Four Ds for Decision-Making

I recently read an article from Microsoft that dealt with better managing ones email/inbox. When I read the fourth tip, I felt it was applicable to much more than just email but to almost any query/request that crosses ones desk. So here goes. The "Four Ds for Decision-Making" model (4 Ds) is a valuable tool for processing email, helping you to quickly decide what action to take with each item and how to remove it from your Inbox.  This inbox can be part of your email system or that tray sitting on top of your desk (you remember them, don’t you?)  Anyway, as you read on, think of the inbox in the broader context.

Decide what to do with each and every message

How many times have you opened, reviewed, and closed the same email message or conversation? Those messages are getting lots of attention but very little action. It is better to handle each email message only once before taking action—which means you have to decide what to do with it and where to put it. With the 4 Ds model, you have four choices:

1.                Delete it

2.                Do it

3.                Delegate it

4.                Defer it

Delete it

Generally, you can delete about half of all the email you get. But some of you shudder when you hear the phrase "delete email." You're hesitant to delete messages for fear that you might need them at some point. That's understandable, but ask yourself honestly: What percentage of information that you keep do you actually use?
If you do use a large percentage of what you keep, your method is working. But many of us keep a lot more than we use. Here are some questions to ask yourself to help you decide what to delete:

·                          Does the message relate to a meaningful objective you're currently working on? If not, you    can probably delete it. Why keep information that doesn't relate to your main focus?

·                          Does the message contain information you can find elsewhere? If so, delete it.

·                          Does the message contain information that you will refer to within the next six months? If not, delete it.

·                          Does the message contain information that you're required to keep? If not, delete it.

Do it (in less than two minutes)

If you can't delete the email messages, ask yourself, "What specific action do I need to take?" and "Can I do it in less than two minutes?" If you can, just do it. 
There is no point in filing an email or closing an email if you can complete the associated task in less than two minutes. Try it out—see how much mail you can process in less than two minutes. I think you will be extremely surprised and happy with the results. You could file the message, you could respond to the message, or you could make a phone call. You can probably handle about one-third of your email messages in less than two minutes.

Delegate it

If you can't delete it or do it in two minutes or less, can you forward the email to an appropriate team member who can take care of the task?
If you can delegate it (forward it to another team member to handle), do so right away. You should be able to compose and send the delegating message in about two minutes. After you have forwarded the message, delete the original message or move it into your email reference system.

Defer it

If you cannot delete it, do it in less than two minutes, or delegate it, the action required is something that only you can accomplish and that will take more than two minutes. Because this is your dedicated email processing time, you need to defer it and deal with it after you are done processing your email. You’ll probably find that about 20 percent of your email messages have to be deferred.
There are two things you can do to defer a message: Turn it into an actionable task, or turn it into an appointment. You can defer emails that require action by putting them in to a Task or To-Xdo list, or putting then into a calendar for future reference and/or action.

Use the 4 Ds model every day

Using the 4 Ds model on a daily basis makes it easier to handle a large quantity of email. Our experience shows that, on average, people can process about 100 email messages an hour. If you receive 40 to 100 messages per day, all you need is one hour of uninterrupted email processing time to get through your Inbox. Our statistics show that of the email you receive:

·                          Fifty percent can be deleted or filed.

·                          Thirty percent can be delegated or completed in less than two minutes.

·                          Twenty percent can be deferred to your Task List or Calendar to complete later.

Of course, if you have a backlog of hundreds of messages, it will take time to get to the point where your daily routine keeps you up to date. It's important to get that backlog down, so I would suggest setting blocks of time aside to work through it. Then, you can really enjoy processing your messages every day using the 4 Ds.

Based on the article from Microsoft at Work:  “Empty your Inbox: 4 ways to take control of your email”

By Sally McGhee   9/26/12

Microsoft reboots Hotmail, Outlook.com arrives

Microsoft is rebranding of Hotmail as Outlook.com, a move by the company to hold its first-place position in free email while pushing the domain as more of a consumer destination, say analysts.

Late July, Microsoft unveiled Outlook.com, a massive overhaul of Hotmail that features a visual redesign, integration with the SkyDrive cloud-based storage service and free online Office apps, and ties with several social networking sites, from Facebook and Twitter to LinkedIn. While Microsoft will run Hotmail and Outlook.com side-by-side for an indefinite period, eventually the company will ditch the former, the company said. Wes Miller, an analyst with Directions on Microsoft, a Kirkland, Wash.-based research firm that only tracks Microsoft's moves, said the shift to Outlook.com illustrates Microsoft's recent focus on consumers. "They're trying to harmonize the value of Hotmail and the Metro design language with the services they already provide," said Miller. "They want to make Hotmail become more of a destination, a place where users spend more time."

