Sometimes 140 characters are not enough to express myself,  so I decided to write a reflection on motivation, organization, tasks, projects, and how I keep up with everything as reply to your questions, rants on Twitter.  It’s summer time and most of you are on vacation, but some of us still work.

Many of you asked, complained on Twitter how one keep up with parallel projects, tasks, many of you fell overwhelmed, stressed out, etc.  Some of you asked how do I attack tasks, and what does it mean. Just to let you know you are not the only one in the multitasking/parallel projects/tasks executing. But somehow I found my way to keep up with many projects that I face every day (no rocket science). Here are simple things I practice in order to attack my tasks and not vice versa, and they work for me so far.

Emails.
What I’m practicing lately is to see just few relevant emails per day, not zillions as it was in the past.
I managed to teach my inbox to behave. How? I’ve filtered emails within topics or subjects and labeled them. So only important emails I receive on daily basis from the people I expect emails, others skip the inbox and end in labeled folders, I check them once or twice per week. This way I put off less pressure on checking incoming emails or seeing emails I don’t want to see. It’s such relief. My inbox at this point is two unread emails, in the past was over 1900 emails [Flickered that]. This also refers to social network sites messages or notifications: if you send me e.g. Facebook message, I am ignoring that. It’s true I have several hundred unread FB messages, but please use email to contact me.

Smart Phone.
I’ve set up my smart phone to remind me on tasks, meetings when I’m not working on computer and when I’m on the run. Those are usually tasks, and meeting memo’s related to my work. Off work,  I use to-do notes that remind me on what I have to do or buy. I am not yet on Alzheimer’s, but when I go shopping I like to see the list. There are too much things in my life that at least I can have PDA on my phone. Also, I like analogue post-it task notes. All my 2009 I’ve planned in 2008 post-it wall with different colors schema [seen on Flicker].

Meetings.
Regarding the scheduling the meetings I usually set up 50% of the schedules and other 50% I am scheduled. For the second I prefer to have heavy mental work in the morning hours after 10 am (not a fan of early morning meetings) and they should be brief, right to the point (if they are not presentations that require an hour or so). I respect other people’s time and I want mine to be respected. My meetings attention span is short and I am advocating that in 10-20 minutes you can have perfect meeting if you get straight to the point(s).

Deadlines.
I’m not perfect in this department. I go to the extremes: I’m either before deadline or after (few days), but what I do is always let people know in advance that I will be late, and ask for some extension. It’s simple as that.

Parallel projects.
Many of you complained “oh how am I going to do several things at the same time, I am overloaded”, etc. The thing is you cannot (read: can not) do several things at the *same* time, it is physically impossible and can be very stressful. What I do is I set up the priorities through the day of those projects I’m currently doing. For those at my job,  I am lucky because I usually work with a person on consultations and this helps me alot. I always want to hear second opinion and to see if I’m going in the right direction. I handle things much faster and better if I am communicating with someone on certain issue and then I withdraw and do the rest on my own.
If some of the data or outcome depends on the others (group of people or institution(s) ) – you have to learn how to make people to do things you want them to do. I make them do things by saying what I expect from them or saying directly what they should do, usually I suggest social media tools to facilitate their work that reflects my projects. I cannot tell you how I do this – I guess it goes with practice and time, being tactful with people, but for those who don’t meet my professional needs or not being prompt, I am ruthless here and use TCP/IP slapping device ::smile::
If some things become critical and are not done because of the non promptness of the others, in that case I don’t have time to loose or wait for them. I either ask someone else or simply take things into my hands and got my task/project done. I am happy, others are happy.
Great deal of tricks I’ve learnt and have to thank to my supervisor who taught me how to enjoy my work, deal with different kind of people [story on crocodile and the chick] and if needed to torture them ::giggle::
I wouldn’t accomplish all alone for some grande projects, esp. those that requires consultations if i didn’t cooperate with my lovely colleagues (call me lucky and blessed to work with fantastic people), and people from my area of work from world wide institutions.

Communication.
When dealing with lot of projects, it is important to communicate and what is the most important to be honest and state what you can or cannot do or accomplish at certain time. I always analyse situation before I accept something. I talk to people. Face to face. Emails. I tell them what I think, show them my concerns, ask for their opinion.

