How to handle information overload

Email

• Always bring the inbox down to zero regularly. ‘Regularly’ isdefined by you.
• Never allow anything to be in your inbox > 2-3 days
• If you’re not going to reply in that time frame, you never will.So simply archive it or reply with a one-liner saying you can’tlook into it now.
• If you don’t have anything to add, don’t reply.
• Make sure you are clear on what is the action you are expectingfrom the recipient.
• Reply in bullet points. Because everybodyskims.
• Once you’re done with the email (replying, taking action orreading), archive it.
• If it is not actionable, archive it. Don’t let it remain in yourinbox.
• Use keyboard shortcuts.
• Mailing lists go into folders. I simulate them in Gmail using “Applylabel, Skip Inbox” in the filters. The reason is that mails notdirectly addressed to me are not urgent, so I can process themwhenever I have the inclination. Whatever is in my inbox is whatdeserves immediate attention.
• Minimize the number of times you need to check email. The minimumthat is required for you to stop worrying about it. The beauty ofemail is that you can reply at your pace. Make use of that feature.If you end up constantly checking email, you’re better off resortingto phone calls or instantmessenger.
• [new tip] Before you send the next email, go through thechecklist.

Feeds

• Use your feed reader once in a few days. The world won’t stopwithout you.
• Use a desktop feed reader because it is faster touse.
• Have a ‘Try Before You Buy’ folder where you add feeds. If itdoesn’t turn out to be useful, delete it.
• Have a number in mind, say 100 feeds. If you add a new feed, deletean old feed that is no longer interesting.
• If you end up doing a ‘Mark all as read’ on a feed 2-3 times ina row, delete it.
• Separate them into categories and/or priorities.
• Most importantly, read interesting things. Do not aim for reading500+ blog posts a day. Optimize, don’t maximize.
• Remember that the goal is to derive some value out of this readingand that value is usually knowledge. If it is not helping youtowards that goal, delete it. Don’t think twice, just delete it.
• While working, if you feel the need to distract yourself once ina while or read something interesting, don’t use your feed readerbut use good filters like TechMeme or programming.reddit or a goodlink-blogger on your subjects of interest. Have a separate dedicatedtime for reading feeds.
• Takenotes.Over time, you’ll judge if a feed is useful or not depending onwhether you’re taking (any) notes or not.
• You can also use a mental version of the “McDowellGrid”.

Inlets

• Cut down on the types of inlets – Email, Feeds, Twitter, IRC,Messenger, Phone, etc. (this one is particularly hard for me)
• Spend at least 50% of your time at the computer with all theseinlets shut down.

Focus

• Personally I find productivity inversely proportional to informationoverload. The days when I’m productive and “in the zone” turns outto be the days when I’m less affected by information overload. Thevice-versa is true as well. So if you focus on the right things, theinformation overload problem will get solved by itself.
• Maintain focus by having a todo list. Have a big todo list and thenpick random tasks from that list depending on your energy levelsand get things done.
• Never indulge in tasks outside of your todo list. If you’re not inthe mood for any of them, don’t indulge inwilfing.Go out instead – whether for a walk, or call up a friend or evenread a paper book. If you’re not being productive, just get out ofthe chair.
• Don’t use fancy software for writing lists. Use a good plain texteditor (like Vim).
• Use GTD.
• Use an auto-pilotschedule(I’m still learning this).