Outlook.com, like Hotmail and other free email services such as Google's Gmail, runs advertisements within its browser-based interface. The more time users spend on Outlook.com, the more ads Microsoft can show them. But Microsoft isn't trying to make Outlook.com "stickier" -- a term that describes websites that not only attract users, but keep them there -- using its social media ties.

"I'm not so sure that [social networking] will be the thing that drives people to it, or to use it," said Miller of Outlook.com. "Instead, it will more about how [the service] helps you get things done."

Miller pointed to the integration with SkyDrive and the Office Web Apps -- the in-the-cloud versions of Excel, PowerPoint, OneNote and Word -- as key to Microsoft's strategy.

Outlook.com provides each user with a free SkyDrive allotment of 7GB, and will open Excel, PowerPoint and Word documents with the online apps. SkyDrive is particularly critical to Outlook.com, as file attachments, including those sent by others, are deposited in the cloud, allowing users to send and receive very large files that might choke an email server or be rejected because of size limitations.

Microsoft's used the Hotmail brand since 1997, when it acquired the service for an estimated $400 million. But the brand is old, said Miller, while others have said the service lacks the panache of Gmail among the technology elite. "Hotmail feels dated, it looks like a Honda from the 1990s," said Miller. But the service, while perceived as old-fashioned, continues to be a major Microsoft success: According to recent data from measurement company comScore, Hotmail led the market with 324 million unique visitors last month, compared to 290 million for Yahoo Mail and Gmail's 277 million.

Microsoft could have made the design and integration changes seen in Outlook.com to Hotmail, and kept the older nameplate and domain, Miller acknowledged. But it didn't. Microsoft did not establish a timetable to retire Hotmail, although it confirmed that at some point those with addresses ending in hotmail.com will be forced to use the new Outlook.com interface. Miller predicted what he thought was a fast move. "Hotmail will continue for time X, whatever X is, but I give it two more years," he said. Within 18 to 24 months, Microsoft will again have a single free online email service.

Users with current Microsoft-provided email addresses and accounts, hotmail.com, live.com and msn.com will automatically be shown the new interface, but can switch back to the traditional look-and-feel if they're dissatisfied.

New email addresses ending in outlook.com are also available, and can be registered at Outlook.com.

Source: July 31, 2012 Computerworld article by Gregg Keizer 

Cellphone Sanity

I’m becoming more and more annoyed with people using cell/smartphones at the most inappropriate times. Recently, I was driving down a two-lane road and approached a railroad crossing at the top of a  hill when an oncoming vehicle was precariously riding over the center line. As soon as the driver saw me, she swerved back into her lane,  driving with one hand on the wheel and the other holding her cell phone to her ear. I can not tell you how often I’ve encountered similar driving experiences, where the driver was preoccupied with their cellphones.  Most recently, while attending a summer orchestra performance, sitting across the isle was a person using their iPad/tablet surfing for women’s dresses. After intermission I had the opportunity to change sections of the amphitheater and for the second half of the performance, a young lady was viewing what-ever on a smartphone for the remainder of the performance. Needless to say, the illumination from both devices was extremely annoying and distracting.

A couple of days after the concert, I happened to read an article entitled: “Cellphone Sanity” by Jeff Gelles, a Philadelphia Inquirer Business Columnist. Jeff talks about how most of us are torn by the communications revolution that offers a powerful, connected computer in any pocket or purse. Even more than ordinary cellphones, smartphones have imposed a dramatic change in the rhythms of everyday life. Or threaten to, unless we resist. That's what drew his eye to a public-relations pitch. It came courtesy of a Florida company, CableOrganizer.com, with the title "10 Commandments of Cellphone Use."

This is a list of rules to live by in a world of ubiquitous connectivity. We're the bosses of these things, and we can agree - to the same extent that we accept any common sense of manners - on limits that preserve our peace, quiet, nonelectronic connections, and sanity.  Here is the list:

1. Respect those you're with. Don't check out from live conversation to shoot the breeze, they say. "If you make social plans with someone, they are the first priority and deserve your undivided time and attention." Memo to my family: Dinner at home counts, too.

