Is the 20/20 Rule for You

“I’ll keep that, just-in-case …”

How many times have you held on to an item just-in-case you need it later. Perhaps it was some extra band-aids in your travel bag, or an Allen wrench from that bookshelf you built, or an old phone charger that might fit another device. All these things seem useful to keep about just-in-case, but are they worth the space they take up in your cabinets or drawers?

The Minimalists are Emmy-nominated Netflix stars and New York Times–bestselling authors Joshua Fields Millburn and Ryan Nicodemus. They describe the category of just-in-case items this way:

We often hold on to things just in case we need them: We don’t let go because we might need something in some far-off, nonexistent, hypothetical future. We pack too much stuff in the remotest chance we might need something for trips and vacations.

We needn’t hold on to these things just in case: We rarely use our just-in-case items—they sit there, take up space, get in the way, weigh us down. Most of the time they aren’t items we need at all.

So how do we decide what to keep and what may be thrown away? The Minimalists developing a simple test that they call the 20/20 rule.

Anything we get rid of that we truly need, we can replace for less than $20 in less than 20 minutes from our current location.This theory likely works 99% of the time for 99% of all items and 99% of all people—including you.

To their point of view, this means that most just-in-case items don’t earn their keep. In their own experience, almost none of the items they have thrown away have ever been needed again!

I invite you to take up their challenge and see how many of your just-in-case items are truly clutter.

A Downside to Efficiency?

One might think that having a website called the Efficient Librarian would mean that I am all in for efficiency. To an extent, that is true. Most of the time it makes sense to find the simplest way to complete tasks to save time and energy. For example, making a habit of the Two Minute Rule makes sense to move forward on quick tasks as soon as they show up.

However, there are situations in which efficiency has a downside. Too often we get locked into one way of thinking. This leads to doing things efficiently but never questioning why they are being done in the first place! For example, several years back I learned that my library system was compiling a very specific quarterly statistics report. When asked what we did with the numbers, the reply was that the final report was being placed in a drawer and never used. In the past there might have been a purpose, but it no longer applied. I immediately told them to stop compiling this report and everyone was relived.

Photo by Christina Morillo on Pexels.com

Additionally, efficiency can be the enemy of experimentation. If new ideas and approaches are needed, doing the old ways more effectively is worthless. Therefore, it is helpful to regularly take time to reflect on our systems. Asking the following questions may provide insight:

  • Why are we doing this?
  • What value does this produce?
  • Is there something else we could be doing instead that would be more valuable?

Even if the task remains valuable, there may be better ways of doing it, either through technology or a newly discovered best practice. Changing over to a different approach will be less efficient while it is implemented. However, the savings over time as the new approach sinks in reaps benefits.

For example, a dozen years ago my library system went all in on self-check and self-return technology. Staff definitely had a learning curve in understanding the new systems and teaching the public how to effectively use them. However, time savings for staff along with fewer repetitive stress injuries made the transition worthwhile. In fact, it did not take long for staff members to openly wonder why we didn’t make the switch sooner!

For homework, take time this week to look at one of your systems or tasks. Ask the questions above to determine if it is useful to continue doing it. You might be surprised by the results!

Choosing What to Do: The Steps for Engagement

Did you know the secret to getting things done is to do actions that get things done?

I know that sounds like a big “duh”, but in honesty people frequently get hung up on their next move. Even if they have defined their work, decided on next actions, and have their lists available, picking the precise thing to do in any given moment can still trip up overthinkers. Thankfully, David Allen has thought through the process of engagement, which is the fifth stage of the GTD workflow process. On his website he shared tips to help decide which action to do next.

When it’s time to Engage, people often ask how to choose from what may be long lists of tasks to do. That’s when it’s helpful to use the criteria for choosing:

Context – What place, tool, or person will the action require? This is the first limitation for choosing–it has to be. If you’re not in the right place, don’t have the right tool, or access to the required person, you can’t take the action.

Time available – How much time do you have to take the action? If you have 20 minutes, only consider actions that you think will take less than 20 minutes.

Resources – What is your energy like to take the action? Have you been in back-to-back meetings all day and you’re tired? Or are you just finishing your morning coffee and feeling alert and enthusiastic? You’re probably already considering this more than you realize when you choose what to do.

Priorities – What’s the most important one to choose based on your roles, goals, long-term strategy, and purpose?

