Skillful information management requires continuous vigilance and effort. If you’re an active participant in today’s world, stuff is constantly coming in. If you don’t develop practices to keep information organized, you will soon find yourself hobbled.
I’m reminded of a powerful image from one of my favorite books, Antoine de Saint Exupéry’s The Little Prince. You’ve probably read it, but here’s a quick synopsis in case you haven’t: The book’s narrator, an aviator, crash-lands in the Sahara. Alone and running out of provisions, he desperately tries to repair his aircraft. A mysterious child appears. He keeps the aviator company, sometimes annoying him with naive/profound requests.
In the course of their conversation, the aviator realizes that the child — the titular little prince — has come from another planet. It’s a small planet, but it keeps him constantly busy:
“It’s a question of discipline,” the little prince told me later on. “When you’re finished washing and dressing each morning, you must tend your planet. You must be sure you pull up the baobabs regularly, as soon as you can tell them apart from the rosebushes, which they closely resemble when they’re very young. It’s very tedious work, but very easy.”
Why baobabs? The little prince goes on to explain:
“Sometimes there’s no harm in postponing your work until later. But with baobabs, it’s always a catastrophe. I knew one planet that was inhabited by a lazy man. He had neglected three bushes…”
I think of this story every morning as I work through my email inbox. There are two types of people in the world: those who let email pile up in their inbox, and those who adhere to the “inbox zero” approach. I’m in the latter camp. There’s no middle ground.
Once a day, I “tend my planet” by going through every message in my inbox. Some get archived or deleted. Some I skim and save for later reference. Some I must act on immediately. I note the rest in my to-do application for future action.
Among other things, I’m looking out for baobabs. Most emails are one-time engagements. But some hint at bigger projects. These require special care because there’s only so much time available for such things. Too many of these and things spiral out of control.
In some ways, we have it harder than the little prince. Most of us have more than one inbox to tend. I deal with email, Slack, a physical inbox, two physical mailboxes, Facebook messages, LinkedIn messages, Twitter messages, and more. All require constant attention.
I know people with thousands (in some cases, tens of thousands) of emails in their inbox. I shudder when I look at their phones or computers. I wonder, how many baobab seeds are lurking in there? One or two baobabs aren’t bad. In fact, they’re what keep the machinery running. The problem is when you have too many. Sorting them out calls for constant, proactive vigilance.
You can take a vacation once in a while; get a break from the onslaught of information. But watch out! When you come back you must attend to the backlog. Diligence is the price for effectiveness and peace of mind. The alternative is always a catastrophe.