You need effective and efficient ways to process all the information coming at you: email, messages, information from your direct reports and co-workers, project news and action items, lions, tigers, and bears, oh my!  Plus, you need methods which are scalable.  Some methods work fine at first but not when your responsibilities and scope expand.  

It’s a mix of principles (e.g., separate the processing and action, use your calendar for planning your work time, use reminders) and tactics which are specific to the tools as they evolve.

Email

Don’t live and work out of your Inbox.  Avoid the temptation to live in “react” mode all day. Scrolling up and down a long list of emails is not the best way to prioritize your energy and attention, and wastes time.

Fewer fat folders + Search is better than 120 folders.  You have Inbox and Sent Items by default.  Add @Action, @Collecting (for things which you might need later), and @<significant name> for your main work.  Maybe think about a couple of project-specific folders.

Process emails – read & file, respond if quick, move to @Action folder for follow-through.   You don’t to get to “inbox zero” every day but in the long run there are greater rewards from spending more time in your @Action folder than your Inbox.  Consider doing processing 3x/day (note: this will not work if you’re in a support role where email notifications need to be acted upon quickly). 

Work offline in email to avoid being distracted by new incoming messages.  (In Outlook, click on “Work Offline” in the Send/Receive menu.)

Convert email correspondence into calendar time or tasks to follow-through on promises and good intentions.

Calendar

Your calendar is your best friend in managing your time allocation.  It should reflect your personal (e.g., family, exercise) commitments – including vacations– and your time to work on specific projects, as well as scheduled meetings. 

Create calendar entries for the day for things which need to get done that day but not necessarily a specific time of the day. Check “All Day” and make it Free; it will appear as text at the top of the day view.

Squeeze meeting length down.  Better that a 30 min meeting runs 4 min long than an hour was spent on something that didn’t deserve it.

If you have an upcoming deliverable, or a meeting to prepare for, schedule working time days and weeks in advance.  You can move these “appointments with yourself” if necessary but try to keep your commitments.  It’s also helpful to be able to say, “I had something else planned for that time. Could we meet a different time?”

Schedule some time at the end of the week to look ahead 2-3 weeks for upcoming events and obligations – and add work time and meetings to your calendar accordingly. 

Tasks & Reminders

Some people are good with message flags but that didn’t work for me.  I do better with tasks.

Capture tasks quickly. Ctrl-Shift-K opens up a new task.  Type a few words, set a reminder date, and Ctrl-S to save.  Then you’ll be reminded at just the right time, and your brain can go to other things. 

Task reminders are a powerful way to keep track of items with your direct reports:

• “Ask Becky about her meeting with Legal on XYZ project”
• “Did soccer season begin for Michael’s team?”
• “Adriana and I agree to look at communication training in Q2”
• “Did Rissa send the email as promised?”
• “You promised to get back to Evonn on her question about ____”

Task reminders are also useful for keeping up with external contacts, remembering birthdays and special events, and remembering to get presents for that special occasion that creeps up on you every year.

Instant Messaging and Chat Channels

Useful for quick notes, check-ins. My suggestion is to only use these for information exchange where the content won’t be significant to retain beyond the same day. 

One-on-Ones with Direct Reports

Always clear your head before a one-on-one so you can listen well. Never go into a one-on-one without a plan.  Between meetings, keep a running list about items you want to discuss with the person.  Review your notes from the past couple of one-on-ones to help you prepare.

I like the manager-tools.com approach: A weekly meeting.  First half is for them, second half is for you.

Listen as much to what is unsaid as to what is said.

Take notes – what you talked about, key deliverables, upcoming events, personal items.  Paper is good for in-person conversations.  I’ve been using OneNote while on Zoom.

Set reminders and follow-through calendar times after your meeting.

Use your notes as input for mid-year and end-of-year performance review.

Meetings with your peers and your boss

Very similar to meetings with your directs – except you don’t have positional authority.  The practices of preparation, listening, and follow-through are the same.