One more thing to finish with: I am not perfect. I have six grande “projects” to accomplish before fall (October 2009), one book included – the one I didn’t start to write yet and I have due soon. How I am going to handle all that? I don’t know, I just follow my schedule and do one thing at a time at that certain moment. It is true I don’t party every night,  yes- my personal time management is pretty messy, yes – I don’t have time for workout, yes- I have to improve my nutrition system, yes- I need to start to do yoga again, yes -many times no free weekends, but what really keeps me going on here is the awareness that I’m doing/creating good things that have great future on the longer run plus I’m interacting with interesting people, and I’m getting more and more experienced in life (not only work) – which is the greatest asset. Above all – I am trying to enjoy myself.

I would like to read the feedback from you: what works for you and what not? How do you keep up with all the tasks you have? What part of your life suffers? What would you like to change?

Yesterday I was updating my Dopplr profile and also being determined to buy some cheap air tickets for the summer and upcoming trips via JAT airways web site. This is not the first time of my epic fail, attempt to buy ticket online (last time was during Easter holidays but then I was thinking their server/site might be overloaded or something). So this time I wanted to buy a ticket Rome-Belgrade and as usual actions I was proceeding to a payment section, and after that I was waiting to proceed and get my code and e-ticket.

Alas, I got information from the screen that there is an issue in the processing of my reservation aka system error. Please try again and if the problem persists (which does), to contact them (JAT airways) for further information. So I went back to the front page of JAT airways site and dialed number of call center {+38111311 2123}  for reservations via my mobile phone. I emphasized I am calling from Rome, that I failed to buy ticket via their web site, also stressing out that their reservation system is not working and I showed my concern that the system (they call it Amadeus) has been eaten my monies from credit card. Then after 10 minutes of checking out the status – they confirmed that Miss Radovanovic tried to buy ticket (they even saw my seat number), but then they weren’t sure so they redirected me to new number {+381112010117} to colleagues in Internet payment section of JAT. Did I mention that the girl who was on the other side of the line asked me three times if I’m calling from Belgrade or Rome?
Anyways, a woman at Internet payment section told me with humble voice that she cannot give me the reason why their web site is not working as I was pissed by then and wanted explanation. She only guaranteed me that my monies from credit card are not withdrawn so I am safe, and if I want to pay my e-ticket reservation I need to call a call center  (again +38111311 2123), this time a guy named Aleksandar told me that this procedure will last a bit longer after I said I’m calling from abroad and from mobile. I thought what the heck, I just want my ticket and to finish with it. Then the procedure of everything I went through the web site started but via phone (name, address, time, date, passport no., etc), and when I was about to make a phone payment, this man asked me with suspicious tone in his voice if I have credit card (such nonsense question, I wouldn’t buy e-ticket if I don’t own it, right?), and after saying “yes” to all those hideous questions (If I am the owner of the card, where I am right now, what’s my mobile number, am I calling from where, etc.), I finally made it to get my confirmation of e-ticket to my inbox. My bank also confirmed the transaction via text message notification, but what really made me angry was the time and money (hey – all in all I’ve spent 20minutes calling JAT airways, Belgrade from my mobile in Rome) I’ve spent in action via phone instead on their malfunctioning web site. What’s behind – only people in JAT management know.

The worst thing is that this problem exists for years and they are not fixing it!!! Every time I go to their web site hoping that things have changed – I get confirmation on the spot that they didn’t change. And I am not the only one who did notice and protest about this issue. So today I was reading  BBC news that Serbia is set for visa-free  EU travel from 2010, which means that Serbian citizens want to travel without nuisance of waiting for visa’s which is good on one side and on the other- Serbian JAT airways web site is not working!  This is so hypocritical and paradoxical at the same time: giving them hope whilst many emerging and basic things in the country are not functioning regarding e-everything: e-banking, e-payments, e-government, e-administration, e- whatnot.
This is the notice and caution to ALL of you who are planning to visit JAT airways web site or in worst case to try to make reservation.

Disclaimer: I wrote this text as revolted and dissatisfied citizen of Republic of Serbia, who lives world wide and who is not being able to use the web services that are presented on JAT web site. I respect the efforts and the work of aviation crew of this company who is so far doing their work fairly good. This negative critique is addressed to JAT management and their customer service, the way of communication with customers, web site malfunctioning, false representing their services on web, and disrespect to their customers.  If you don’t change your policy and be brave and make a statement on the web site that your e-system for reservations, booking, contact is NOT working – you are misleading the people.

