Productivity

My clients increasingly ask me for support with keeping focused on one thing at a time. Most people are familiar with the concept of "solo-tasking", but putting it into practice continues to elude the masses from what I can tell. At work we usually have dozens of available tasks competing for our attention and endless distractions provided by phone calls, emails and news updates. Never mind the amount of attention wandering to the current financial crisis at this unique time of global concern.

Common wisdom tells us that we would be happier and more productive if we held only one thought at a time and performed each task with greater care and attention to the moment. Even our greatest worries and concerns can be dropped if we consciously choose to make the present moment more important.

As a coach it's easy to tell someone how to be present and focus: "Be present and focus," but it's quite another thing to train someone (or oneself) to be more conscious and aware. I continually monitor my progress in this area, sometimes to my satisfaction, but not perfectly. For me, yoga is one of my favorite exercises for increasing "mindfulness". I hope you'll enjoy the follow tips for keeping yourself on track, by Daily Dharma:

Daily Dharma 04: Do One Thing At A Time
June 23rd, 2008 Posted in Daily Dharma

“There is no royal road to anything. One thing at a time, all things in succession. That which grows fast, withers as rapidly. That which grows slowly, endures.” — Josiah Gilbert Holland

Do you multitask? These days it is hard to avoid doing two, three, or even five things at once. Multitasking is the antithesis of mindful action, however, and multitasking can actually make you more stressed and less productive than if you focus on doing one thing at a time.

Today, Do One Thing At A Time.

Here are eight ways to learn to “solo-task”.

1. Pick Your Objective – Are you writing a report? Or checking your email? Or eating your cereal? Yes, you may be doing all three, but which one is most important? First of all, choose one thing to do, and do just that.

2. Remind Yourself of Your Goal – We are so used to multitasking, solo-tasking can take effort. To keep focused, remind yourself of the one thing you want to be doing, and when the temptation comes into your mind to do something else, push the thought away. Tell yourself: “Not right now, Mind. I’m presently doing this.”

3. Think About, and Enjoy, What You’re Doing – We perform so many daily tasks without even thinking: brushing our teeth, driving to work, even greeting coworkers. Yet there are simple pleasures to be found in all of these things. The next time you brush your teeth, for example, think about brushing your teeth. Enjoy the feel of the bristles on your gums. Look at yourself in the mirror. Cherish the fact that you are taking time to care for yourself.

4. Eliminate Distractions, a.k.a. Temptations – If you frequently get sidetracked from a project by an email or phone call; turn off your email or phone. Unplug the internet if you have to. And turn off the TV when you’re eating or writing or studying.

5. Breathe – Okay, so you can allow yourself to do two things at once: you can breathe! Focus on your breath to center yourself. Take a moment before starting something, be it a project or a meal, to take several deep breaths. Doing so will calm you and allow you to focus more clearly on your objective.

6. Slow Down – Life is hectic. There is never enough time to get everything done and do everything we want. Instead of trying to get more into your day, try getting more out of your day. Slow down enough to do things well, and enjoy doing them. Be patient – with others and yourself. The difference will amaze you.

7. Plan Your Time – Set aside blocks of time to complete certain things, and protect that time. If you have a project to complete that you can’t seem to get to, block out an afternoon to do it, and don’t let anything get in the way – even an important meeting request, for example. If they ask, you’re already busy.

8. Avoid the Never-Ending To-Do List – Keep a list of the most important two or three things you want to get done each day. Everything else can wait, so it doesn’t need to clutter your desk, or your mind.

Still not convinced that multitasking does any harm? Checkout the scientific data provided by CNN.com.

In the last few weeks, I've received countless questions from friends and clients about my opinion of the iPhone as a "GTD-friendly" productivity gadget. My answer might sound like a cop-out: "use it if it works for you."

But ultimately how you choose your essential portable productivity tool is a personal choice based on preferences, your work style and what your job requires (portability, accessibility, focus time, research capabilities, etc.).

I've compiled a few remarks on the iPhone for the consideration of the productivity-conscious consumer:

Pros

• Liking your tool automatically increases the probability that you will use it, take it with you everywhere, and look at your lists with a little less resistance.
  
• Many options = flexibility. Some people will download custom applications to the phone, others will use iCal to manage their to do's and synchronize with their significant other's calendar.
  
• All in one place - multiple applications in one place means you waste less time switching between gadgets. This was the concept behind the the original line of smartphones. And ladies know, one can never underestimate the value of less clunky objects in her purse.

Possible Cons

• Are you seeing your lists of things to-do in the most effective format possible? Can you categorize based on the context in which you will do the next action step? When you test drive an iPhone, be mindful that many smartphones (some BlackBerry's included) don't offer the ability to see categories easily. Instead tasks appear in a long "flat" list - not very useful when you only want to see your Errands or Calls quickly.
  
• Distractions. If we were already complaining about information overload because of our laptops, now you have countless hours of YouTube videos in the palm of your hand - yikes!
  