David then goes to share how to use the Horizons of Focus to narrow down your priorities along with a description of the three-fold nature of work. What to learn more? Click over to the Getting Things Done website to find out!

Effective Email Etiquette

On Thursday January 25, I will return as a virtual presenter to the Wild Wisconsin Winter Web Conference. In 2020 I spoke on the topic of Developing Motivated Cultures (recording available through this link). This year I will share tips and tricks on Effective Email Etiquette. As a resource, the script for my talk is now posted on the Efficient Librarian website.

Here is the start of the presentation.

Effective Email Etiquette – How to Ensure Your Messages Are Understood

All of us send email every day. However, have you ever considered what makes for an effective email that will be read and understood by the recipient? As a primary means of communication with colleagues and the public, it is important to consider the most effective ways to compose email to ensure it is read fully and understood clearly.

Photo by Miguel u00c1. Padriu00f1u00e1n on Pexels.com

Don’t Send that Email … Unless You Have To!

One of the biggest challenges in effective communication is deciding the medium for the message. For many people, email is a common way to share information. In fact, it is often preferred, as implied by the saying, “this was another meeting that should have been an email.”  Yet it does have limits. Here are times when email is appropriate:

  1. Routine communication: Emails are suitable for routine updates, sharing information, and conveying non-urgent messages. If your message is not time-sensitive and allows for a delayed response, email is a suitable choice.
  2. Documentation: When you need a written record of communication, such as project updates, agreements, or decisions.
  3. Scheduling and coordination: For arranging meetings, confirming appointments, and coordinating schedules.
  4. Formal communication: In professional settings, emails are often appropriate for formal communication, such as job applications, official announcements, and business proposals.

Read the full article to learn more about how to be more effective with CC and BCC, writing impactful subject lines, the perils of public records, and more!

Parrells Between Money and Productivity

Have you heard the admonishment that “Time is Money?”

It is an old saying that exhorts us to make best use of our daily actions in order to reap financial rewards. Taken to heart, it would also imply that being productive will increase the amount of money we acquire. Is there truth to this conclusion?

Tiago Forte believes that there are similarities between productivity practices and budgeting. In an article on his website, Tiago shares thirteen parallels that define successful application of both skills. The first one has to do with aligning with a deeper purpose.

“What do I want my money to do for me?” Everything else depends on the answer: if you value freedom and autonomy, your decisions will look very different from someone who values security and stability.

It’s likewise very valuable to ask yourself, “What do I want my work to do for me?” Besides the obvious answer of “provide a paycheck,” the conclusion you come to has profound implications for where, when, and how you work.

If you value creativity and self-expression, but an ever greater proportion of your to do list is filled with administrative tasks, you will eventually experience dissatisfaction and burnout, regardless of how many hours you work or how much it pays.

Another parallel he shares has to do with shifting our thinking. Tiago believes we should let go of what “should be” and honestly accept what is actually happening.

There is a deeply seated human tendency, when things aren’t going how we believe they “should go,” to simply deny reality. We can make up justifications, rationalizations, and excuses effortlessly, and maintain them even when the impact on our health, happiness, and relationships becomes unbearable.

Simply knowing what is happening is half the battle when it comes to money or productivity. Getting a hold on the “current state” requires letting go of the lenses and stories we use to buffer reality and protect our ego. This is why making a comprehensive Project List is so powerful – it lays out the current state of affairs in objective detail, allowing us to make fully informed decisions.

Learn about the other eleven parallels by reading the rest of the article.

New Year Resolution – Purge Your Files

Do you still have a paper filing system? If so, when was the last time you examined it to see if the content was still worth keeping? Often times when we accumulate paper, it becomes a file and forget system. Paper goes in and never comes out, making it ineffective storage.

Yet the value of effective paper filing can be easily overlooked. Files are a useful tool for knowledge workers as they contain valuable information or ideas for future projects. The folks at Getting Things Done (GTD) have some very useful ideas on how to build and maintain your paper filing system. That way the material can add value to your work. The first point they share is to keep the filing simple by using an A-Z system.

People have a tendency to want to use their files as a reminder system in addition to reference, and therefore attempt to organize their files by projects or areas of focus. This magnifies geometrically how many places something isn’t when you forget where you filed it. One (or at least as few places as you can get by with) simple alpha system files everything by topic, author, or company so it could only be three or four places (if you forget where it is.)

