Readability and toread.cc bookmarklets

Here are two bookmarklets I use every day. (Bookmarklets, you ask? What are they? More here.) The beautiful thing about bookmarklets is they should work from within IE, Firefox, Safari, or any web browser that lets you put a bookmark in its Links bar.

Because I read lots of articles and blogs online, I click the Readability bookmarklet a lot. (In fact, it's the rightmost link on my Links bar in both my work and home browsers.) Lifehacker has a good mini-explanation with video of what it does, but essentially the Readability bookmarklet strips out all the page and font formatting and presents just the text, sans background, affiliate links, banner ads, etc. Select the settings you want on the Readability site, drag the bookmarklet to your Links bar, and away you go. As Lifehacker notes, it's not perfect, but it gets the formatting right for me about 98% of the time.

Yes, some web sites like NY Times or New Yorker have printer-friendly pages, but they're not always reader-friendly pages. With the Readability-formatted page in the browser, I can quickly read a narrower column of text on a gray background, which my eyes find more restful than glaring white.

I can also print the reformatted page, which looks great, or save it to PDF. I generally prefer the Readability version over any web site's printer-friendly version.

I also like using the Readability bookmarklet with my toread bookmarklet. The toread.cc site bills itself as an "email-based free bookmark service." Which is accurate but sounds klunky. Delicious, which I use heavily, is also a free bookmark service. (I don't use browser bookmarks anymore; it feels so '90s.) But Delicious doesn't let me search the contents of the pages I've saved, so I should make good notes or provide good tags that will enable me to find the link again later.

What I use toread.cc for is as a way to archive web-page receipts, web pages with information I may want to access again someday, or web pages I may want to read later. When I'm on a page that has text I want to keep, I click the toread bookmarklet, and the entire page is emailed to my Gmail account. (I specified my Gmail address when I signed up for the service.)

Because I use Gmail, I can now search the full text of these saved pages and generally find what I want pretty quickly--which is the chief advantage of using this method over Delicious. Using toread is a way to build up a personal web archive in a painless fashion.

I don't store everything I read online using toread and Gmail, only stuff that I think I'd like to hold on to "just in case" (which is the clutterer's curse). If I'm doing lots of web-based research on a topic, then I'll use Delicious to group a large number of sites under a single tag and harvest the sites later. More likely, if I read a poem from Poetry Daily or an essay I particularly like or a computer tip I want to have on hand, then I'll use toread.

When used with Readability, the toread service helps me to archive clean-looking pages that don't have billboard/classified-ad clutter that permeates web and blog design these days. (And my toread bookmarklet is on the leftmost side of my Links bar, so I don't accidentally click it when I really want to click the Readability bookmarklet.) (Do I like to complicate my life with these rules, or what?)

I don't trust that pictures or graphics are saved via toread; I think they're included as links in the email. If the original site goes down, then it would take the graphics or pictures with it. So I tend to focus on text-based material.

Incidentally, I sometimes find that when I go back to read pages I emailed to myself, I've sometimes lost interest in them and wondered why I thought I wanted to read them. These tend to be deep-dish think-pieces from Arts & Letters Daily. So, using toread provides cooling-off time between "Ooh! New thing! Must read! Must distract myself!" and "Hmpf. Why did I save that?"

Another reasonable objection to using toread could be, "Aren't you just junking up your Gmail?" Maybe. I have a filter that labels every email from toread.cc as "Later." So, yes, there are many to-be-read emails in the "Later" bin, but they can be filtered out of searches or I can search only within the "Later" bin; both options allow me to narrow my focus as needed.

I also feel that, geez, don't we already know how to delete, sort, or file emails? Could it be any easier? Try sorting and deleting Delicious bookmarks; it's better these days but not as easy as email. Email, for better or worse, is the world's most oft-used app (no matter the application nor whether it's web-based or computer-based) that, presumably, most people already know how to use. Why not push the stuff I want to read or do through my email application? It prevents me from having to learn a new application and, filing-wise, I now have one place to search for that needle in the haystack, instead of several different services (or the whole web, for that matter).

Note: I see that toread also offers a service called news.toread.cc, that uses data collected from the toread.cc service to show what people are bookmarking. It's rather like Delicious's home page showing what people are bookmarking. Just pointing this out if security is an issue.

