I spent most of the past week tackling my horrendous email backlog. At the start of the weekend, I was just touching 500 unread emails. I got it down to 218 unread emails and 264 total emails in my inbox. Of course, the ones that are left are the harder messages. And out of those 264 emails, 167 are from outside Google.

A few weeks ago, I flew up to the Kirkland office for a couple days to catch up with the Webmaster Central team. At some point, we were talking about doing videos for webmasters. Someone said “Why don’t we just grab a video camera and see how many videos we can shoot in an hour?” So we did. We managed to tape three pretty informative videos in about an hour, and that includes set-up/breakdown time.

So now I’m looking at these 150+ emails from outside Google, and I’m pondering about how much time I should spend on email compared to other things. Email is a 1:1 communication, so I could answer 10 emails and help roughly 10 people. Or in the same amount of time, I could comment on a forum, start on a blog post, or plan out another video that could benefit a lot more people. I did a series of about 15 videos last year when my wife was out of town, and the videos have been watched over 300K times and downloaded over 100K times.

So to make a long story short, I’m trying to figure out how I should handle email going forward. I’ve been thinking about this for a while, but don’t be offended if I don’t reply to email as much going forward.

I have a friend who is mechanical engineer. A few years ago he took me for a tour of his workplace that ended in his office. As I looked at his workstation, something leapt out at me. My friend had never changed his background screen. Whatever the computer came with by default, that’s what he was using. With this simple act of indifference, my friend taught me an important productivity lesson.

It’s great to be productive. It really is. But sometimes we chase productivity so much that it makes us, well, unproductive. It’s easy to read a lot about how to be more productive, but don’t forget that you have make that time up.

- Start the year off with an empty inbox in Gmail. It’s pretty simple to do: you assign a label for everything in your inbox right now, then archive everything so your inbox is empty. You can still dig into that label if you want to work down your email backlog, but it feels great to start the new year fresh. Follow the steps to declare a lightweight email bankruptcy, with the chance of still responding to those emails down the road.

- Do a one week (or one month!) digital cleanse by staying off Twitter and Facebook. I think I’ve said before that if you want to fill five minutes, Twitter is a great way to fill 35 minutes. Sometimes I end up spending more time on Twitter than I mean to, so last year I took a week off from Twitter, which turned into a month off. It’s easier than you might think–why not try a digital cleanse yourself? I’m going to do this digital cleanse for at least a while.

Also think about what you want from this year. Resolutions work for some people and not for others. But if you come up with even a single area you’d like to explore more, it helps you to recognize those opportunities throughout the year.

In 2009 for example, I went on 10-11 trips. When I looked back, I realized that they’d all been inside the United States. So one of my goals for 2010 was to get out to other countries more. I ended up visiting Asia with my wife, taking a work-related trip to Europe, visiting Mexico with my wife, and climbing Mt. Kilimanjaro in Africa with friends. I wouldn’t have done so many of those trips if I hadn’t set a goal in the back of my mind.

So think about your goals for the new year. Lots of people want to get their finances in better shape or have goals about losing weight/getting fit. Speaking as someone who has lost 35-40 pounds in the last few years and kept it off for ~3 years, my main recommendation is to look for small changes that you think you can sustain for the rest of your life.

But you could also ponder all sorts of directions you’d like to explore. Maybe you’d like to work on being happier this year. Maybe you’d like to improve your skills. If you’re a left-brained person, maybe you could get in touch with your creative side by learning to draw, sing, dance, play guitar, etc. Maybe you want to practice being thankful, or widen your circle of friends. Or spend more time with family. You could even break your goals down into 30 day challenges.

But I think the main thing is to do some thinking about where you’d like to go this year. It can really pay off. What sorts of goals do you have for the new year?

That’s right, I’m going Twitter-free for a week. I don’t really use Facebook, so that’s not a problem. The only other social networking website I use is FriendFeed, so I’m cutting that out too. To keep me on track this week, here’s what I did:

• Tweeted that I was doing the digital cleanse and changed my Bio line to mention that I was doing the digital cleanse.
• Removed all Twitter apps from my mobile phone.
• Removed the Twitter and FriendFeed shortcuts from Chrome’s new tab page.
• Hard-coded a bunch of websites so that I can’t even access them. In Linux, you can type “sudo vi /etc/hosts” and add the following lines:
  
127.0.0.1 twitter.com
127.0.0.1 www.twitter.com
127.0.0.1 facebook.com
127.0.0.1 www.facebook.com
127.0.0.1 friendfeed.com
127.0.0.1 www.friendfeed.com


  What these lines say is “Computer, when you try to use the domain name system (DNS) to resolve twitter.com to an IP address, hard-code the IP address to be 127.0.0.1.” Note that 127.0.0.1 is a special IP address that corresponds to your own computer. In essence, these entries make it impossible to browse to Twitter, Facebook, or FriendFeed. You might need to reboot your computer too for the settings to take effect.