• Paper vs. Digital - a lot of people easily overlook whether their tendency is towards a kinesthetically-pleasing paper experience or towards a faster digital productivity experience. Consider in your evaluation whether you are a) proficient with new technology tools (how easily did you adopt a laptop scroll pad instead of a mouse?) and b) your natural inclination towards either a pen or a keyboard.

I'll leave you with these clever comments from the GTD master himself about the iPhone and the difference between having a cool tool and having the discipline to fully use the system.

[Reposted from BusinessWeek]

Cool Tech -- A Cautionary Tale
Posted by: David Allen on July 24

I was just talking with a friend who was boasting about all the nifty features of his new iPhone, especially all the capabilities it now has to collect data and input. Taking pictures of business cards that can then be text-searched, recording notes, etc. Seemed, indeed, like the result of lots of creative thinking and design. Then I asked him how often he cleaned up all that exciting new input – i.e. emptied his virtual “in-basket” the phone had assisted him in generating. He sheepishly admitted that was a major problem.

This is indicative of the potentially frustrating side of all the new technology. Lots of new and exotic ways to capture, slice, search, and retrieve data. But no matter how slick the gear, nothing has yet been able to replace the personal and individual executive function of actually deciding what, exactly, all that input means. What action, if any, do I need to take about that interaction that produced the business card I can now take a picture of? How critical is that data, for what purpose(s), now or later on? Until the very specific and discrete meaning of data is determined, there is no criterion for how to organize it.

The cool tech is cool, to be sure - but only if you have installed the best practices of processing the exploding plethora of miscellany it fosters. When they come up with an iBrain you can plug into your iPhone, so you actually don’t even have to think about the contents it collects any more – wow! Of course then you’ll have to choose whether you want the Fast-Track-Executive, Laid-Back-Retiree, or Liberal-Arts-Student version of the premier Decision-Support package add-on (for a nominal additional fee).

If you’re betting on the latest feature-laden nifty small and sexy tool to relieve the pressure of life and work, be careful. The weekend it will require to learn how to use it will be a mere drop in the bucket compared with the extra time you’ll need to wade through the additional stuff it may foster.

Ever heard the old adage "to kill two birds with one stone"? It's a common belief that the more we do and the faster we do it, the better. In work settings people often turn to multitasking in hopes that it will give them more time to do the things that are important to them. But despite good intentions, psychological studies reveal that attempting to switch between complex tasks actually slows us down. Clarifying next action steps accelerates the process by increasing focus. Multitasking can be a great distraction when you have resistance or unidentified fears about a goal. So much killing birds.

A different perspective is that we should manage our activities according to the limited time we have. There are only 24 hours in a day... what do you want to do with them? If this is true, then the only way to have more time for the things you love is to give up the things you don't. Enter the concept of identifying your Great Work versus Good Work. This simple can assist in aligning with your natural priorities, but it still puts "doing" in the center of the picture.

Despite countless attempts to attain relaxed focus, most people are walking around with a sense that they should be doing more. Ironically, holding onto "shoulds" and attempting to multitask are productivity killers. "Shoulds" don't work because our basic selves rebel against coercion. And trying to do more than one thing keeps us from being fully present and halts creativity. The best thing we can do is forgive our shoulds and come present. A wise and trusted friend offered me the following suggestion, especially for ambitious people: "Do less. Be more."

Some great reflections on doing and being from Blog of a Yogini:

And so the rub. I am a "doer". Organizing and coming together and seeing projects through is a skill of mine. And I enjoy the praise connected to getting things done. But when you are trying to "get stuff done," its easy to miss out on what is really happening.

A teacher of mine, Amit Goswami, refers to the "do-be-do-be-do-be" rhythm. As human beings, we are constantly in the tension between being and doing. And within that tension, our life happens.

This touches on another culturally accepted belief that doing is the best way to get what we want. (Wish we could ask the authors of Manifest Destiny if it worked out for them.) But what is it that we really want from the world? Success, money, recognition, happiness, peace... the list goes on. Ultimately all of these things can be reduced down to one thing: love.

A reminder that love is not something to seek out in the world. It exists inside of you right now. In this moment, whatever you think you should be doing, take a moment to be aware of what is present every day, all the time, in each moment. Pausing in this way can help us remember the simple truths in life. But doing more or less, slower or faster, is neither right nor wrong. It comes back to "Do less, Be more," which might be amended to say, "Be more, whatever you do."



Stay tuned for more on doing, resting, and la siesta.

Every now and then I find it’s important to check my lists and systems for areas where I am stuck, sticky, or unclear. I was going through this process with a client today when I mentioned “that part of you that likes to hang out in unclarity.” She stopped me, struck by the concept, and we discussed how tempting it can be to avoid clarity. Why is it that even when we have excellent productivity systems and know the process of getting on track, we sometimes choose, almost consciously, to hang out in the muck?

Hanging out in unclarity is another way of describing the limiting games we play. When Insight Seminars first introduced me to the idea of limiting games, the simple awareness that some of my behaviors were games was liberating because it meant I had a choice. The more I examine myself and my life, the more I become aware of and free of the games. The games become increasingly subtle, and I become increasingly good at detecting them.