How is it possible? More on email

The readings that prompted these postings were:

Lehikoinen, Juha, Antti Aaltonen, Pertti Huuskonen, and Ilkka Salminen. Personal Content Experience: Managing Digital Life in the Mobile Age. Chichester, England: John Wiley, 2007. [48-51, 84-94, 127-157]

Whittaker, Steve, and Candace Sidner. "Email Overload: Exploring Personal Information Management of Email." Paper presented at the Conference on Human Factors and Computing Systems, Vancouver, British Columbia, Canada, April 13-18, 1996, 276-283.

The following response was to a question about whether a high number of emails are seen as a sign of prestige or importance.

Both of my managers receive upwards of 50-100 emails a day, depending on the crisis du jour. It's more a sign that their world is probably wider than mine and that they have more responsibilities (and more corporate spam to filter out). Both would love to have fewer emails to plow through; sometimes the job feels like it's managing email rather than getting work done.

Piles of unprocessed emails stresses both of them out. So it's not a badge of manhood for them.

One of my managers has been there for 10+ years, and he's a filer; his folder hierarchy is like baroque stained-glass in its intricacy. But for our clients and others on the team who don't file, they know that he *does* file; hence, he's usually the go-to guy for "do you have a copy of that email?" His ability to file and find stuff means they don't have to (and he now has this reputation to live up to, so that adds to his stress). [Update: after backing up his emails to a CD, he deleted about 10,000 emails from his account, some dating back to 2004. And remember, he deleted lots of email too.]

I remember reading somewhere that our brains have a 'doing' function and a 'thinking' function. The trick is, that they don't work at the same time. Reacting to email is a satisfying 'doing' activity, so most people probably don't think too much about how to file something so they can find it later; they're too concerned with taking care of business now. Sometimes we'll think ahead and plan an elaborate system to process our emails, but when we start doing it, the system is awkward or cumbersome; I'd class making folders and filing as a system that some people find cumbersome.

Another part of the issue may be the just-in-case vs just-in-time mentality. A lot of us filers and packrats like to hold on to things just in case we'll need them; but 80% of our files are never seen again. 20% I'll access regularly, but that 20% is different for every user, which is why filing still winds up becoming a personal matter, even in a business setting.

I wonder if things would be different if we asked people to create their own filing systems as if someone else would be using them next year. Would they then take a little more time to create folders, to make life a little easier for the next person? They may be able to create just enough metadata for us to get by.


In what ways are your own personal information management practices similar to or different from those described in the two readings?I'm one of those unfortunates who believes there must be one true way to do anything; as a result, I keep shifting things around and never have a stable setup. My wife, OTOH, doesn't seem to have this problem.re email: My email strategies for work and personal are different. In general, I'm more organized than the article subjects, partly because my role in the team is be the unofficial archivist and because experience with our customers has shown that I'm better at keeping these records than they are.

At work, my strategies shift and vary based on the work I'm doing and the tools I'm using. I used Outlook differently from Lotus Notes, for example. In general, I find myself dumbing down the email interfaces so they're as simple to use as possible. I tend to create folders for each project I'm involved with and emails go there. Because we have storage restrictions, I will archive emails (usually emails with big attachments) to a separate database on my hard drive; I have an agent set up to archive mails over 6 months old. For the database on my hard drive, I have full-text indexing turned on as this lets me search inside PDFs, Word files, etc. (Can't do this with my active email database.)

After attempting to segregate mails by project AND fiscal year, I decided last year to keep all project-related emails in one project folder and be done with it. (Notes lets you keep a file in more than one folder, basically a shortcut to the email, but I rarely use that.) I rarely think about metadata or context; like the article subjects, I'm concerned with the next deadline or commitment and long-term storage and access isn't part of my everyday thinking.

We've found that it's best after a project is over or some disaster has happened, to draft a Word file that summarizes the incident, what we did, our rationale, important facts, etc. It helps to draw everything together in one place in a coherent narrative. Often, important meetings or phone calls are not documented elsewhere, and they sometimes need to be captured. I then email it to as many people as request to see it (safety in numbers; in case I delete my copy, someone else may have it); I also save it to our Notes document database on the network where it's backed up and available for others to see.

[Aside: It strikes me that the Notes article is all about jumbled collections of individual items--call them 'words.' The Symbian developers are creating a framework to turn individual words into 'phrases' with simple grammar -- "is part of," "was taken on," "is used by," and so on. But there's no technological way to turn those phrases into any meaningful sentences or a narrative, except in the mind of the user.]

My personal mail is kept in Gmail, with minimal labels (I don't use multiple tags). I find the searches powerful enough that I only use labels for short-term personal projects.

Previously, I used Yahoo mail for several years; I archived all of that mail to my hard drive in 2006, and have gone back to it less than 10 times, I'd say. I just haven't needed to. I use Copernic Desktop Search to scour files for keywords if I can't find a particular document.