Another key piece of advice is to purge paper files once a year. To do this go through each file to see what still have reference value and identify items that can be tossed. I find the period before or after the New Year is a great time to do this as business is usually slower, providing quiet time to organize. As the folks at GTD say a file purge is useful because:

That keeps them from being stale and you from feeling like it’s a black hole you’re putting things into. It gives you the freedom to keep anything you think you might want or need later.

Learn other methods to keep your paper files in order by looking at this GTD sheet.

However, if your focus has shifted away from paper into the digital world, then take time in the coming months to learn the best methods to Build a Second Brain!

Beginner vs Advanced

Have you ever got advice? Of course, you have. The real question is how often has that advice been useful?

The problem with advice is that it may be good for some people, but not for all. Also, some advice is helpful at the start of an endeavor but could be restricting as experience is gained. Tiago Forte recently thought about this problem and wrote his conclusions on his blog at Forte Labs. His primary insight concerns the crucial difference between beginner and advanced advice.

In any given pursuit – tennis, chess, jiu-jitsu, painting – there is a hierarchy of skills that you have to acquire one by one to progress. More fundamental skills lie at the bottom, like the base of a pyramid, and serve as a foundation for more advanced skills to be gained later on.

I’ve noticed that people often want to skip the beginner stages and go directly to the advanced ones. That’s an understandable desire – why spend more time as a novice than you have to? But if you don’t have a strong foundation and try to build too high, your efforts will inevitably crumble.

How do we determine the difference between beginner and advanced advice? Tiago suggests the following:

Beginner advice tends to take the form of an extremely simple, impossible to misunderstand, black-and-white rule.

The more advanced you become, the more options and pathways become available to you, each one tailored to a specific scenario. In other words, you have to choose which advanced strategy is right for you.

How what does this mean for productivity skills? Read the full article on the Forte Labs blog to find out.

How to Tell What Kind of Procrastinator You Are

You do it. Your work colleagues do it. I did it before starting this post. What is it?

Procrastination!

Throughout the day, we all experience that lack of desire to move forward on projects or tasks. Yet, the question is why does this happen? According to journalist Lindsey Ellefson, writing in Life Hacker, procrastination comes in at least six different flavors. In her recent article, she highlights each one, starting with perfectionism:

The perfectionist. You’re worried that your work might not meet a high expectation, so you don’t finish your work or, in some cases, don’t even start it at all.

For each of the six types of procrastination, Ellefson offers a possible solution. For example, with perfectionism:

If you’re the perfectionist, remind yourself that it’s your own personal standards that are stressing you, not necessarily the work itself, and you can do the work by setting realistic, incremental goals before getting started. I struggle with this one, and a tactic that helps me is working out what the absolute worst possible outcome might be if I don’t do well on a task. Even if I get a zero on a test, what will it do to my overall grade? When I think realistically about how I’m almost certainly going to get way higher than a zero—but even if I didn’t I’d be okay—I feel better, and get to work.

To discover the other five types of procrastination, please read the rest of the article. Of course, you could always put off doing this for later …

Thoughts on Management: Improving Meetings and Communication

Adapted from my presentation to the Library Journal Management Training group on Oct. 24, 2023.

No organization can succeed without effective management. Grand strategic plans and lofty visions mean nothing without dedicated middle managers mobilizing the boots on the ground to turn these dreams into reality.

For six years I was a branch manager in the Palm Beach County Library System. Those years were some of the most enjoyable, challenging, and growth inducing I have faced as a professional. During that time, I honed skills and sought understanding of how to make my role more effective not only carry out the library’s mission, but also to support my branch staff in the process. During this time, I discovered that there are many factors that impact managers. Some of the most important ones are running productive meetings, handling change, and practicing effective communication.

Photo by fauxels on Pexels.com

While middle managers are often derided, such as famously on the TV show The Office, for many people they are wonderful positions. A middle manager in libraries is often in a sweet spot where they are close enough to the front lines to see the direct impact of the service, while also far enough back to get perspective and be part of broader system-wide projects. The key tension for managers is handling the responsibilities that flow to them from both above and below. Managers need to ensure that the front-line work is done effectively by offering support and guidance to their staff. At the same time, they must interpret policy and directives coming from administration and communicate those effectively to their team.

Read the rest of the article on the Efficient Librarian web site.