By day I write documentation for systems administrators, and as a result I spend a lot (perhaps too much?) time thinking about how we organize computer systems so that they can be both useful and easy to manage in the long run. "Right, so..." you say? Well indeed. Recently it's become clear to me that there are some generalizable lessons to be learned from sys-admining that might be helpful to those of us who are less organized than they'd like to be.

Which is pretty much everyone, right?

Right. In brief:

  • Automate everything that can be automated.
  • Closely followed by don't automate something that doesn't need automation.
  • Prefer simplicity over complexity, and prefer systems that require you to remember fewer things.
  • Design systems to make it possible for others to easily understand what you've done.

To elaborate:


Computers are really good at doing what you tell them to do, and although we often like to finddle with them to make them work better, ideally the more we let systems take care of themselves. Also tasks that are automated, if the automation is designed and tested properly don't make silly mistakes. If you've written systems to automate your tasks, you can understand and predict how your system is going to handle the kind of data that you throw at it.

The admonishment to "not automate" until you need something, is basically a variant on age old recommendation to "avoid premature optimization." While automation is a good thing indeed, and if the thing you're automating is really something that can be delegated to the machine without intervention on your part, then that may be worth your while to automate that task. By the same token, it's easy to think "we're going to need to do this thing a lot, I might as well automate it before hand." Which is a reasonable thought to hand, but this puts the cart before the horse, and leads to two undesirable and possible outcomes: first the task doesn't need to be automated because it isn't needed very often; you misunderstand what needs to be done and automate the wrong part of the task, or your automation doesn't cover the edge cases and will need to be rewritten later.

Conventionally, automation tends to cover "coding" or scripting of some sort of task. Outside of programming and systems development, "automating" a task could be as simple as creating some sort of editor macro, or developing some new structure in your data store (database, files, etc.) to hold or manage a particular kind of data.

Simplicity and Complexity

The basic reasoning here is that while complex solutions are often elegant and attractive, and make a lot of sense when you're setting something up, they always make you scratch your head six months or a year later when you need to go back and find something that you did back then or make a change to the system. Be wary of solutions to any problem that require too much consistency on the part of the user. If a system only works if you must remember to follow more than a few steps in a precise order, chances are things are too complex, and you'll end up screwing yourself over later.

Ergo: Err on the side of simplicity, you'll thank yourself later.

The more components and connections there are in a website application or deployment server the more potential for breakage is. The more complexity there is the better chance that FurtureYou or someone working in your footsteps will be totally confused by what you have set up. The same thing holds for whatever your trying to organize and manage.

Generalizable Organizational Methods

Chances are you're the only one who will be taking notes/organizing your work/storing information in your system. Nevertheless, I think it always helps to assume that other people are going to need to be able to make sense of your system. Be it your notes, and research or in your web-servers. Other people are sometimes our future selves.

I tend to use the word system, in a way that most people would use the word "method." I hope that's not too confusing or distracting. I think I'll probably elaborate on these topics a bit more before in a later post. In a lot of ways this is part of the core of Cyborg Institute, and if you feel interested or inspired by this kind of stuff, I'd love to hear more from you. Be in touch!