My files are organized primarily by directory name, but I have duplicates that have built up over time, and haven't figured out a strategy to deal with them. I depend on the directory and file names to provide whatever context I need to figure out what they are. I may append keywords to filenames, but not often.

My photos are organized in directory folders by year, then by month, then by subjects. Music files are organized in directory folders by genre, artist, etc. I don't really trust Picasa or iTunes or MediaMonkey to organize these things for me because their organization tends to be proprietary and require much organizational fiddling by myself, whereas they can all read the files in my directories, which I can arrange once and then forget about it.

I tend to think hierarchically and alphabetically, so that's how I tend to arrange my files on disk; I fall back to Copernic when I just can't find it by scanning folder and file names.

More on email overload

Yet more reaction to this article:

Whittaker, Steve, and Candace Sidner. "Email Overload: Exploring Personal Information Management of Email." Paper presented at the Conference on Human Factors and Computing Systems, Vancouver, British Columbia, Canada, April 13-18, 1996, 276-283.

From a records management POV, I had these thoughts:

  • People are so overwhelmed when they're in the thick of their email, that they can't discern an immediate difference between the ephemeral and the archive-worthy. (This is even though they describe their jobs as mostly managing email.) For this reason also, we can't depend on them to prune their stash of mails.
  • If the users can't categorize their mails so they can locate them, then records managers will have even less success at helping anyone find them later.
  • If we're faced with having to archive everything, then nothing is of value. You can't find the needle if you keep adding hay to the stack.
  • If we establish retention policies, then we're the only ones who will follow them. I perceive these users as being so busy, that they will think of archiving as someone else's job. They already have too much work to do.
  • The article doesn't address the issue of file attachments (I use Gmail for file storage as much as for communication) or of the corporation owning your email. File attachments are as important as emails these days.
  • Again, it's not mentioned, but users are more likely to hear from corporate IT that their inboxes are taking up too much storage space and that's when they have to purge. At [previous workplaces], we took training now and then on retaining records, but you hear more often that you need to trim down your mailbox size.

Other stray thoughts and babblements:

  • This article was written over 10 years ago, and I wonder what biases or expectations the authors and the users brought to the topic of email and email programs. What were they expecting email programs to do for them?
  • Having used Lotus Notes at various jobs since about 1995 or so, I can testify that its general yuckiness contributed mightily to the users' problems. Although Notes has added buttons to let you copy a mail into a calendar or to-do entry, those are areas of Notes that users I've worked with know very little about, like the Journal or To Do areas. You can make Notes remind you to do things regarding your mail or tasks arising from it, but it requires you to click buttons and takes you away from the inbox, which seems to be everyone's home base. When people leave the inbox pane, Notes is a lot more forbidding and cold, with toolbars and commands appearing that don't have anything to do with email. (Which makes sense--Notes is a document database program with an apparently sophisticated macro programming language, and these toolbars and commands help with database and record manipulation; an email is just another document in the database to Notes, but that's not how users see an email record. I read somewhere that the original developers built the email app originally just to show what could be done with the language; but it turned out that customers wanted emails more than the databases.)
  • That said, Notes STILL doesn't have a threaded message feature as Outlook does and it regularly frustrates me. Add to this annoyance the extra one that [my workplace's] Notes team has turned off full-text indexing, so searches are slow and incomplete, and you can't search within file attachments. I can't say enough bad things about Notes.
  • It would be easy to blame the users for not managing their emails, but the problem also lies with the app developers who either don't listen or are unable to accommodate technical improvements that might make life a little easier for their users.
  • I think these users were not taught good work habits, basically, and probably expected Notes to do the thinking about their work for them (there I go, blaming the user). I doubt any of them had 90 voicemails just sitting there, yet they'd have twice that many emails just sitting there. What is it about the email UI or the promise of email that makes people think their work is done?

On the subject of Gmail Overload, here are two links to how a PR guy uses Gmail as the center of his information universe. These postings include links to other articles in the series where he contorts Gmail into painful positions.

Micro Persuasion: Turn Gmail Into Your Personal Nerve Center http://www.micropersuasion.com/2007/02/transform_gmail.html

Micro Persuasion: How to Use Gmail as a Business Diary and More Tips http://www.micropersuasion.com/2007/04/a_few_weeks_bac.html

This link is to a guy who thought email was great and now thinks it's bad. THE WORLD QUESTION CENTER http://www.edge.org/q2008/q08_print.html#pollack