The Power of Zero

A few weeks ago I was training new staff on various pieces of technology we use in our organization. Being a huge supporter of GSuite tools, one of the first things I show them is how to navigate the GMail web interface. Using my own account during the demo, someone in the room piped up, “You really don’t have any messages in your inbox?”

This sent me down a path explaining the theory (or to some, myth), of the magical land known as Inbox Zero. A quick Google search of the term defines Inbox Zero as the following:

Inbox Zero is a rigorous approach to email management aimed at keeping the inbox empty — or almost empty — at all times.

The same article attributes this technique to Merlin Mann. If you have the time I highly suggest watching Merlin’s Google Tech Talk on the subject. It’s a powerful technique, that keeps your psyche free for higher level thinking. Not to mention, it’s far more efficient than reading, then re-reading an email multiple times while you try to figure out what to do.

I once heard someone make the analogy comparing your email inbox to your physical mailbox. They noted how unusual it would be to go out to the curbside, open your mailbox, start sifting through letters, opening some, shoving others back in the box, and then returning to the house with only a few. Yet many of us do exactly that with regards to our email. For our postal mail, most of us typically process that in some fashion or another. I start by bringing it all into the house, then I might quickly discard some things into the trash, open others and sort into things that need action, like paying a bill, or others I may read immediately, or possibly sort it into another pile to be read later.

The same processing could, and should, be applied to our digital mail as well. When a message comes in we need to decide what to do with it. A popular method for this process is called the Four D’s – Delete it, Do it, Delegate it, or Defer it. This is a simple way to quickly plow through that bloated inbox and get it down to something more manageable.

Keeping your inbox clean is a liberating feeling. I admit that there are days when this is just not possible. Life happens and we have to respond. But the sooner we can wade through our email (pun fully intended), the sooner we can get back to being productive.

Looking Through a New Lens

Zoom with Dual Monitors

I’ve recently been looking at traditional video conferencing through a new lens, both literally and figuratively. One of our projects this summer was to update a mid-sized Conference Room in our office. This room has been outfitted with a Polycom HDX-7000 and two 50″ LG plasma screens for a number of years. This Polycom unit was from a different era, and was difficult for most anyone other than IT staff to navigate the remote and settings.

My plan for video conferencing in this room revolved around a few key components. To get started, I purchased a Logitech Group system with a high definition Carl Zeiss PTZ camera. This is the Cadillac of USB connected video conference systems, and comes in right around the $1,000 price point. Having a high-quality audio and video session with PTZ presets was key in supplanting our H.323 system. The Logitech Group system delivers on all those points.

Zoom with Screen Share

This camera system is connected up to a modestly equipped Mac Mini (~$800) that is tucked away in an equipment cabinet. A bluetooth keyboard and mouse make it easy to interact when needed. The built-in HDMI output is connected to one display and the second Mini DisplayPort is connected to another HDMI display via a dongle. Being able to run true dual monitors to separate video and content is another longstanding H.323 feature that I could not live without.

Lastly, enter Zoom. I cannot say enough good things about this product. It is simple, intuitive, and it just works. It has become the defacto standard for video conferencing in our area and across the state. I grappled with the idea of setting up a Zoom Room but ultimately decided to configure a generic Zoom Pro account for this setup. It does everything we need it to do and is a familiar interface to navigate.

The Mac Mini is configured with automatic login, and the Zoom app automatically launches and signs in. Enabling dual monitors in the Zoom preferences is as simple as a checkbox, as is entering full screen automatically when starting or joining a meeting. Now when someone starts sharing their screen, one monitor will automatically go to full-screen content and you can still see video participants on the other monitor. You can also toggle between Gallery and Active Speaker as well, which is handy.

All in all, this sub-$2,000 setup rivals many of the high-end and high-dollar video conferencing systems I’ve used over the years. I’m anxious to see how this works going forward, but early indicators point to a huge success!

Radar Love

I am a big fan of digital signage, and my hardware and software of choice to deliver this is a Chromebit and Rise Vision, respectively. These are a powerful combination to bring displays to life in your organization.

One of the components most people want to incorporate into their signage is some basic weather information. There are scads of widgets for current conditions and forecasts. However, finding a customizable radar loop is a little more challenging.

For years my go-to choice for this was Weather Underground’s Full Screen Weather. It was great! Was…great…until they changed it. After a seemingly minor update it would no longer remember your location, zoom level, or other preferences if you embedded the map’s URL. I struggled for a long time to find a viable alternative, until today when I discovered a different way to embed weather radar!