2. Let voice mail handle nonurgent calls when appropriate. "Voice mail exists for a reason." Let it cover calls during parent-teacher conferences, family meals, and the rest. You get to decide what's urgent, of course. But if everything qualifies, you're not being sufficiently discriminating, or you need to de-stress your life.

3. Set a good example to the younger generation. It's like modeling any polite behavior or teaching "please" and "thank you," and I don't disagree - even if I'll have to aim to do better with my grandkids. The problem is, most adults are still struggling themselves with how to draw these lines.

4. Wait to text, and save a life (yours). This should be obvious - just like "Thou shalt not kill," which is exactly what you're risking, along with your own life.

5. Stash your cell when dining out. Your fellow restaurant patrons - including those sharing your table - don't want "to become a captive audience to a third party cellphone conversation. You can always excuse yourself for a truly urgent call, but remember Commandment 2.

6. Remember when "private time" is in order. There are talking places where running and flushing water are the ordinary background noise, and suggesting you not add your own soundtrack - especially since you have no idea who's on the other side of a stall wall.

7. Keep arguments under wraps. "It's easy to get wrapped up in an argument, but remember that others can't see or hear the hothead on the other end of the line." This goes for office cubicles, too.

8. Mind your manners. Language and stories that others might find offensive are their concern here, so here is a reasonable rule: "If you wouldn't walk through a busy public place with a particular word or comment printed on your T-shirt, don't use it in cellphone conversations when within earshot of strangers."

9. Don't ignore universal quiet zones. This broadens the "don't add your own soundtrack" rule of theaters to other places where quiet should reign, such as houses of worship. "It's imperative to heed the mandate to shut off cell phones completely." Not only so they don't make a notable sound, but also so that intrusive screen light does not distract, both of which are highly disrespectful to those around you.

10. Don't make service personnel wait. This isn't just disrespectful, though that's reason enough to pay heed. Restaurateurs have said that the cumulative effect of cellphone delays is also harming their business. While the waitress waits for you to finish your call, she can't be waiting on anyone else.

Source: Jeff Gelles, Inquirer Business Columnist - for more: http://www.philly.com/philly/business/technology/20120726_Jeff_Gelles__Cellphone_Sanity.html#ixzz21kqom8zB
 

MISCELLANY- June,2012

Here are some brief notes about various happenings in the technological world we live in:

DVDs

Blu-ray discs have been around for about six years now, DVDs remain a pretty big presence in the entertainment and storage markets. But that may be changing: Microsoft recently announced that its newest operating system, Windows 8, will drop default DVD playback support. Users who want DVD support must pay for Windows Media Center, find an alternative player, or hope that manufacturers bundle DVD software with computers.

Best Buy

Are brick-and-mortar retailers finally being beaten down by online merchants? It looks that way. In March, big-box retailer Best Buy announced that it will close 50 of its retail stores in an attempt to "think small." Best Buy plans to open 100 smaller mobile stores that will focus on phones, tablets, and e-readers--further proof that the world is becoming increasingly mobile (and that brick-and-mortar stores' days may face additional hard times ahead).

Employers Request Facebook Logins

If you've been in the job market in the past few years, you probably know that many employers check up on the social networking profiles of both potential hires and current employees. But in March we learned that some employers weren't just looking at employees' public profiles--they were actually asking for log-in information, including passwords, so they could snoop even deeper. This controversial policy piqued the interest of lawmakers, and several states have since passed legislation forbidding employers to make such requests.

SOPA

The controversial Stop Online Piracy Act (SOPA), a bill in the U.S. House of Representatives that would have allowed courts to order ISPs to block access to entire Internet domains accused of infringing on copyrighted content, was all the rage in January 2012. The bill rankled the tech community, in particular, and even prompted such websites as Wikipedia and Reddit to black out their services for a day in protest. On January 20, the House Judiciary Committee postponed consideration of the bill--in effect, tabling it Indefinitely.

MAC Flashback

Mac users have finally been knocked off their malware-free pedestal, thanks to Flashback, a Trojan horse that has infected more than 600,000 Apple

computers. The malware exploits a Java vulnerability; and though Apple responded with Java updates and removal tools, the virus still plagues more than 140,000 Macs.