What are the games we tend to play? In the productivity profession, the most insidious game I see is overwhelm. “I’m too busy.” “I’m too stressed.” “It’s too much.” “I won’t be able to…” I don’t let my clients get away with buying into the busy game, the feeling of overwhelm, or not having enough time to live a fulfilling life. Those are all just stories we tell ourselves, and challenging them is the key to opening up to greater abundance, relaxation, and joy.

How do we get out of unclarity, get unstuck, and start moving? I like to work the problem from three angles.

1. We gather the best possible tools to stay productive and focused in our work and lives. We clarify all our commitments and objectives in a trusted system so we can see things for what they are, no more and no less.

2. Then we gather as many uplifting and supportive tools and friends as we can muster. Self-forgiveness. Free-form writing. Uplifting music. Positive self-talk. Self-nurturing. To name a very few. If you have other ideas about how to pull yourself up by the bootstraps, email me.

3. We keep reminding ourselves of the automatic benefits that come with being clear and courageous. Remind yourself, as often as needed, that you have a choice. Set yourself up for success.

I spend the better part of my life helping people take themselves from unclear to clear. But why do we do it to ourselves in the first place? The simple answer: because we’re human. We limit ourselves with behaviors and games that may have served us in some way in the past, but don’t anymore. We evolve much too quickly for old habits to keep up with us.

"Love your life. Love your family. Love what you do as your work. Love your cars. Love your garage and your closets. Love the paint on the wall. Right there, I've just given you a challenge -- to love the things in your life. Clean them up. Clear them up." - John Morton

If you're not loving your life at this moment, maybe it's time for some fall cleaning and clearing of anything that no longer serves you. Bring joy and play back into your life. Checkout my coaching services, or other great tools for success available out there.

One of the questions I hear most often is about when to do the weekly review. A regular review of all your outstanding agreements is one of the most powerful activities you can do to maintain perspective and increase relaxation. When you should do it is a case-by-case answer, thus most productivity experts hesitate to dictate a rule about it. So let's talk about the different options you might consider, based on your specific job considerations. Then I leave it to you to use your natural knowing to decide.

I. What time of day should I do my review?

People have different preferences for various times of day. Many people have the most energy available first thing in the morning, in the evening, or late at night. I have never encountered anyone who has a peak in energy in the mid-afternoon (without the use of caffeine). I suspect this is because most people have just eaten lunch, have been working for a significant amount of time, and the warmth of the day invites sleep. Whatever the reason, my main suggestion here is to avoid the afternoon (despite how easy it can be to put the review off until later, later, later.)

Choose a time to do your strategic planning and reviewing that fits your energy level. Find out if you are a morning person or a night person, and do the review accordingly. If you are low on energy or feeling bored, do not do the review. Go for a walk, take a break, or water a plant. You will thank yourself for the gift of a focused review, which frees up new ideas and creative energy.

II. What day of the week should I do my review?

Friday - The most popular day of the week to do the review. Pros: you are relaxed and clear going in to your weekend, you get an opportunity to review nearly everything you completed during the previous work week, and it prepares you to start again on Monday with a clean working system. Cons: little opportunity to follow up on Waiting For items since the work week is almost over, and you may uncover items which would have been more strategically handled earlier in the week.

Thursday - Thursday has gained a loyal following amongst some GTD users because it answers the problem of the Friday review, giving you plenty of time to follow up with colleagues, Waiting For items, and to complete any essential projects you made need to do before the end of the work week. In addition, some people have discovered that by doing their review the day before their colleagues do theirs, they feel "ahead of the game." Be careful not to get too immersed in that game! The disadvantage of a Thursday would simply be not being as close to the weekend when you get that breath of fresh air.

Monday - I only recommend a Monday review in two cases: 1) you didn't get to the review on Friday or 2) The week ahead looks challenging and some brilliant stroke of prioritizing could be your life raft. If you see a week coming up that contains particularly critical work, you might use the weekly review to clear the decks, and your mind. The basic part of human consciousness likes seeing all of our agreements objectified, and once it has that it can then support and cooperate with your priorities.

Sunday - Many executives and CEOs prefer a Sunday review because it adds a quality of leisure to the process. There's nothing wrong with using little tricks to get yourself into the discipline of the review, or any habit for that matter. Some tricks I have seen work well for people: wear a special outfit, reward yourself with your favorite drink, play your favorite piece of music, plan a just-for-fun activity directly after the review, or incorporate self-appreciation and nurturing activities into the review itself. You can do a "Sunday Review" anytime during the week. But the culturally-approved structure of weekdays and weekends seems to make it easier to access relaxed focus after normal business hours.

In summary:

Know that you are uniquely capable of managing your energy level based on the time of day, the day of the week, and your "hard landscape" (commitments on the calendar). Choose times that work for you to do strategic review and planning. Be willing to adjust according to the feedback your body gives you. Make it enjoyable. The review is your opportunity to close the loop on all of your agreements, and acknowledge yourself as you acknowledge your current reality.