Other tips:

• Learn keyboard shortcuts in Outlook.  Saves you tons of time. Limits repetitive motion injuries with your mouse.
• Develop an end of the day ritual. Collect up loose ends, do any final prep of materials for tomorrow, know exactly what you need to start on at the beginning of tomorrow, and physically signal to yourself that you’re done for today.
• Memory fails, so keep a notepad and pen handy for quick notes to yourself.  A few 3×5 cards in your pocket works well when you’re moving around.  Some people can work quickly enough on their phone that it works for them.  It’s still nice to be able to leave a note with someone, or at their desk.  
• Corporate digital systems are not private.  Treat them like mailing a postcard or posting on a public library bulletin board.  
• These practices are about being effective, not being perfect. 

Resources:

Getting Things Done   (summary)

Deep Work (summary)

Manager Tools – massive collection of podcasts

Leadership literature is filled with books and advice about getting out front, confidently expressing your vision for the future, devising offensive and defensive strategies, and winning on your own terms. 

The Jehoshaphat model is quite different, with a remarkable outcome.  Jehoshaphat was the king of Judea, quite a small nation and militarily weak compared to its warring neighbors.  Let’s read the account in 2 Chronicles 20, as translated by Eugene Peterson, and then I’ll point out some key differences.

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Some time later the Moabites and Ammonites, accompanied by Meunites, joined forces to make war on Jehoshaphat. Jehoshaphat received this intelligence report: “A huge force is on its way from beyond the Dead Sea to fight you. There’s no time to waste—they’re already at Hazazon Tamar, the oasis of En Gedi.”

Shaken, Jehoshaphat prayed. He went to God for help and ordered a nationwide fast. The country of Judah united in seeking God’s help—they came from all the cities of Judah to pray to God.

Then Jehoshaphat took a position before the assembled people of Judah and Jerusalem at The Temple of God in front of the new courtyard and said, “O God, God of our ancestors, are you not God in heaven above and ruler of all kingdoms below? You hold all power and might in your fist—no one stands a chance against you! And didn’t you make the natives of this land leave as you brought your people Israel in, turning it over permanently to your people Israel, the descendants of Abraham your friend? They have lived here and built a holy house of worship to honor you, saying, ‘When the worst happens—whether war or flood or disease or famine—and we take our place before this Temple (we know you are personally present in this place!) and pray out our pain and trouble, we know that you will listen and give victory.’

“And now it’s happened: men from Ammon, Moab, and Mount Seir have shown up. You didn’t let Israel touch them when we got here at first—we detoured around them and didn’t lay a hand on them. And now they’ve come to kick us out of the country you gave us. O dear God, won’t you take care of them? We’re helpless before this vandal horde ready to attack us. We don’t know what to do; we’re looking to you.”

Everyone in Judah was there—little children, wives, sons—all present and attentive to God.

Then Jahaziel was moved by the Spirit of God to speak from the midst of the congregation. (Jahaziel was the son of Zechariah, the son of Benaiah, the son of Jeiel, the son of Mattaniah the Levite of the Asaph clan.) He said, “Attention everyone—all of you from out of town, all you from Jerusalem, and you King Jehoshaphat—God’s word: Don’t be afraid; don’t pay any mind to this vandal horde. This is God’s war, not yours. Tomorrow you’ll go after them; see, they’re already on their way up the slopes of Ziz; you’ll meet them at the end of the ravine near the wilderness of Jeruel. You won’t have to lift a hand in this battle; just stand firm, Judah and Jerusalem, and watch God’s saving work for you take shape. Don’t be afraid, don’t waver. March out boldly tomorrow—God is with you.”

Then Jehoshaphat knelt down, bowing with his face to the ground. All Judah and Jerusalem did the same, worshiping God. The Levites (both Kohathites and Korahites) stood to their feet to praise God, the God of Israel; they praised at the top of their lungs!

They were up early in the morning, ready to march into the wilderness of Tekoa. As they were leaving, Jehoshaphat stood up and said, “Listen Judah and Jerusalem! Listen to what I have to say! Believe firmly in God, your God, and your lives will be firm! Believe in your prophets and you’ll come out on top!”