I’m thinking that I might blog a little more now that I’ve stopped tweeting for a week, so I’m doing one extra step–I’m linking my blog in Feedburner so that when I publish a blog post, it will tweet a link to that blog post. Here’s how to do it:
1. Log in to http://feedburner.google.com/ and click on your blog’s feed.
2. Click on the “Publicize” tab and then the “Socialize” service on the left.
3. Add your Twitter account and select the options you want. Here’s how it looks:

Then click “Save” and that’s all you need to do.

So far, I’ve been Twitter-free for twelve hours. In that time, I’ve
- worked out
- taken down our Christmas tree, chopped it into sections and put it out on the street
- typed in three months’ worth of data for a project that I’m working on
- taken down our Christmas lights and packed them away
- stored all our various Christmas decorations
- run a couple loads of laundry
- put out the trash
- gone shopping and had a couple meals with my wife
Oh, and written a blog post. We’ll see how the digital cleanse works for the rest of the week.

Step 1. Buy a productivity book.

Any productivity book will do. I use a book called “The Now Habit.” It doesn’t matter what book you order though, because you probably won’t read it. You can use any random “increase your productivity” book.

Step 2. Look at the productivity book and tell yourself, “If I don’t get X done, I’m going to have to read that productivity book.”

That’s it. As far as I can discern, staring at the cover of a productivity book gives you almost as much of a motivational boost as actually reading the book. And if staring at the cover doesn’t work, then tell yourself the punishment for not getting your work done is that you’ll have to read that dang productivity book. Pretty soon you’ll be off and working. Enjoy.

“But Matt,” you say, “my inbox is my to-do list!” I know, me too. So here’s how to do it without losing that to-do list. Add a label like “oldinbox” to everything currently in your inbox and then archive all the email in your inbox. Presto! Your inbox is clean and empty, but you can still visit the “oldinbox” label when you’re ready to whittle down those older emails. I know it sounds scary, but there’s only two simple steps, and both can be undone.

Step 1: Add a label to all the email in your inbox. Click on “Inbox” at the top left of your Gmail. Then look for “Select: All” and click on the “All” link. If your inbox is bigger than one screenful, you’ll see a message like “All 25 conversations on this page are selected. Select all 666 conversations in Inbox.” Click on the second sentence of that message to select everything in your inbox. Now click on the “More Actions” button and select “New label…” . You’ll be prompted for a label name, so enter something like oldinbox as the label name and click OK. Gmail will ask if you’re sure you want to apply this label to all the selected emails, so say yes by clicking that OK button. Congrats! Everything in your inbox now has the label “oldinbox”. Now we just need to archive every email with that label.

Step 2: Archive all your email with that label. Look for the “Labels” box on the left-hand side of the screen, and click on “oldinbox” (or whatever label name you gave). Click Select: All. Do the trick to select all conversations if you need to. Then just click the “Archive” button. That’s it. Your inbox is now empty, but you can get to those older emails if you need to by clicking “oldinbox” in the Labels box.

Can you undo these changes? Yes!

Putting the email back in your inbox. If moving things out of your inbox is too stressful, you can move them back into your inbox. Click on the “oldinbox” label (which you can find in the Labels box on the left-hand side of the screen). Select all of the emails with that label. Then click “More Actions” and click “Move to inbox.” In a jiffy, all that old email is back in your inbox.

Removing the “oldinbox” label. Under the “Labels” box on the left-hand side of the screen, click “Edit labels” and then you’ll see a “remove” option for each label. Note: do not remove the “oldinbox” label if you’re still using it to keep track of your old inbox.

Try this trick to start out the new year with an empty inbox. It’s also great if you want to declare email bankruptcy, but think that you might find the time to get back to those old emails as some point. Try this trick, and you’ll feel like you’ve got a fresh new chance at keeping your inbox at zero.

Ah, turkey-based sauce over spaghetti or pasta. Why couldn’t they just say that?

Tip #2. Comparison shop. A few days ago I was in a college bookstore that wanted to charge $178.60 for a copy of Mathematical Physics, by Eugene Butkov. $178.60? For a used, paperback book? Grrr. I took a picture of the UPC code and/or ISBN number:

You can search for an ISBN or UPC code (e.g. [9780201007275] ) on Google or other search engines and usually find out a product pretty quickly. I found a copy for $115.34 at Amazon, plus eBay had a hardcover copy with a current bid of $23.20. For a college student, $60 to $150 is a lot of savings.

Tip #3. Make a note to remember later. You’re at IKEA or Petco or someplace where you need to remember a part number or the aisle/bin to pick up some IKEA furniture. Do you need to write the info down with a pen and paper? No! Just whip out your phone and take a picture of the label or part number:

In this case, my cat Ozzie loves the “long boa” cat toy, but two different Petco stores were both sold out. Taking a picture let me order the exact right product from Petco later online.

Tip #4. Archive a brainstorming meeting. If you end up brainstorming on a white board, it’s nice if someone is taking notes. But just to be safe, you can snap pictures of the whiteboard before you leave the room:

Now you can refer back to the notes you made.

Tip #5. Keep a food diary. Some blogs have a direct “email-to-post” address that you can add as a contact in your phone. When you eat interesting food, take a picture of it and email it to that address:

Sometimes it’s fun to remember the more memorable meals you’ve eaten.

