The Hindu Business Line : For the simple life

Progressive simplification of life is an expression coined by Mahatma Gandhi who wrote: "One must not possess anything which one does not really need. For instance, one must not keep a chair if one can do without it. In observing this principle one is led to a progressive simplification of one's own life."

So what does the new manager do with this principle to be more effective?

Cut out the desk clutter

If you have a clock, a family photo or a picture or idol of a deity in addition to writing instruments in a holder — as is customary on Indian desks — then keep only one of each. Replace an old one with a new one. I once saw a doctor's desk full of rows and rows of idols of Gods. This was a huge display to encourage faith, but to the point of distraction. I wonder how much time dusting the desk takes.

I once overheard this conversation between our cross-cultural trainer from New Zealand and my Indian administrative assistant.

Paula: "Why do you keep all your papers in front of you Sheela? Your desk looks rather untidy."

Sheela: "If it is not in front of me I will forget to complete it."

Paula: "Why don't you use a `to do' list and a diary system so the tasks are listed and what is left over is carried to the next day's agenda?"

Sheela: "But who will remind me to look at that list in my diary the next day?"

Paula gave an `I give up' shrug and left our office. And I smiled a cosmic smile!

Virtual is good, but how many spaces can we manage?

`How can I reach you?' A simple question like that these days elicits long answers like a landline number, a work mobile, a work e-mail id, a home phone, a personal cell number and a personal e-mail id... Phew those are a lot of options to be responding to!

In progressive simplification mode we could, at least, reduce the number of personal e-mails addresses we use. For a long list of e-mail IDs to check and keep trim is a time robber.

Move over Mr Bell

`Texting' is the order of the day, especially when it comes to forwarding jokes. The `send to all' option makes for easy distribution, but does this not invade privacy and waste time for both the sender and receiver?

An NRI based in the US, who we were training in Indian culture for re-entry into India after 30 years in California, was aghast at the `texting' used in India. He explained to me that in the US `SMSing' or `texting' is not yet used and that he did not even have that service on his phone, "I think the invasion of my time outweighs the advantages you mention," was his argument. Certainly food for thought before we hit that `send' button the next time!

On the other hand when using `texting' for business communication, I have learnt to follow the example set by our German and Finnish clients.

A recent text message from a client at BMW read: "Dear Ranjini, I will not be able to keep our appointment. Let me text you another time shortly. Regards Peter."

They treat `texting' with exactly the same courtesy as any other form of business communication.

No shortcuts for spelling, punctuation in place and sender and receiver name keyed in, even if the chances of their number being stored on the recipient's phone memory are high.

Naming folders on a computer

Six sigma, lean living... that is the way to go in our daily computer-oriented lives. We have successfully replaced paper with soft copies of documents.

Naming the folders they are kept in on a computer system for easy retrieval is very much a part of progressive simplification. Multiple folders on multiple computers for the same topic create more work for us to wade through when we look for information.

The other day, we were looking for a file in our office. We found that each individual on our team who had worked on the file had also added acronyms for each topic without a clear list of what the acronyms meant. Our Indian penchant for acronyms and abbreviations is an art in itself, but we don't need to indulge in this now that computers accept longer file names !

Remember the aim is easy retrieval of information, and to make companies less dependent on specific individuals.

Backups and clear outs

Whether it is paper work or soft copies, this is a super important task to perform periodically for the progressive simplification of life. The next time you float your CV around try to get it to read: `Strengths: Regular backups of system; regularly clear out redundant files and data'.

It might fetch you a 10 per cent premium at the company hiring you. I know I certainly would pay more for getting someone with this inbuilt skill set!

(The writer is Founder-Director of Global Adjustments, a Chennai-headquartered cross-cultural training and services company)

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