Google Privacy Policy Update

Privacy is always a flop when the tech industry is involved. After all, we can't have an open, sharey Internet without, well, we give up our privacy. The most notable privacy flop so far has been Google's restructuring of its privacy guidelines so that it could unify its users' data across all Google-related services. The company claimed that it was just making things simpler, but the revamp was actually a way for Google to prepare the world for its cloud-based service, Google Drive.

Facebook IPO

Facebook went public on May 18, 2012, with the price of a share initially set at $38. The company was valued at $104 billion--quite a bit for a company whose 2011 revenue just topped $3.7 billion--so it might not be surprising that the Facebook IPO sort of...flopped. At this writing, a little more than two weeks later, Facebook shares were trading at $26.90, down $11.10 from the opening price.

Based on info from Sarah Jacobsson Purewal, PC World, June 05, 2012

HAPPY FOURTH of JULY!

227 years ago...on July 4th, 1776

This great nation, the United States of America,

In a struggle for what was right and free,

Was proudly born...

May we celebrate that precious freedom

For which our forbears fought so bravely...

The freedom that is inherent

In the Stars and Stripes, our revered flag...

Celebrate Freedom

This Fourth of July!

10 Rules to Protect Yourself from Scams

Here are just a few "golden rules" that would pretty much guarantee you won't get caught in a scam?  it's important to point out that sometimes, by following these rules, you may end up rejecting perfectly honest approaches and opportunities. But the aim is to keep out of trouble. And, if you observe these rules to protect yourself from scams, adding just a dash of common sense, you'll almost certainly do that. Here they are, in no particular order:

1. Don't buy or invest in something that seems too good to be true.

It's one of the oldest tricks in the book -- offering a bogus bargain that seems irresistible. Sadly, these days, you can't even trust someone you believe you should -- whether that's a "friend," a relative or an investment adviser.  They may be up to no good or they may have been hoodwinked themselves. Exception: A seller you know well.

2. Don't accept that someone is who they say they are.

Don't allow someone, whom you didn't request or invite, to come into your home. Even if someone phones to arrange a visit, always find or check their number independently. Or if someone on our doorstep says it's an emergency -- like the need for a bathroom visit or to make an urgent call -- don't let them in. Wherever you encounter them, remember that an introduction, or a business or identity card proves nothing. Nor does a vehicle with a name on it. Or a phone call that sounds like it comes from someone you know.

3. Don't spend money upfront to get or earn money.

This applies, for example, to lotteries, other supposed competition wins or inheritances, and people claiming they want to share money they won or found.  Don't pay in advance for debt restructuring, job "opportunities" or promises of tax savings. Don't pay upfront for training "kits" or supplies for work-from-home programs unless you know, absolutely that they work.

4. Don't buy (or rent) from someone you don't know or haven't checked out.

This may seem harsh but it's especially important when making an online purchase.  There are so many phony websites, door-to-door traders, contractors, directories, home rentals, etc. It's a simple matter to check them out in the phone book or by doing a Google, Yahoo! or Bing online search on the company name.  Seek references. What do others say about them?

5. Protect your confidential information.

Don't give it out in response to an inquiry you didn't initiate.  Use services like PayPal, one-off credit card numbers (from your card provider) and prepaid debit cards to limit your exposure to card fraud.  When buying online, check for "https" in the address line. If that "s" is not there, don't give any information and don't buy.  And leave your Social Security card and unneeded credit/store cards at home.

6. Don't make hasty decisions.

No matter how persuasive an offer seems or how much a rep insists you need to agree on a deal now to get a discount, don't do it!  Never agree to buy something on the spot, especially at your front door or in response to a telemarketing call.  An honest person would allow you time to think over an offer. An exception might be an advertised limited-time offer, but even some of these are phony.

7. Only donate to charities you know or have checked out.

Don't give money to panhandlers or doorstep collectors. Don't donate to store collection boxes or "tin-rattlers" unless you know for sure their cause is genuine. We encourage you to donate to charities but send your money directly to them, and then only after checking them out.

8. Use reputable security software on your PC and keep it up to date.

Opt for products with "Internet Security" or similar wording rather than straight anti-virus programs -- and preferably ones that integrate with your web browser. Regularly check that you're using the latest version and that it automatically updates its malware definitions.  Ignore pop-ups and other warnings that your machine is infected that don't come from this program. And never pay more money in response to such warnings.