After talking it over with the people, Jehoshaphat appointed a choir for God; dressed in holy robes, they were to march ahead of the troops, singing,

Give thanks to God,

His love never quits.

As soon as they started shouting and praising, God set ambushes against the men of Ammon, Moab, and Mount Seir as they were attacking Judah, and they all ended up dead. The Ammonites and Moabites mistakenly attacked those from Mount Seir and massacred them. Then, further confused, they went at each other, and all ended up killed.

As Judah came up over the rise, looking into the wilderness for the horde of barbarians, they looked on a killing field of dead bodies—not a living soul among them.

When Jehoshaphat and his people came to carry off the plunder they found more loot than they could carry off—equipment, clothing, valuables. It took three days to cart it away! On the fourth day they came together at the Valley of Blessing (Beracah) and blessed God (that’s how it got the name, Valley of Blessing).

Jehoshaphat then led all the men of Judah and Jerusalem back to Jerusalem—an exuberant parade. God had given them joyful relief from their enemies! They entered Jerusalem and came to The Temple of God with all the instruments of the band playing.

When the surrounding kingdoms got word that God had fought Israel’s enemies, the fear of God descended on them. Jehoshaphat heard no more from them; as long as Jehoshaphat reigned, peace reigned.

-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-

Notice the “unconventional” elements of Jehoshaphat’s leadership in this moment of extreme crisis:

• He points everyone to God.  He declared a nationwide period of fasting and prayer.  He meets with them at the Temple, the acknowledged place where people could meet God and hear from God.
• He prays in full view of the nation, expressing helplessness in the face of military might.  “We don’t know what to do; we’re looking to you.”  Here’s the king, in front of every citizen, identifying with his people, humbling acknowledging inability and uncertainty.
• He doesn’t say, “That’s crazy talk from a lunatic.” He concurs with the words of the prophet – “this is God’s war, not yours” – and encourages his people to trust in God (not himself).  
• He doesn’t just hunker down behind the walls of Jerusalem.  They go out to face their enemies.
• He arranges for a choir to go ahead of their small army.  No stealth approach here!  
• He never takes any credit for their rescue from their enemies. Jehoshaphat directs people back to praising God for their blessing.

Are you facing a crisis?  Deep uncertainty?  What elements of the Jehoshaphat model do you need to consider?

“Control what you can control” is a theme woven throughout great literature: 

• Enchiridion of Epictetus
• Meditations of Marcus Aurelius
• The Odyssey by Homer
• Sun Tzu’s Art of War
• Shakespeare’s plays
• Essays of Francis Bacon
• Von Clausewitz’ On War
• The Art of Motorcycle Maintenance
• And many more…

First, and foremost, control yourself.  “A man without self-control is like a city broken into and left without walls.” (Proverbs 25:28)  Self-leadership is foundational. 

Consider different scenarios and possibilities, including black swan events.  Get different perspectives, especially uncomfortable views.  Play chess – think at least 2 moves out. Take steps to guard against downside risks.  

Create action plans that preserve your ability to pivot.  Stay well-balanced, on the balls of your feet. 

Consciously devote no energy to what you cannot control.  Be at peace with the reality that you cannot control everything. 

All this wisdom is in the category of “Simple, not easy.”

It happens frequently – someone mentions a date, an event, an opportunity, a concern.  You think “I need to ask about that later.”  It’s important but fleeting information, easily lost as you go on to the next thing.

Maybe you’re the kind of person who remembers at just the right time.  I almost always fail to remember. I get distracted. 

I let a computer system do the hard part for me.   I use Outlook reminders to bring something back to my attention at just the right time.  It’s an investment of seconds.  Ctrl-Shift-K. Type a reminder, set the date/time, and save.

Some examples:

Mike tells me he is going to see his ailing mother on Friday, and is taking the day off.  I set a reminder for Monday: “Ask Mike re: mom visit.”   

Susan mentions an important meeting on a big issue on Wednesday during her 1:1 with me.  I set a reminder for Wednesday afternoon: “Check in with Susan about meeting yesterday on ___”

A colleague leaves to take a position at another company.  I set a reminder for a month out to drop him a message and check in with him on LinkedIn.

