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?

If you’ve recently noticed on my Twitter statuses mentioning ICSD2009 and reviewing papers and communicating with other reviewers and scientists, it was because two weeks ago I was denoted a role of Programme Committee member for the scientific conference on digital libraries and semantic web. Since I’ve never been before in the conference Board or in the position as reviewer of scientific papers – this experience is super interesting to me as I’m dedicated to these both acts.

There are plenty of good quality papers (at least those I’ve read) that cover variety of topics: from open access, open standards, content development (re:tools and techniques), to architecture for Semantic Web, methodologies, vocabulary and taxonomy development, intelligent agents in sem web, all in all very interesting compilation. If you happen to be in Italy in September 8-11, 2009, don’t miss this conference taking place at the University of Trento. More about it on ICSD 2009 web site and topics to be discussed on the conference.

“So, you can take the girl out of academia, but you can’t take the academia out of the girl, eh?”

Those were the words of a friend of mine after I announced the news. Well, guess who can has PhD scholarship?

Last year I applied for Oxford PhD scholarships for 2009-2010, and completely forgot about it. Then in the April I was told I was selected and invited for an interview. All happened very fast and unexpected. It began with a call from British Council and professors from Oxford, when I was asked to come in person to the interview (last minute call) to Belgrade. Since I reside in Rome, I had to take the first plane next morning and I appeared in the early afternoon as the last candidate to be interviewed for this great opportunity. Actually I was about not to go, because it seemed impossible to make it to Belgrade in such short time, but my UN supervisor was encouraging me to give it a try.

Shall I mention that the interview was more like great, nice interaction between professors and me, carefree chat on social networks and media since professor and BC representative wanted to know more about the usage of the social networks in Serbia and they were all ears when I started passionately to talk about Facebook. Anyway, at the end of the interview I was told I will know the final result soon. So I went back to Rome, and seven weeks ago (I know, I know – I was and I am very busy at work to announce this to all of you officially) good news came right into my inbox: the official email from the Oxford University. I was super-happy and ecstatic and wanted to keep this to myself to summarize my thoughts and to think about this very well, and also to talk to my closest ones, to consult with the allies, and with my UN supervisor.

As much as I was happy – I had a huge dilemma that I was not facing for the first time, to choose between two good things: research or work. There is an eternal battle in me between academic/research life and practical work. The thing is I am equally engaged into both -academia and practical work, and since it has been two years since my Master thesis – I found myself still writing papers, publishing, going to conferences, storing for my research I’ve been developing in my head, travelling over the Europe and the United States, soaking and exchanging information, getting inspired. All in between, I’ve been working on practical things, still creating and contributing to the interwebs, interacting with people, making connections.

I officially accepted the offer to spend school year at Oxford Internet Institute, to work on my PhD research, and to interact with supersmart people, including my mentor dr Hogan. w00t!!! Or shall I say Blimey! I couldn’t be any more pleased. Yes, this means I am going to start the end of my research and writing of PhD dissertation.

For those who don’t know [and I doubt that those of you reading this don't know – there is zero % that you didn’t hear for Oxford Internet Institute] – OII is the academic mecca for scholars, researchers, web creators, superb centre for the study of the social implications of the Internet. Going to OII will allow me to continue my PhD research that is focused on communication practices in virtual communities of the young adults in Serbia, especially focused on Facebook. Spending time at OII will bring me a productive, collaborative, inspiring environment in which I can accomplish my plan. Plus, there’s amazing work at OII concerning social web and media.

I am aware that PhD process is painful, but I strongly believe that knowledge is power. I wouldn’t be working on things I did in the past, and now for the UN on developing projects, which foster the technology, sharing of knowledge, web of science, semantic web, if I didn’t believe in them. Also, being surrounded with wonderful and supportive people, I am even more determined to start writing the dissertation and continue my research, because this is what I want. I realized that PhD is worth all the craziness around and inside the academia, as well as there are things that I can do with a PhD that aren’t academia.

The practice and work will keep me to the ground and sane as much as I can be – I won’t quit my UN job, this was one of the first issues I was concerned about, but luckily I have really fantastic supervisor, dr Keizer, who fully supports and encourages me. So, with all “blessings” I shall continue working on science and technology, semantic web project and return back to my research for the final dissertation. It sounds difficult and it is, but I am enjoying it and I see great benefits for my long-term goals.

