (elm, pine, thunderbird, on and on)) about 15 to 20 thousand e-mails, and it's always been a dilemma what to keep and what to throw away. What to deem important and what to forget. Ultimately I wrote my own software to manage my e-mail, wrote an inverted index machine (more than ten years ago, and did it as a shell script(!)). That took care of most of my needs and certainly surpassed the features of any e-mail clients at the time.
But with that system I had the added anxiety of modifying/creating/maintaining my home-grown e-mail management software. Sigh.
Now, with gmail, most of the features I needed (but not all) are provided and implemented much better than I ever did. If I can remember just one or two words from an important e-mail, it's almost always enough to retrieve the desired note using gmail index. I don't even bother marking things as important. If they're important, they come up.
From the article: In Greensboro, N.C., Internet consultant Wally Bock keeps his inbox down to a manageable few dozen messages. He credits his sense of order to "having disciplined parents who made that a value." . YOu don't have to do this anymore with gmail. There is virtually no difference between e-mail that is "there", or "archived". Of course there is a difference if it is deleted, but why bother? For most users, gmail gives enough storage to not need to distinguish between throwing something away or keeping it.
Also from the article: A saner way to pare down an inbox is to move email into folders, by subject or need for follow-up, and once a week set aside time for inbox housekeeping. Again, with gmail, not necessary! If you can remember a few key words, you're golden!
And, I wonder at this recommendation from an "expert" in the article: University of Toronto instructor Christina Cavanagh studied hundreds of office workers for her book "Managing Your Email: Thinking Outside the Inbox." One of her subjects, a finance executive, had 10,000 emails in his inbox. She advised him to simply delete the oldest 9,000. Insane! And dangerous! Let Google manage that, and avoid the risk of "suffering the consequences" for stupid management techniques.
Since I've "switched", my e-mail life has been virtually stress free, and how and what I manage with e-mail has improved my day to day management of communications dramatically. This is close to life (in e-mail) as it should be.
YMMV
Full of spam? :(
Let's take people from two different extremes and generalize statements about non-extreme people from that.
I have 1,215 messages in my inbox and all of them have been answered. I keep them because it's a "paper trail" for when someone asks me about it again in 6 months.
My inbox is full of ads for a bigger penis, to get chicks, to make lots of money, etc. I wonder what this says about me. :/
Myself, I'm a hoarder with organization. I save EVERY email somewhere (except for spam which gets cleared out once and a while). Things get filed away as soon as possible. I read it, then I file it. The exceptions are the things I want kept at my attention. Open orders, ongoing discussions, and the last letter from a select friend or two are always in there. If I'm done with it, it's filed. I'd have mail going back 6 or 7 years if it wasn't for a hard drive crash. As it is, it only goes back about 2 or 3.
Now the thing I finder interesting is my parents. They use AOL and are self taught. I've been moving them over to gmail but their habits have stayed with them.
The thing you have to understand is that AOL has this really queer behavior where if you've read an e-mail, it will delete it. If you read an e-mail and then leave AOL, it gets moved somewhere. After that, it quickly gets deleted automatically. I'm not sure why they do this, but it is the behavior I've seen. So if you want to keep an e-mail, you have two options. You can save it somewhere in another folder (which they do sometimes), or you can click "keep as new" (marks the message unread). So anything they think they'll read again gets marked "keep as new". This means they always have "new" mail. They can't look and see "I have 2 new messages" because they are ALL new messages (so they would have to remember the previous number).
But by and large they are deleters. When they are done with an e-mail unless they think they have a good reason to save it, they just let it get deleted (or recently they have been speeding it up by pressing delete).
Comment forecast: Bits of genius surrounded by a sea of mediocrity.
I get roughly 5-10 personal e-mails on a daily basis in my gmail inbox(not including responses). I keep every e-mail. I respond to most. It keeps a trail of what has been said and done so 2 years later when someone asks if you have that program that they sent you, you can say YES. All you have to do (in gmail at least) is perform a search. I'm a supporter of not deleting e-mails. It gives you deniability and you never have to think "Darn, I wish I had that file that John Q. Nobody e-mailed me"
To understand recursion, one must first understand recursion...