I agreed to visit again next quarter with my boss about an issue.  I set a reminder the first week of the next quarter.  

My direct report promised me a draft presentation by Tuesday next week.  I set a reminder for Tuesday mid-day, “Did ____ send draft presentation as promised?”

Help yourself act on your good intentions.  Use reminders to do what you need to do, at the right time.  

One more benefit:  You free up so much space in your head for creating and planning, because your brain can relax and not try to keep up with all the open loops.

Leadership has been summarized as “Think. Decide. Communicate.”  Decision-making is crucial.  It’s a disciplined practice. Build on what others have already mastered to become a great decision-maker.   I recommend these three books in particular:

Reading these takes to the brink of experience.  Practice comes next.  Take notes on how you made decisions, and how they turned out.  Reflect so you can improve.  Remember that the right decision does not always lead to the desired outcome.

In recent years I’ve noodled more on the role of place in our lives, and the role of luck.

I grew up with in a relatively rural part of West Virginia. I spent many hours tramping around in the woods along the Ohio River, and even more hours reading books at the house. My parents moved into that community when I was five. I think we were always politely considered outsiders and not “from there” right through my high school graduation. Our family lived at the edge of Appalachia. I could escape its gravitational pull more easily than most of the people living there.

I had an early grasp on the core dignity of this community even amidst brokenness, bigotry, and pain. They were proud and people knew how to work. There were things to admire and awful things I wanted to flee. I was eager to move out and be among more enlightened people who would help me on my path to winning a Nobel Prize. 

It wasn’t until I moved to Cleveland for college that I understood a bajillion people considered me an uncultured hick.

This was the period I first began considering the role of luck in my life.  What if my parents had not met in college and married? What are the odds that one sperm cell from my father successfully fertilized the egg cell, and all the development proceeded in utero?  What if cleft palate surgery had not been available?  What if I did not have two loving parents? What if I had been born in a different country? What if my teacher had laughed and embarrassed me when I wrote that essay about winning the Nobel Prize – would I have pursued science? What if I had been maimed or killed in those “I should have died” moments? How much luck and random factors am I not even aware of?

I’ve considered all the later steps in my life, too – grad school choice, meeting my wife, kids, moving to Iowa for a new job, friends, churches, mentors, international travel experiences, some medical incidents. Many, many things could have gone so differently. The interaction of place, people, and luck is extraordinarily dense.

What do I conclude? I should call it all unmerited grace.

You can extend this thinking to grand historical events. What if China had continued exploring west past India and Ethiopa in the 1400s, instead of turning inward for centuries? What if Spain and Portugal never found gold in South America? What if the Spanish Armada had succeeded? What if Britain had re-acquired the United States in the 1790s or in the War of 1812? What if the Roman empire had endured another 600 years, or the Nazis continued to rule Europe rather than be defeated? And on and on. Major historical trends pivot on peculiar events.

As Han Solo told Luke Skywalker, “Don’t get cocky, kid.”  

This is one of my favorite photos. It won a Pulitzer Prize.  It inspires me to this day.

Here’s the story: 

An older couple in a boat on the Des Moines River unwisely got too close to a low-head dam.  Only the wife was wearing a life jacket.  The husband disappeared as they went over the dam.  (They recovered his body days later.)  The woman was helpless caught in the cycle of the waters, pushed down, down, down, then pop up because of the life jacket, only to be caught and pulled down again.  This happened again and again.  The forces ripped most of her clothes off.  She was completely helpless and could not escape in her own strength.

A construction crew was building a pedestrian bridge close to the dam.  This is in downtown Des Moines.  People on both banks watched in amazement as one man leapt into the crane while the other chained himself to the end of the steel cable.  The crane operator lowered his buddy down close to where the woman would pop up.  This picture was taken just before he reached her.  He was very strong and held her while the crane operator swung them both up and over to the bank.

I saw this guy interviewed on the local news. “I knew I was safe,” he said.  “I was chained in.  I just decided I wasn’t coming out of there without her.”