I can’t wait to begin my research and writing, exploring, examining, publishing, interacting, soaking energy from experienced and smart people, that will inspire me to produce interesting ideas and the outcomes for the future projects and work. Also, I miss UK at some points, I have friends and colleagues there, and oh I love British countryside, and London is very near. I am aware about H1N1/09 virus, but I hope British people are working on it, and I’ll try to boost up my immune system. All in all, I am grateful for this great opportunity and for the all good people who supported me in this, and in general. I couldn’t be more happier. w00t!

Last weekend I spent most of the day (read: five hours) musing myself (I am a bit ironic but this is my rant and rave) through procedure I call the performance of being capable to go through iBT TOEFL test. What kind of test iBT TOEFL is? It is test of English as a foreign language for undergrad, graduate students, professionals, researchers world wide. For those who want certificate or  test their English capabilities, academic or professional purposes, for non English speakers, for native English speakers, you name it.

Once upon a time there was paper based TOEFL, human TOEFL test (no muss-no fuss) I had certificate in 2003 (for US purposes then). Now I was asked to go through iBT TOEFL (not that my English is bad or something but just as “”formality”). iBT TOEFL stands for Internet based test TOEFL. I didn’t prepare for it as I am pretty confident in holy 4’s – Reading, Listening, Speaking and Writing sections, but I wanted to go to the forum community and check out what other folks say. Mostly PhD scholars and many professionals – English native speakers from United States preparing for the test weeks and months in advance. Many of them “failed” or didn’t reach the score that the institution asked from them and all frustration, sharing information can be read on TOEFL community forum.

Then the little light bulb alarmed me, and after reading testimonials I thought I should prepare myself in technical way: go through sampler I got for free when I registered and paid for test, plus a good friend of mine managed to hack into Kaplans’ version of iBT TOEFL book/interactive software with 4 test simulations. This all happened in 2 days period prior to testing day, and have to admit that I was a bit discouraged as:

1. iBT TOEFL  test is everything but objectively measuring and evaluating your English language skills (especially referring to Speaking and Writing section). First two sections (Reading and Listening) are based on questions and four answers. It is complexed as it “measures” not only grammar but comprehension, the ability to interconnect through different passages of the text, how fast you absorb data from all the interdisciplinary fields, but yours. And of course, time is so limited.

2. I appeared an hour prior the test and found a mess in testing center with lot of Italians totally confused and frenzied. Did I mention that I took the test in Rome?  In so called training center with few rooms so called computer labs? [disclaimer: you are lucky if you can skip iBT in Italy, you'll know why in the next paragraphs].

3. iBT TOEFL is highly academic content test created for graduate students and professionals in different area of human activity. There are lot of unfamiliar narrow-professional terms that you never heard because they are not your area of study. You must know how to navigate through many passages and interconnect the information, even tiny details. You have to use your memory all the time and focus, focus. Offered answers (usually two of four of them) can refer on the sentence or the word because they are so damn similar – so you have to decide either one or two. If you make here mistake, you loose the point. In other words – try to figure out what the author wanted to say. This usually works if you have optimal conditions for test-taking, but…

4. Conditions on the test day: I was so determined, cheered up, and super happy to finish with that, and what I found were computer rooms with no functioning AC’s (cooling system), some of them stopped to work on 35 Celsius degrees (hot, hot very hot). Windows were closed. We were boiling. No air, no thinking. My brain couldn’t process any information on the part Reading and Listening. I was so angry cursing paleontology eras and the changes in the Earth core, Whales and other species that are dying, and the problem how to decrease CO2 in deep blue ocean. Then, when people started to complain due to the lack of the oxygen, many of them left the room, organizers opened the windows and the noise from the street interfered with our headsets and Speaking section. During the speaking I was so revolted that I talked and talked and couldn’t wait to finish with writing. Another hideous iBT thing: you have 10 seconds to prepare what you heard and read and then to summarize all in 30 0r 45 or 60 seconds. Then you have Q and A’s from academic lectures heard/read on the topics that are not familiar to you. Bullshit! Pardon my language, but this is true. Writing was pretty easy for me as I don’t mind to write surrounded by cacophony. So that was about test (infra)structure and conditions.

5. Also, you have only 10 min break in between Reading/Listening and Speaking/Writing section – just enough to go to the toilet, drink some water, and eat tiny chocolate if you are lucky as the clock on your computer is ticking. So beside timing your reading of the academic passages from marine biology, archeology, maths, etc. you should time and practice going to the toilet, mind you. To do test properly usually takes 4- 4.5 hrs.