9. Don't click on links and attachments in unsolicited, unchecked messages or social networks.

You can't trust the sender or poster, even if you know them. We're sure you'll be tempted to do so sometimes but if you absolutely want to avoid all risks, just don't.  Otherwise, if you really must, or it's something like an e-card greeting, write to the sender and confirm they sent it before doing anything else.

10. Don't wire cash.

Unless you're sending money to someone you know, don't use electronic cash transfer services. And never send partial refunds from "overpayment" or "secret shopper" checks you received.

Two final points:

Oftentimes scammers target children, seniors or other vulnerable people. If you have such people in your family, do everything you can to make them aware of the risks, and to protect them.

Second, you can avoid most scams just by being a natural skeptic. Start from the position that what you're being told or offered, or the web page you landed on, might be a scam; that way, you'll actually spot most of them. Then, assume that the more a person tries to convince you it's a great deal, the more likely it is a scam!

As was said, some of these rules might seem a little harsh and you might want to temper them with a little bit of common sense. But be warned: The more you do, the more likely you are to become a scam victim.

To truly protect yourself from scams, play it safe!

Adapted from Scambusters.org article #492 5/16/12 

Facebook Stores Closed

Last April, Gamestop Corp. opened a store on Facebook to generate sales among the 3.5 million-plus customers who’d declared themselves “fans” of the video game retailer. Six months later, the store was quietly shuttered. Gamestop has company. Over the past year, Gap Inc., J.C. Penney Co. and Nordstrom (JWN) Inc. have all opened and closed storefronts on social networking site. Facebook, which filed for an initial public offering in February, has sought to be a top shopping destination for its 845 million members. The stores’ quick failure shows that the Menlo Park, CA-based social network doesn’t drive commerce and casts doubt on its value for retailers, said Sucharita Mulpuru, an analyst at Forrester Research in Cambridge, Massachusetts.

A year ago, investors hailed so-called F-commerce as the next big thing, speculating that the company had potential to threaten Amazon.com Inc. and PayPal Inc. Facebook is the most-visited website in the world. Some people thought that persuading visitors to shop would be easy, Mulpuru said. David Fisch, Facebook’s director of business development, said in June that the site would make shopping online, previously a solitary experience, more social.

Facebook planned to profit from retailers buying ads to drive traffic to their on-site stores. Business consultant Booz& Co. predicted in January 2011 that physical goods sold through social commerce would balloon to $30 billion from $5 billion by 2015, with Facebook contributing a majority of sales. Even as some businesses shut storefronts, many companies continue to devote advertising dollars to the social network. Facebook’s sales surged 55 percent to $1.13 billion in the fourth quarter. The company aims to use e-commerce more as a way of getting users to stay longer than as a way to boost revenue, said Krista Garcia, an analyst at EMarketer Inc. in New York.

Customers had no incentive to shop at Gamestop ’s Facebook store rather than the company’s regular website because purchasing online is already convenient, said Ashley Sheetz, who is the Grapevine, Texas-based company’s vice president of marketing and strategy. “We just didn’t get the return on investment we needed from the Facebook market, so we shut it down pretty quickly,”Sheetz said in a telephone interview. “For us, it’s been a way we communicate with customers on deals, not a place to sell.” Gap , which has 5.6 million Facebook fans from its namesake, Banana Republic and Old Navy pages, opened and discontinued a storefront last year, said a company spokeswoman. The San Francisco-based company also discovered customers preferred shopping on its own sites, she said. “We will continue to evaluate if this is something we want to bring back in the future,” Nunan said in an emailed statement. Nordstrom tested ways to make shopping “seamless through Facebook” and decided on a broader social media focus, Colin Johnson, a spokesman, said. J.C. Penney featured assortments in a Facebook “shop” tab beginning in 2010, and took it down in December 2011, a spokeswoman said in an emailed statement.

Wade Gerten, chief executive officer of social media developer 8thBridge, previously known as Alvenda, opened a Facebook store for the florist 1-800-FLOWERS. Minneapolis-based Gerten went on to develop commerce strategies for Delta Air Lines Inc. Diane Von Furstenberg Studio LP and denim-maker Seven for all Mankind. Cracks in the model showed quickly, Gerten said in a telephone interview. Clients “have taken a different approach,” shutting stores or scaling back their offerings. “It was basically just another place to shop for all the stuff already available on the retailer websites,” Gerten said.“I give so-called F-commerce an ‘F.’”

adapted from Bloomberg article by Ashley Lutz - Feb 22, 2012