This method still utilizes Weather Underground to deliver our content, but it leverages Nexrad radar images. These are not as elegant as the ones I had previously used, but they are still very functional and allow a number of customizations.

Here’s how to get started:

  1. Go to www.wunderground.com
  2. Type in your City & State in the search bar
  3. Then find the link for Nexrad radar
  4. Choose your options, zoom level, and animated frame rate (I found that 18 frames is close to a 1-hour loop)
  5. Click on Save Image (this opens a new tab)
  6. Copy that URL and use it to embed a real-time radar loop!

For example, the image you see below is embedded using this code:

<img src="https://radblast.wunderground.com/cgi-bin/radar/WUNIDS_map?station=UEX&amp;brand=wui&amp;num=18&amp;delay=15&amp;type=N0R&amp;frame=0&amp;scale=0.3130434782608696&amp;noclutter=1&amp;showstorms=0&amp;mapx=400&amp;mapy=240&amp;centerx=652.3611111111111&amp;centery=319.8611111111111&amp;transx=252.3611111111111&amp;transy=79.86111111111109&amp;showlabels=1&amp;severe=0&amp;rainsnow=1&amp;lightning=Hide&amp;smooth=1&amp;rand=24970480&amp;lat=40.43999863&amp;lon=-99.37000275&amp;label=Holdrege%2C NE" />

Keep on Keepin’ On

How do you keep track of things? For me, I’m a habitual list maker. I make lists as a way to be more productive and hold myself accountable. I’m also a huge fan of David Allen’s Getting Things Done. The first pillar of the GTD methodology is to capture everything. Get it off your mind and out of your mental workspace. This process is sometimes referred to as a brain dump, and is a highly effective way to clear your mind and regain control when things seem overwhelming.

“Your mind is for having ideas, not holding them.” – David Allen

Another tried and true technique of David Allen’s is the two-minute rule. It states that if you have an action that can be done in two minutes or less, you should just do it now. Organizing or listing those tasks would take more time than the task itself.

Many folks find that a simple pen and notepad is all they need to start capturing what’s grabbing their attention. Being in the field of technology I have tried numerous different apps and tools to aid in this process. I was a paid user of GQueues for a few years, but have recently adopted a new tool of choice – Google Keep.

I have only used Google Keep for a couple months, but it seems to have the perfect balance of elegance and simplicity. Best of all, it’s free! Being able to share notes with my spouse or colleagues is a huge bonus. The mobile apps work great and for iOS devices there is a handy lock screen widget. The mobile app also allows you to record audio notes, which it then automatically transcribes to text. This is extremely useful for me since I spend a lot of time in the vehicle, which is also when my mind is generating a lot of things to keep!

If you haven’t had a chance to check out Google Keep, give it a try. It might end up being your new favorite app!

Bob and Weave

This past week I attended the 30th annual NETA conference in Omaha. One of the most anticipated sessions for me was one titled “Let’s Duke It Out–Google Apps vs. Microsoft Office”. The presenter, Ramona (Mona) Schoenrock, from the University of Nebraska at Lincoln, set the stage to compare and contrast some of the features of both platforms. I didn’t check the odds line before walking in, but it was sure to be a contentious bout!

While initially prefacing the session as being non-biased, it quickly became apparent that this match was skewed in favor of Microsoft Office. One of my colleagues, Alex Wyatt, and I have passionate feelings about the dwindling need for a full-blown desktop productivity suite like Office, so we were quick to defend our champ on a number of points.

During the session’s Q&A portion I posed the following question both verbally and on Twitter:


I elaborated by saying that if we focused on teaching students the concepts they would be able to move fluidly between Word, Google Docs, Pages, or any other word processor application. Alex made a great analogy that we learn to drive a car, rather than learning to drive a Ford. If we rely on executing a series of specific moves to achieve a result we will be thwarted anytime a small variable upsets that sequence.

We have seen this manifest itself first hand when new versions of the Office suite have been released. People who had grown accustomed to “go here, click here” processes were lost when the menu system had changed. We need to teach critical thinking skills and expose learners to a variety of tools that can accomplish a given task. Employers say they want someone who knows Word. What they really mean is, “I need someone who can compose and edit documents.”

Daniel Pink is quoted as saying, “We need to prepare kids for their future, not our past.” This is never truer than during our rapidly evolving information era. It’s not important that you are certified in some specific application. In five years most of that won’t matter. What matters is how quickly you can learn and adapt to the next version. That is a marketable skill.