Archives for Productivity
I recently admitted that I need a bulletin board in my home office. They really are supremely handy. Bulletin boards can serve several purposes (often more than one at a time) and come in a variety of materials and sizes.
The problem was that a quick online search resulted in several options that were, honestly, pretty ugly. Plain cork board and thin, one-inch plywood borders reminded me of the sad, half-abandoned classroom bulletin boards of my youth. I just didn’t want that hanging in my office, where I’d see it every day.
But before we get to the design options, the first step is to identify what role a new bulletin board will play.
I knew I couldn’t make a successful purchase until I clearly defined what I role I expected my board to play. I came up with several options:
- Decorative. My daughter has a small bulletin board in her bedroom, which she uses to display photos, mementos, and other paper-based keepsakes. It’s all fun and no business. Some “files” partially cover others and the contents don’t change very often. Occasionally something is added, but rarely anything is taken away.
- Reference. Unlike a decorative board, reference boards are more orderly and purposefully organized. The idea is to store oft-referenced material right out in the open for easy use.
- Communication hub. For many of us, I’d bet the family refrigerator fills this role. As I’ve said before, this is a tempting but ultimately ineffective practice. Still, I see the appeal of a public communication hub. When I was a college student, it was a common practice to put a dry erase board on the door to one’s dorm room (note: this was long before texting and smartphones existed). Today, it’s a great idea for busy families.
- Short-term memory. I maintain a form of this with 3″ x 5″ index cards. There’s always a stack on my desk and I’m always grabbing them throughout the day to jot down something I need to remember but can’t attend to when it arrives. Again, I see the appeal of a larger version of this hanging on a wall, especially when processing all of that incoming “stuff” at the end of the day.
- Combination. Of course, it’s quite possible for a bulletin board to meet any combination of the above listed needs. A communication hub with pictures from that summer at the lake? Sure. A reference board with a corner dedicated to quickie tasks? Absolutely.
Knowing your needs can help you choose the type of board to buy, as some materials are better suited to one function over another.
Types based on purpose
- Decorative. In this case, boards with felt straps are a great choice. The straps keep you from having to poke pin holes in treasured mementos. Find one that looks great, as looks are a big part of the experience here.
- Reference. Unlike a decorative bulletin board, this one has strictly utilitarian needs. Find something that will stand up to wear-and-tear as you’ll be moving things around a lot. It needn’t be ugly, of course, but aesthetics ins’t your primary concern.
- Communication hub. For this bulletin board to work, it’s got to be easy to use. Having a bulletin board with a dry erase board is a great option, as is a DIY chalkboard paint option. You might also want to consider a magnetic and push pin board, so kids can quickly attach notes from school to it, for example.
- Short-term memory. Dry erase or chalkboard paint combined with a heavy-duty push pin board is again the way to go here. This is for temporary storage of information that is captured quickly, and then purged when no longer necessary.
And, of course, there are boards that combine all four. Find the one that best suits your plans and go for it. As for me, I want something that will give me an overview of what needs to be done for the week: articles due, school stuff for the kids, un-missable calendar events. A magnetic board will work, but I’m going with something that can accept push pins. My current plan is to buy large sections of cork board and cover it with old, decorative burlap sacks we have with vintage farming graphics. I’ll wrap the result in a nice, painted frame. That way I won’t feel badly about putting pins into it and it won’t look terrible on the wall.
“That’s the whole meaning of life, isn’t it? Trying to find a place for your stuff.” — George Carlin
This week I thought I’d revisit the eternal question of, “what to do with all this stuff?” This time, I’ve paired the four major categories of stuff — actions, projects, reference and trash -– with suggestions of technology to use in taming each category.
The two-minute drill
If you can do something in less than two minutes, do it right then and there. Do not file it or add it to that great to-do app that you love. Don’t even bother to write it down. Just do it and it’s done. If you’ve got time or ambition, move the criteria up to five minutes. Otherwise, stay at two.
Tech to employ: A simple timer will do here. All you need is to set aside 10 minutes (or whatever you have) to do nothing but run two-minute drills. Focus Booster is a great option. It’s free and runs in a web browser. If you prefer to download an application, there’s one available for the Mac and Windows.
Actions are the verbs of your project. Call Janie. Put the kids’ lunches in their bags. That’s the key here, really. An action is observable, it is something you do. “Call Janie” is a great action. It’s short and describes exactly what must be done. “Figure out the dinner party” is not. That’s a project. “Brainstorm the dinner party” is an action, and a great first step, in fact. Get into the habit of breaking things down into small, achievable steps.
Tech to employ: Where do actions go? That’s a great question, and the answer is varied and wide. As I said in my very first post for Unclutterer, I don’t store actions in my email software. Instead, I use OmniFocus for the Mac. It’s a stellar project manager that’s served me well for years.
Another great option is Wunderlist, as it’s not restricted to the Mac. Wunderlist is a full-featured project and task-manager that works in a browser as well as on the Mac, Windows, iOS, Android and even the Amazon Kindle. There are free and paid versions available. The important thing here isn’t the solution you use, but the act of getting your actions into a reliable, accessible system you trust.
I use David Allen’s definition of a project: anything that takes more than two action steps to complete. This means that some things we don’t think of as projects do, in fact, qualify. “Get 2014 budget approved” and “buy new windshield wipers” are both projects, and equally important as far as your brain is concerned. All your brain knows is, “I’ve said I’m going to do this thing, so I better do it.” Unfortunately, your brain does not excel at storing projects and their associated tasks and reference information. It’s best to get that out of your head and into a trusted system.