Slashdot: Failed Car Analogies. Amateur Lawyering. Anecdote Battles.
I have that problem not with e-mail but with media I have downloaded. Instead of watching TV through cable I download TV shows and I find that even though I will never watch the series again I keep all the episodes. I have even bought larger hard drives and now have 750GB of space. This is a total waste of money but I find I can't delete them. I suposse its related to collecting things like beenie babies or spoons or whatever.
Keeping your inbox empty (and generally being organized) is a skill that some people have naturally, and others don't. Those that don't, can learn it quite easily.
:-)
It always amazes me when I see people who are incredibly disorganized, have to expend so much effort to find things, who basically are always just one big mistake away from burnout, when they could learn some basic organization skills and work SO much more efficiently.
And for some reason these people say that being disorganized is being "creative" or something like that. Uh? Unless you're some kind of performance artist whose medium is a desk, papers, and computer, you should learn to focus your creativity in your work or whatever it is that you're trying to accomplish. I've seen the studios of famous artists who paint crazy, disorganized, abstract paintings.. they are often neat and clean and all the tools, like brushes and paints, are in a row, ready to use. These people have learned to focus their energy on their work, and not trying to find the Cadmium Yellow in that pile on the floor.
Another thing about being disorganized: it keeps you from scaling. Limits the number of projects you can do or the hobbies you can keep track of. What a drag.
Personally I recommend the Do It, Defer It, Delegate It, Delete It routine (found in Getting Things Done and other books). Just practice it for a month and see if doesn't make your life a little bit smoother to see that empty inbox.
The inbox should be used for NEW, UNREAD MESSAGES ONLY!
Even this article gives the impression that a messy inbox is just a "lifestyle choice", or something your parents taught you. Forget it. An organized inbox, desk, computer, etc., will almost always win over a sloppy one. So stop blaming your genes or your parents or the clock and GET ORGANIZED. Especially if you work with me.
The size of your inbox says a lot more about the tools you use to manage your mail.
I think the main thing a large inbox tells about a user is that he uses tools capable of working easily against a large inbox.
With reasonable tools (imap if you keep them on the server, and good search indexes on the client) 50,000 emails isn't unmanageable. With tools that suck (pop if you keep them on the server) an inbox of 100 gets ugly.
I have almost(*) all the email I've ever received since 1986 or so; organized in two mail-folders per year (one for spam). It's quite a few (well, many) gig of email; but interesting nonetheless. It's also quite useful when answering the "didn't you get my email" type questions.
But the primary reason I don't delete them is "why should I - my email client already marks them as 'read', and once it did that, the email is out of the way and no longer bothers me unless I actively search for it".
(*) company data retention policies made me delete some work related emails.
A little advice, in work environment, keep every email and every reply so no one can fuck you over.
Linux O Muerte!
My e-mail box is full of old e-mails because there's no reason to delete them?
At work I keep almost every e-mail I get. I want them all to stay long enough to get backed up (policy is actually that we MUST do that, though it's not enforced) however I've plenty of space, there's no need to delete them. That way, should there be a question about something some months later, I can look it up in the old mail. Once a year or so I trash everything over 6 months old, if it was important I'd have already filed it away in an important folder.
My inbox habits aren't really related to how I do things in my personal life, just to what the technology allows me to do. It's not like I leave the mails waiting because I haven't responded, I just leave them because there's no compelling reason to delete them regularly, and several to not do so.
Thunderbird automatically moves all my emails into the appropriate nested folders automatically. Once an email has been read and dealt with, it is marked read. If there are tasks I have to do based on the email, it is left as 'unread' till I'm done. I have over 25k emails over last 8 years and right now only one message shows as 'unread'
I've never had an email clutter issue. Searching through emails is easy too. My sent mail is organized in nested folders too. Now if only Thunderbird could apply rules to my sent emails automatically.
If it was important, another "have you forget" email will follow...