Remember this story when God uses you to reach out to help others, especially those who cannot help themselves and are in extreme danger.  The love of Christ is infinitely more powerful than the steel chain that kept this man safe.  God is far more skilled than that brave crane operator.  Make the decision that you won’t come out of there without her.

Blockchain has enormous possibilities as part of the digital infrastructure.  Bitcoin, the most well-known cryptocurrency, is only one application.

I never bought any Bitcoin, even though I saw it as inevitable.  (One of many times I didn’t act on my certainty!)  Bitcoin, Ethereum, and other cryptocurrencies will continue to grow.  If nothing else, there is a deep distrust of sovereign currencies, and a desperate hope of investment returns when most all else is struggling.  Western governments outlawing cryptocurrencies would generate huge backlash.

I think Bitcoin will be significantly limited by the relatively low throughput for processing transactions on a decentralized blockchain.  There is significant and encouraging recent progress in improving speed.  One can forecast see events unfold when it will become very convenient for governments to decry the massive computation costs of blockchain.  I think data centers overall are still consuming ~5% of the world’s electricity supply, and an even higher percentage in some areas.  “These bitcoin miners are exploiting electricity you subsidize, and they aren’t paying their fair share.”

The issue I’ve given the most thought to is a digital currency backed by a government. China has made the first move.  Most Americans are already executing 90%+ of transactions digitally, and it’s even higher in many parts of the world.  Cash is still very useful for criminals.  The global financial house of cards gets shakier, and potentially “resets” – VERY painful – it could be an opportune moment to institute a government backed digital currency.

Digital currency could “solve” multiple problems for a central government:

• A tool against crime and corruptions. All transactions monitored.  All debts known and potentially centrally managed.
• We don’t even need the fiction of “printing” money.  If we need more, we expand it.
• After a time, there is no longer the expense of producing physical bills and coins.
• The overhead of delivering welfare, paying for Medicare expenses, etc. could be much lower than existing “We’ll send you a check.”  The lower expenses would probably offset the value of the “float” that the government enjoys today. UBI would be trivial to implement. 
• Taxation can be optimized.  In principle, a central agency would have sufficient information to tell you what your tax bill is, get a quick confirmation from you, and settle it.
• “Garnish your wages?” “Required to pay alimony or a fine?” Done.
• Restructure outstanding debt via a digital IOU to be delivered on a schedule later.

Here’s the biggest factor: Digital currency is programmable.  “New regulations went into the algorithm the day after Congress approved it.” “Oh, Glenn, you already have more than X in your 401K, so your interest rate will be lower.  Your son’s interest rate will be higher.”  “Your social credit score is low; no UBI for you this month.”  “No one should have more than Y in a private account for retirement because the government is here to help you.  We’re reallocating funds to people who deserve it more than you.”  “The government algorithm has determined that you do not qualify for a loan.”

A massive government can readily persuade the majority to go along.  “You’re already mostly digital now, this is just a final half-step.” “You’ll receive a fair exchange for your existing dollar-monetized savings and assets.” If a digital currency is the only way to get paid by the government, or receive aid, could you object?   If there is only a short window of time to “redeem” bills and coins, then they can enact stiff penalties for anyone using no-longer-legal tender.  I presume the US government and most other governments would come to some new agreement about currency exchange and information sharing – especially on information available about US Citizens’ financial activities in other nations.  Private banking would be forced to adapt.  They would be in the same position as doctors and hospitals in a Medicare world, or Proctor & Gamble in a Walmart world.

Cryptocurrencies get past the “can I trust this?” by using a distributed general ledger; it’s practically impossible to alter it and deceive others.  I don’t think the US government would use a blockchain approach for a digital currency.  They’d use the same capabilities as credit card companies.  They might have fancy language and lofty statements, but it will fundamentally come down to “trust us, we’re your government and we’re here to help you.”

There are definitely upsides to a digital currency. The problem is I see zero-to-few methods for citizens to hold government accountable when money can be programmed.  I see tremendous potential for abuse.  Despite language to the contrary, financial forensics is likely to be even more difficult than it is today.  Designing safeguards will be crucial to establish trust. One of the ways our forebears spoke about the nature of man was this: “King David was a man after God’s heart, but you’d be wise to keep your daughter away from him.” 

