Some things are better left un-computerized (At-A-Glance Technology) : Texxors.com

Some things are better left un-computerized (At-A-Glance Technology)

March 22, 2007 Posted by Jeff in : Opinion , trackback, Email this post

As an I.T. manager who has worked on some pretty big networks, I find that perhaps some things might be better left un-computerized. There’s a whole science I would like to call “At-a-Glance” technology. To better illustrate At-a-Glance technology, picture an instruction manual, on-screen versus printed and bound. It’s difficult to make notations in the on-screen version. (Plus if you have to share your monitor with others, they may not appreciate the black sharpie scribbles all over the screen). On the other hand, if you have the same manual printed and bound, it’s quite easy to jot down helpful notations next to the paragraphs. That in a nutshell is at-a-glance technology.

Another illustration is something as simple as saving receipts. I saw this product someone was selling at a mall kiosk. It’s a special scanner and a program to scan in your receipts and categorize them. Seems like a lot of work. Scanning…correcting the OCR scan… Saving….integrating with Quicken… That could take hours depending on the quantity of receipts. I simply use a system of manila folders categorized to match my quicken on the PC. The folders are in a big accordionated redwell. When I get receipts, I simply drop them into the proper folder. Bam…Done… No scanning, no typing.. no bull. Plus, if my hard disk should die, I still have my receipts, and my banking history is on my bank’s website, and it’s correct 99.9% of the time. I can see it from any web browser, even the teeny tiny one on my phone… At-a-glance. If I need to look at a receipt, I go to the correct folder and there it is.. no printing, not hunting. That was easy.

We tried an experiment where I work. We have a manual and procedures for our quality system (ISO/TS16949). We put the manual, procedures, and work instructions on the company intranet, along with a neat menu system to gain fast access. I designed the whole thing.

Easy to use, right? Well, it sounds easy. But in reality, I find most people prefer to go to the loose leaf binders in the QC office and look them up, than to go to their PC screens and read it there. Why? I have no idea.

At first their Neanderthal behavior really pissed me off. Then one day, I needed to find a particular work instruction. I looked it up on my PC, during which time I had 2 phone calls, 3 instant messages, and 3 emails marked urgent that needed my immediate attention. Then it dawned on me.. It’s all about FOCUS! By getting my fat ass up and walking to the QC office I, 1- got some exercise, 2- got away from my crazy desk, 3- got to appreciate some friendly banter with fellow co-workers, 4- got to go to the QC office and actually didn’t care that it smelled like armpits and feet in there.

I was away from my desk and that’s what counted. And it was easy to locate the document I needed. I ran a quick copy (which had a black line down the center for some reason), and I was off.. I even took a quick stroll outside to appreciate the unseasonably warm day.

So despite our constant push for more electronic integration, there might be something to this whole low-tech at-a-glance thing after all.

Editor’s Note: For more tips on low-tech organization for high-tech people check out 43 Folders and David Allen’s Getting Things Done.