I used to file or delete everything. I was proud of the low numbers in my inbox as it showed I was on top of it. Now, I've got over 1 TB of storage, and a fast processor. I still file some categories of email out of habit, and every once and a while I throw other categories away. My inbox has over 8,200 emails in it. At any time I can search them by name, date, subject, keyword, even multiple fields. I guess the bust thing about computers is that even if you don't have a meticulous filing system, you can index search and organize things anyway. Works for me anyhow.
San Francisco Photographers
Dont delete them. Archive them, and 5 years from now go back and see if you remember what was going on those days. I have gone back a read some old email and some of them made me smile. Funny how everything changes including oneself. This is the closest you can get to a diary, whitout writing one.
The best test environment is production. - Me
chrome://browser/content/browser.xul
I'm sorry, but this has really incensed me! This is absolute crap, I am incredibly organised when it comes to email because it's easy to stay on-top off (well, at least try to.) If an email is important, or it contains information that I will definatly need in the future, I will file it in a subfolder. If it's related to ongoing work, I will keep it in my intray until said work is completed when it will then be deleted. If it's my mother sending me pictures of kitten it will hit the trash before I've even gotten to the end. I wish my life was this organised, but it's just not - my bedroom is always a mess of clothes (until I start running out) and God knows that this place could do with a spring clean! Organising one's "virtual" presence is a hell of a lot easier than physically sorting things out! That felt good :)
"I for one welcome my email sorting and organizing overlord!"
Ever since discovering Inbox Zero, I am a happier man.
For me, this means:
That way I don't have to wonder, "Say, I think there was some email I was meaning to deal with, where was it, somewhere in here, was it last week? And it's such a joy to have a perfectly empty It really is a great methodology / philosophy, and I heartily recommend it.
Of course, I'd have more cred as a gettting-things-done wizard if I weren't reading Slashdot at the moment...
four nine eighteen twenty-7 thirty-nine forty-7 fiftyeight sixty-nine seventy-9 eighty-8 one-hundred-and-nine one-twenty
I like GMail's rules, and obey them in my office:
* Search, don't sort
* Don't throw anything away
No so keen on
* Keep it all in context
There are few things I would not do to have Google, Spotlight, or even grep for my office!
Looks like Jeffrey Zaslow is still living in the internet of ten years ago.
I can't begin to describe how useful it is to keep a comprehensive email history. With a good system of labelling, archiving and searching, anything can be retrieved in a matter of seconds. Every day I query my mail archives: to find old contacts; to recall what was said in a conversation a year ago; to re-read old minutes. I have even taken to emailing memos and reminders to myself so that they can be searched in the same process with my communications.
Have you ever seen people who "save" email in their deleted items folder?
I was astounded when I first observed it. I seen it several times now. No joke.
Who will guard the guards?
I'm keeping all of my SPAM as evidence for the day when I can sue all those motherfuckers.
I used to do that, too. I had this file with all the spam I'd received, back to the first one I ever got: An offer to sell me software to automate sending email to multiple recipients and a list of email addresses.
I recall thinking, at the time: "Oh oh! There goes email. We'll be buried in junkmail within a couple months, once this guy's customers and all the copycats get deployed." (This is time I've most hated being dead-on with a prediction. B-( )
Unfortunately, that was a while ago, when disk space was far more precious. My disk filled up to the point that I had to dump something to keep the system going, and couldn't get expanded in time. The collected spam file was the main culprit so it had to go.
Bantam Dominique roosters crow a four-note song. Once you've heard it as "Happy BIRTHday" you can't NOT hear it that way
Piss off. I'm not doing what you tell me to, and submitting you your repressive inbox-ocracy. I refuse to even consider the idea that an inbox exists.
... and then they built the supercollider.
I have to agree. My inbox is amazingly tidy and organized compared to the rest of my life. I'm not that messy of a person, but I rarely ever store anything in a fashion bordering on organized(it lands where it gets tossed). My only saving grace is my good memory; around 95% of the time I can recall where I tossed an object when I go looking for it 2 months later.
If this signature is witty enough, maybe somebody will like me.