Are there smartphone tips you’d like to share? Leave a comment..

Reducing Junk Mail

There are several services that will help you reduce your junk mail:

- GreenDimes offers a free basic service, but I decided to do their $20 one-time fee because it offered a few extra things I wanted. GreenDimes walks you through some easy steps that will reduce unsolicited mail, and also lets you decline catalogs. Each time you receive an unwanted catalog, you go to GreenDimes and type the name of the catalog in. GreenDimes takes care of removing you from that catalog’s mailing list. I’ve been quite happy with this service, especially since it’s a one-time fee.

- ProQuo is a free junk-mail reduction service. In the future, they intend to make money when consumers opt-in to request offers; ProQuo will make money from those advertisers. I tried this service today. It lets you stop many services with just a couple mouse clicks per service, but for about 50% of the marketers (maybe 10-15 of them) you have to print and send a letter or leave to an external website to complete a form. It’s still better than nothing though, because even if you’re lazy you can opt out of a lot of junk mail with just your mouse for free. Overall, the service is free, easy, and helps you opt out of a wide variety of lists.

- Catalog Choice is a site solely for opting out of catalogs. It doesn’t tackle things like credit card offers, PennySaver, or list brokers, but the site is clean with a really nice user interface. One of the founders, Daniel Katz, has been interviewed by Bill Moyers, so I trust that they’re a legit organization, even though their WHOIS information is private and there’s very little information about the group on their site. It sounds like three different environmental groups formed Catalog Choice as a non-profit. One piece of advice for Catalog Choice: please give a little more information about yourselves (e.g. history, founders, press) so that people can easily see that you’re legitimate.

- 41pounds.org charges $41 for five years of service. The name comes from the fact that they claim to block 41 pounds of junk mail per year for you. I haven’t tried this service.

Contacting services directly

- You can visit the webpage of the Direct Marketing Association (DMA) to opt-out online so that you don’t receive mail from companies that use DMA lists. The pretty url http://www.dmaconsumers.org/cgi/offmailinglist takes you to the url https://www.dmachoice.org/MPS/proto1.php where you want to select option #3 (“Remove your name from DMA Member Prospect Lists”). You will have to provide a valid credit card number, but your credit card will not be charged.

- You can opt out of ADVO online.

Other options

- While you’re at it, why not place yourself on the “Do not call” list at www.donotcall.gov to prevent most telemarketers from calling you? All you need to give is your phone number and an email address, and you will be permanently opted out. Read more about the do-not-call list if you’re interested.

All these actions won’t eliminate junk mail completely, but it will prevent a lot of the junk from showing up in your mailbox. These aren’t affiliate links, just stuff that I think people will find handy. Good luck!

Credit check options

- If you haven’t checked your credit in the last year, visit the official site that lets you get a free credit report from each of the three major credit bureaus. The site is annualcreditreport.com and you’ll have to be on the lookout for upsells like “Find out your credit score for $5.95″ or “Sign up for a credit monitoring service.” But this option is a safe and free way to get access to your credit report from Experian, TransUnion, and Equifax.

- Suppose you don’t want credit card companies sending you offers by snail mail. After all, a thief could steal the offer from your mailbox and use it to open a credit card in your name. Again, there’s a free, official service from the three major credit bureaus to stop getting “free credit cards” offer by postal mail. The site is www.optoutprescreen.com. You can opt-out online for five years, or print out and mail a piece of paper to do a permanent opt-out.

- If you had any type of open credit account between 1987 and May 28, 2008 (which is probably most adults in the United States), you can receive nine months of free credit monitoring. TransUnion, one of the big three credit unions, is settling a class action lawsuit and provides this monitoring for free if you sign up before September 24, 2008. The official site is www.listclassaction.com and you can choose from several options. I chose the nine month credit monitoring service.

If you think you might have been a victim of identity theft or are at higher risk for identity theft (e.g. someone stole a laptop that might have had personal information on it), you have a couple options. A fraud alert requests that before a new lender opens up an account, they take extra steps to verify your identity like calling you on the phone. It should be free if you call the credit bureaus, but it only lasts for 90 days, so you would need to renew the fraud alert every three months.

Meanwhile, a credit freeze is just what it sounds like. It freezes your credit record completely, so that identity thieves should not be able to open new credit accounts in your name. A credit freeze costs $10 per credit bureau each time you want to freeze or un-freeze your credit record.

I used the first three websites earlier to get my free credit report, opt out of getting more credit card offers, and sign up to for a credit monitoring service. Again, all of these are free or official sites; I don’t get any money for recommending them.

Other options

If you’re feeling ambitious, you can also get a public records report on yourself to see what turns up. I believe you can get this report free once a year as well from ChoicePoint. You can get more information here but I believe the short answer is that you need to print, fill out, and mail this one-page form (PDF link). You need to include a photocopy of your driver’s license or other ID and a copy of a utility/phone/credit card bill — see the instructions for the form (PDF link) for more info.

Do you know of other ways to protect yourself from identity theft or otherwise monitor your credit record or score?

Hat tip to Java Jane.