Today I’ve tested for the very first time Qik – mobile live streaming and sharing tool that connects mobile and social technologies. I had a thought after this demo video with my colleague at UN about implementation of mobile video streaming into not only broadcasting conferences, events, but also in edu technology. The latest news from Qik blog is participating in edu-tech conference where Qik videos will be mapped on Google Earth in its worldwide demonstration so educators from all over the world can test this tool in their classrooms.

Some concern I’m sharing is that streaming over the phone cannot be possible anytime, everywhere, depending on many factors: providers, mobile telecom companies, fees/charges, mobile devices and their ability to support (or not) wifi, availability of free wifi hot spots, social networked compatibility among users, the type/model of mobile phones (see the list of supported phones), etc.

In this test video you’ll notice that during the time I was showing to Gauri Qik, streaming online my first Qik video, and notifying my followers on Twitter,  there were also parallel broadcast of the conference happening somewhere in the world. Beside alerting your friends on Twitter and on the other social networks, there are options for live chat, comments, and geo-mapping. More thoughts about mobile social technologies to come.

Qik test

I got in the previous weeks the feedback by known or unknown Twitterers who are “Follow Friday”-ing me by displaying,  recommending to the others my Twitter ID for various reasons, mostly because they think people they recommend are cool or worthwhile following. Since this communication practice repeated last Friday,  I’ve asked Twitterers what is follow Friday and who actually came up with this idea and why?
In the last few days I’ve read two good blog posts: danah boyd’s view on the communication phenomena of retweeting and Jonathan Zittrain’s thoughts on technical 140 characters barriers on Twitter. Having in mind  that retweeting process is one of the conversation practices on Twitter,  the same can be denoted to the Follow Friday movement as one of the communication behavioristic conventions.

How Follow Friday works? Basically,  Follow Friday helps people recommend other Twitter folks. As a way of recommending people you follow to other users on Twitter, Follow Friday  is presented with hashtag #followfriday or #ff. The purpose is that those who are being recommended would (potentially) gain new followers. After suggesting the name of the twitterer,  the practice is to write why you are recommending them as suggested people to follow. Some twitterers follow this practice, but many people don’t as they just write Twitter user names without stating the reason(s) why one should follow those people. Otherwise, the conversation moves into typical micro memes. Here is an example of the correct usage of FF:
@danbri  because he is the semantic web expert and co-founder of FOAF #followfriday.

The twitterer who came up with the idea of  ‘”Follow Friday” movement said that #ff has lost a lot of its original charm because too many people are making wild recommendations without any justification, in order to collect and get more random followers. I was also asking why Friday? No one so far explained this, either because is TGIF expression that many users say on Twitter every Friday, as it is more relaxed day for casual gaining new followers or because the idea that the creator of this movement likes the music of The Cure (read: Friday, I’m in love! aka I am sharing love for these followers).
This week I had a chance to talk with, above mentioned Twitterer,  Dan Brinkey on work matters, and later I was contemplating the idea of Follow Friday concept as micro communication FOAF (Friend of a friend) convention, and came to conclusion that beside recommendation and connecting people aspect, Follow Friday has communication facet of “describing people, the links between them and the things they create and do” . Twitter user ID’s are describing people, person who recommends the friend is the link, and description line “why I recommend this person to be followed” presents things they create or do. This way FF allows people and groups of people to describe social network relations without the need for a centralization.

Beside suggesting other people to follow and explaining why those people are useful to follow, there is another phenomena that I’ve noticed last Friday: massive retweeting of Follow Fridays of other people tweets. I was in wonder why would people retweet them and came to the thoughts of meta –meme Twitter user’s tagging  and collecting potential followers. This would be an example when sharing (info, contacts) is not caring but rather micro trading (silent request for an expected requirement of following back). What follows next  is an interesting to investigate as  communicative (non) behaviour amongst Twitterers that is in permanent flux.

Literally. A week or something ago I took mini vacation on the south of Italy where I’ve spent recuperating time enjoying spring/summer sun, Mediterranean sea, beautiful air and sunsets, and couldn’t help but to create a tweet in the sand. The place where analogue and digital meets:

More on my Flickr. Still contemplating idea for photo-log book for my 365 days project. Any ideas?

Speaking about the books and identity, I want to point out the recent publication by The Aspen Institute – an eBook by J.D. Lasica – Identity in the Age of Cloud Computing: The next-generation Internet’s impact on business, governance and social interaction. This eBook is the outcome of the Seventeenth Annual Roundtable on Information Technology which included 30 experts in identity and technology…

…and explores the transformative possibilities of this new computing paradigm for culture, commerce, and personal communication. The report also considers potential consequences for privacy, governance and security, and it includes policy recommendations and advice for the new presidential administration.