6. Hypothesis that iBT TOEFL is big money sucking-machine. Two important sections of the test (Speaking and Writing) are evaluated by humans. Now comes catch 22: many of them are not academics or objective. Many cases showed that they give much lower scores on these two, so the test takers could ask for rescoring (which costs additional money) and they would raise up score up to 4-6 points. A pharmacist I was talking with in the last 3 days, a woman from California is taking the test for several times as she had bad scores in Speaking section and her employer asked for specific score (e.g.30). She is very frustrated as she told me she believes that iBT TOEFL is a big money-sucking machine because there are lot of people like her that have to keep taking it on and on again until the requested score!

7. Focus/concentration/attention and distractions play a huge role with this kind of tests where you need to be super mechanically capable to multitask and give the feedback that are correct. Otherwise you lose points. Now I understand why some people spend weeks preparing it, but again I think this is the most hideous test that exists. It doesn’t represent your real knowledge of English. iBT is so vague, have holes, that when I talked to some academics many of them told me they hated it. Really.

Finally, I don’t expect high scores, I messed up first two sections that required 100% of concentration, optimum conditions for test taking that I didn’t have. I guess I will never “fit” into desirable candidate for gaining the maximum or close to it, but I know that my English is so damn better than 99% of people who came to take the test. I don’t want to prepare with manuals “how-to” test for dummies. With all respect to those people as I know they practiced for months and I know their speaking English is so poor, but I’m studying and learning (still, ongoing) my English since the age of six, use actively, work and live in English speaking environment, and if test shows the opposite I don’t care.

I just hope those who might care will read this and don’t take for granted my bad scores of iBT TOEFL. Anyways, we’ll see in two weeks.

Recently I was asked by a colleague who is working on the launching of the new information management, knowledge management (KM) system about evaluating social networking tools (read: social software, web 2.0 tools) as potential implementation in the “old” web 1.0 models for web repositories (during past times we had locked archives, not open systems). Which made me think and evaluate that special project we are about to launch (note: since I’m not bringing out insider’s information on my personal blog, but on local work intranet blog, information stated here are my personal reflections on certain issue in general).

Having in mind that the open access databases, archives, repositories are hopefully present in technology, education, science, and that the iron metal systems are behind us (hopefully), let’s say that the technology, science, academia are striving to be open. A friend of mine in our talk this evening mentioned to me good news that his teacher, professor at University is referring kids to use Wikipedia. He also says that he can find, as being soon graduate Computer Science student, very useful tips and data on programming or scrips, coding right in Wikipedia.

The full text documents systems or reference ones beside the interactivity and collaboration (in the case of Wikipedia), and others academic document repository systems at institutional level for capturing and disseminating information- need what we call social software and the usage of social networking tools for sharing. Moving from static locked systems, new ones are a dynamic web-based applications that use an advanced open source software technology for facilitating interoperability and promoting coherence in knowledge management and information exchange (hello web 2.0, and web 3.0!). Such dynamic systems require sharing tools for exchanging data, browsing data, and merging records, collaboration (from Aim, bebo, Linkedin, Digg, Facebook to Twitter, Friendfeed, Netvibes, etc.). For example: something in the form of the widget like you see the one below this post (Share this! or Add this!) for the sake of social bookmarking and exchange data amongst IT professionals, academics, social networkers, researchers, everyday Web users.

And today another colleague asked me to talk about Twitter’s purpose and usability in such systems. I will just mention one thing here as it requires deeper analysis: Twitter is useful not only for dissemination of information or sharing any information, but also as interactive collaborative playground where everybody is there (Here comes everybody!) and especially after 3 years of being present not only as as micro-blogging tool but as well as a space for networked publics that looks like (and is) micro-global village with individuals role in it. So why Twitter? Simply, because everyone is there. Your allies. Some people more or less on Facebook or My Space or Linkedin, but Twitters’ infrastructure’s been spread in all human activities. Including science. Technology. Academic world. Celeb-circustry. You name it.

I’m looking forward to see how open access systems will and are responding to current changes in Social web fluctuations, but as far as we know it using social bookmarking, sharing, social software tools in general didn’t hurt any sci-tech system. It can make it only to be more open and dynamic.

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?