What do you think?

Let’s talk civic infrastructure. (I’m limiting my comments to the US situation, even as similar opportunities exist in many countries.)

Imagine you’re on a presidential task force to prioritize infrastructure opportunities which best help business growth, citizen health and opportunity, and strategic advantage.  You get to explore public+private options which also create jobs.   What would be on your list? Which are the highest ROI, most enabling opportunities and could not be accomplished with private-only, bottom-up, local efforts? 

I have a short list:

• Inexpensive, abundant, ubiquitous electricity – with a hardened, robust transmission system
• Retrofitted water, sewer, and water treatment (we lose something like 20% of piped water because of old leaky pipes in some metro areas)
• Repaired roads and bridges
• Ubiquitous broadband for all citizens

So many desirable things become derivative possibilities as these come into effect.  Electricity is simply fundamental.  We need more, and our patchwork grid is long-overdue for an upgrade. Civilization and health depend on sewage treatment and access to clean water.  Not everything can be digital, and good roads and bridges facilitate moving people and physical materials safely. Ubiquitous broadband opens all kinds of business, schooling, and tele-doc opportunities in every physical location. 

All construction jobs are temporary, project based, but these are massive projects in a thousand locations, so the government-facilitated investment would create many excellent jobs for several years.  It’s healthier for government investment to flow through jobs rather than direct payments to unemployed people.

Now, counterpoint to top-down efforts.

I’m long on people but hold short positions on government and bureaucracy.  Here is a test I use:  when politicians and bureaucrats use the word “people” do they like the idea of people, or actual individuals?  Are “people” an abstract means to power and authority?   Also, there are inherent limits to the lasting ability to shape behaviors in positive ways from the top-down because it’s almost always threats and incentivizing on unsustainable dimensions.

There are a few achievements we can only accomplish as big comprehensive efforts.  Everything else of value is best accomplished bottom-up, beginning with the opportunities in our immediate families and neighborhood and community groups.   

My great aunt Martha Gen used to say “What hast thou in thy hand?” when a question came up about how to accomplish something.  She was citing the Exodus story where God empowers Moses to use his staff. 

We can fret anxiously about all the problems in the world.  We can say “Someone should do something about that!” and go back to watching Netflix.  Or we can challenge ourselves to do what we can, where we are, with what we have, together, right now.  Everyone reading this has someone in their sphere of influence who need help that you can provide.  Think and serve locally.  Let love and energy and skill and experience flow through you to individuals and neighbors.  

I recommend two techniques to minimize avoidable failures. (There are factors outside of your control which create risks; these are also useful to devise strategies to mitigate risks you cannot eliminate.)

The first technique is the “pre-mortem.”

 Use your Imagination to think forward in time, asking the question “What are all the reasons this project or plan could fail?”  Test all your assumptions. Check from every perspective. It helps to make this a group exercise because every individual is somewhat blind to risks, or miscalculates.  Use your leadership position to make it safe to surface problems and discuss weaknesses.

Adjust your plans based on what you discover in the pre-mortem.

The second technique is to designate “the devil’s advocate” to intentionally scrutinize and criticize. 

The phrase “the devil’s advocate” has a delightful origin. Centuries ago, the Catholic church leadership realized that the process of canonizing saints had become pure politics, only looking at the good works of candidates.  They established a new practice. The pope appointed a cardinal to act as the “devil’s advocate” to speak about a candidate as the devil would — flaws, faults, etc.

Consider this strategy when you are planning an event, a project, or a change management effort.  Consciously appoint someone as a designated critic to find every flaw or potential problem.  This can work better than an all-group “pre-mortem” because the designated person has been given the assignment to say hard things and point out problems. 

If you’re working alone, then consciously adopt the persona of the devil’s advocate to critique your own plan.  Use both techniques to sharpen your plan, eliminate avoidable failures, and mitigate risks from factors you cannot fully control.