I give every organization its own email address (I realize this isn't unique, but I'm surprised at how few people do it). If the address gets out and I start getting spam, it's a simple matter to redirect that mail to /dev/null. A fortunate consequence of this method is another, easier way of filtering incoming messages: by the "To:" field, rather than hacking together "From:" or "Subject:" entries as needed. So far, I've had no need for any spam filtering solution. I get the most spam from the address listed in my WHOIS records and on my website, but I could start rotating that address if I really cared.
Not to say I'm organized enough to have every filter set up. Still, I usually don't let more than a couple hundred messages build up before I clear them out.
"The universe seems neither benign nor hostile, merely indifferent." --Carl Sagan
Yes, I do exactly the same thing! My external HD is just loaded up with stupid little "funny" movie clips off the net, you know all those lame video clips on joke sites your friends send you, or in my case a lot of music/gear-related videos etc., along with mp3s and music videos I don't even like much anymore (but I "might want to see at some later time")...
... old files from 3 years ago that I only downloaded "temporarily" yet are still there, taking up space...
Sometimes I go through my disk to free up space and I find files and wonder "Why the hell is this still on here?"
Work-related mail is retained forever as a CYA; I file them into per-client folders once the issue is closed, or I create a formal task entry for the issue, or they're superseded by a more recent mail. Gmail is retained forever because it's free; 99% of it is mailing lists (pure discussion) which are auto-filtered. ISP mail is deleted because it's not free (I only have a 40 GB home server); a fair chunk of it is mailing lists (where I may need to do stuff in response) which are auto-filtered.
My wife has this weird thing about creating category folders, and then sub-folders for the individual people she talks to, with an auto-filter for each sub-folder. Migrating that monstrosity from OE to Thunderbird was Not Fun (tm).
Right now, my email client says I have 2667 messages in my in-box. The oldest message I have dates back to January 31st, 2006. While most of these emails aren't very important, and it certainly wouldn't do much harm in deleting them, it seems to me like there isn't any reason to delete email that is less than a year or two old. My .evolution folder is only taking up 122.3MB out of the 1TB in the machine, so it's certainly mot a matter of running out of storage space. Organization is accomplished with Search Folders in Evolution, and if I need to find anything searching is fairly snappy. Given that there aren't really any down sides, I don't see any reason to not keep email around for a year or two, just in case. It's not like storing actual letters where they could pile up and take up real physical storage space, be difficult to search through, etc.
Especially when so much business correspondance takes place via email, isn't it better to be safe and keep things around "just in case" than sorry if you happen to need them?
Famous Last Words: "hmm...wikipedia says it's edible"
I archive everything that I probably can't get in a store in a few years. Why have Season 1 of the X-Files taking up space when Best Buy is already archiving it for me? The best things to archive are the old cartoons that aren't politically correct anymore, funny or propaganda commercials (anti-drug), and live events like news. The best is NFL football so you don't have to watch the edit job done by NFL Films later on.
I stopped deleting messages from my email boxes long after I stopped sorting out into which folders I download files. These hierarchical DBs are useless for nearly everything but long transaction lists. When I want to find something, I use a search function. When I want to associate different items, I create links. I rarely know what I'll need to find, or how it relates to what else I'll have stored, when I first receive or create it. All those relationships are virtual, views and links - ways of using the data that's not directly related to where I store it.
--
make install -not war
I used to adminster a number of OS X machines, and I always thought that spending 5 minutes on a user's machine could tell me more about their brain than working with them for years. Email tidyness is just the tip of the iceberg:
It's all a window straight into their soul.
I use my inbox as a spam-trap. I have filters that automatically route anything to a valid email address to a specific folder (depends on the address) and so anything that is remaining in the inbox should be spam that has slipped through the spam filters.
This tends to be 5-10 messages a day (filters low to avoid false positives) and maybe once a month or so I get a real email that remains in the inbox.
I currently have about 50-70,000 emails in my mail client with another 250,000 archived...
[All Your Fish Are Belong To Us]
Defer it -- not tonight dear, I have a headache
Delegate it -- go fuck yourself
Delete it -- I'm leaving you
Never delete and never respond.
Is that bad?