As there are lot of publications waiting for me to read, you can enjoy and download free copy of this book here.

Speaking of Italy, there is an interesting conference about emerging social media technologies and their impacts this summer in Urbino, Italy, from 29th June to 5th July 2009.  The 9th International Conference of Sociocybernetics will take place at the Faculty of Sociology of University of Urbino “Carlo Bo”. More about the programme and keynote speakers in the upcoming days, and here is the list of accepted papers that cover areas of Cybernetics and Web Science, Social systems and economic models of the web, Culture, knowledge and social impact of the Semantic web, Cyberculture, knowledge and local communities, and many other topics that you can check out in the Call.

Let me know if you are attending this conference, surely I’ll be in Urbino on Modernity 2.0 and interact with many academics.

I want to share some of my personal reflections on the earthquakes happening in Italy in the past seven days. Now, it’s been a week since a 6.3 magnitude earthquake struck in Abruzzo, at 3.32AM (01.32 GMT, EDT Sunday) killing over 270 people and causing severe damages to several cities. Especially the city of L’Aquila because there was the epicenter (96km northeast of Rome) of the “terremoto” (Italian for the earthquake).

Since I was immediately awaken, first thing was grabbing the mobile and twittering about this (which is not so smart to do if you’re in the middle of strong shakes, but…), and then I’ve realized that only few of us (read 6, and later 7 people) in the Italy were twittering about this live. It was interesting that the social media in this case was faster than national TV and radio stations. Usually, international media houses, e.g. CNN , are 15-20 min behind the social web and networks, while Italian national stations needed more time, let’s say an hour, hour and a half.

You have to understand this from two reasons (not necessarily in this order): 1. life philosophy in Italy (so far as I got it)  is “piano, piano…”, which means “as slow as possible…” – implemented in every aspect of (Italian) life, and 2. political reasons and the premier’s ownership of all National TV channels (and other relevant media). Sounds familiar? Well…You probably heard the controversial story of a scientist in L’Aquila,  seismologist Gioacchino Giuliani claiming that thanks to his research he had foreseen the disaster four days before it have happened but he had been ignored by Civil Protection. Nothing that we’ve never seen before regarding the government and the media and freedom.

Anyways, I was sending tweets from Rome as I was checking if any media online reported about the earthquake, but the fact was that the very few of us awakened by the quake used Twitter to spread the news before any news agencies. In the next few hours Twitter was the only source available to Italian people to share news and information as well as the contact medium for their friends and family in L’Aquila. The next morning and day(s), Twitter, beside other social networks (especially Facebook) was the major information tool to keep updated with the events in the region and spreading the news world wide, because there were aftershocks and minor tremors (still present). After the major quake, Facebook and Friendfeed were the most active social networks with a role of the spreading the current situation, announcing appeals for help, ways on how to make donations, keeping in touch.

Current situation in the Italian twittersphere cannot be compared with the massivness and the noise that happened in Moldova recently, because as micro-blogging tool it presents among Internet users something new. IMHO, it is the matter of time when this social media tool, that’s being mostly used by the academics and IT/social media professionals, will be spread amongst Italian population, the active Internet users of the other social networks.

Five days ago I experienced really nice act of kindness by Twitterer on my followers/following list. Five minutes or so before leaving my working station I twittered about free hugs, to test the power of Facebook and Twitter in foreign city and country as well as the radius of my digital visibility here in Italy.

A minute later I got direct message from a Twitterer residing in Rome, Apple fan and one of rare Romans who is using Twitter in tech,  saying he’s coming in 15 min to meet me in front of my building. Very spontaneously this nice person arrived immediately via moped in front of my working place to give me a hug, and Moleskine notebook -City Rome. Those who are following me on Flickr, Twitter, Facebook and where not – can notice that I dig Moleskine notebooks.  Thanks to Twitter, I’ve instantly met a person with whom I was sending replies and exchanged thoughts on technology and life in Rome the same day. Moleskine notebook was really nice gesture and welcoming gift, and I am very grateful to all people who are interacting with me, and picking up things I say or write.

The power of social web implies also analogue communication performances influenced by the online presence and ID management of the persona. This act of kindness du jour and the whole week I am memorizing fondly as one of the  advantages of the usage of web 2.0 services. I’m very thankful that I can gradually, here and there, meet my invisible audience.