Tech to employ: You can’t go wrong with OmniFocus or Wunderlist, as mentioned above. But don’t think that computer software is the only option here. A reliable notebook — appropriately marked up — is a great solution if that works for you.
I’m also a fan of David Seah’s Task Progress Tracker. It’s a great-looking piece of paper that lets you list all of the actions that are related to a given project, and even track just how long you spend on each.
A lot of my stuff doesn’t require any action, but might be useful in the future. These types of items are reference material. Again, I don’t let this information sit in email.
Tech to employ: For me, the answer to reference (or “cold storage,” as I call it) is Evernote. This virtual filing cabinet holds everything I’ll want to review some day. It’s available on almost every device I own, so stored data is with me all the time. I love it.
Finally, a lot of our stuff is garbage. If you deem something to be truly unnecessary, ditch it. You don’t need it. Stuff that sits around with no purpose or function is the very definition of clutter.
Tech to employ: A trash can and steely resolve.
The following is a sponsored post from Staples about a product we believe in. For the past few weeks, I’ve been aggressively testing this product and the review is based on my first-hand experiences. We agreed to work with Staples because they sell so many different products in their stores, and our arrangement with them allows us to review products we use and have no hesitation recommending to our readers. Again, these infrequent sponsored posts help us continue to provide quality content to our audience.
When I was younger my grandfather told me, “Man was not meant to sit.” At the time I thought his cheese was slipping off of his cracker, but contemporary medicine backs up his claim. Dr. Camelia Davtyan, clinical professor of medicine and director of women’s health at the UCLA Comprehensive Health Program, recently told the LA Times, “Prolonged sitting is not what nature intended for us.”
Score one for gramps.
Today, my job requires me to spend tremendous amount of time seated behind a desk, so I want a chair that’s comfortable, supportive, well-made, easy to use, and not out to kill me. I’ve been testing the Staples Vayder chair ($399) for a couple of weeks and can say, a couple of quirks aside, it meets my needs and looks great doing it.
Seriously, this could not be easier. In fact, I hesitate to call it “assembly,” as “snapping a few pieces together” would be more accurate. The chair ships in eight pieces: the seat, the base, the gas lift (or piece that sits between the seat and the base), and five wheels. It also comes with a small pamphlet that explains the three-step assembly process and usage details in English and French.
The wheels and gas lift snap into the base and the seat fits into the top of the lift. The whole process took me less than 10 minutes to complete. I will note, however, it’s not super easy to line up the bottom of the seat with the top of the lift by yourself, so if possible get someone else to act as your eyes and guide you. Also, one of the wheels only went about 95% of the way into my base, but the first time I sat in the completed chair it popped in the rest of the way.
Controls and adjustments
Of course, I plopped down into the Vayder before reading the instructions, and found myself sitting bolt upright. Fortunately, Staples makes it easy to configure the chairs six adjustment options for a custom feel. The control levers are made of plastic and bear icons that suggest their function. Most are easy to reach from a seated position, so you won’t need to move around to change things.
Seat hight is simple enough and raises or lowers the seat. Tilt Lock lets you lean back or forward and lock the seat back into one of four positions. For me, one click backward is perfect. To use it, just flip the lever down, move your back and then flick the lever back up to lock it into place.
The arm hight adjustment is something I kind of laughed at until I’ve tried it. When I was in college, I had a job filing and my chair’s arms were so tall I couldn’t get my arms on them and under the desk at the same time. The arms on the Vayder chair move up and down by several inches, and the armrests themselves also move forward and back.
Other adjustment options include back height adjustment (this is the adjustment you can’t make while seated), which lets you raise or lower the back support piece, and a slide seat adjustment that lets you move just the “bottom” of the seat, for lack of a better term, forward or back.
Finally, the tension adjustment is the most interesting. Both the chair’s seat and back are made of a mesh upholstery that’s supremely comfortable (more on that in the next section). Tension adjustment is completed by turing a cylindrical handle just beneath the seat. Move it forward for firmer feel, backward for more relaxed.
This chair plain-old feels good. The mesh upholstery breathes so you don’t get hot as you would on a typically upholstered seat. I’ve got the mesh set to be pretty firm, and it feels great, especially against my back. The wheels roll nicely without making a lot of noise and I’ve never been uncomfortable, even after two weeks of 10-hour days. Plus, it just feels solid.
In conclusion I like the Staples Vayder a lot. It does have some quirks, like that stubborn wheel and the fact that assembly is a hassle if you’re by yourself, but those are minor quibbles. My real-world experience with the Vayder has been great and I look forward to many, many more hours in it.
And look at that, I got through this whole post without making one “Darth Vayder” pun.
As a telecommuter, I don’t have the benefit of a boss keeping tabs on me and making sure I do what I need to do. You might think that freedom sounds nice, and it is, but it also means I must be the worker and the supervisor. Ultimately, it’s up to me to sit down and do what needs to be done. My best trick in that regard happens at night. I think of what must be completed the following day and write it down. That way, I’m ready to go when I hit my desk the next morning. Recently, I’ve added a clipboard and some special forms to the mix.
Each night, I list the tasks I must complete the following morning on an Emergent Task Planner (EPT). Persnickety? Yes. But it works. I’ve also taken to keeping my EPT on a clipboard. Behind the EPT are several other forms that let me track what’s going on throughout the day and the week. An inexpensive clipboard keeps everything tidy and portable. Here’s what I’ve got clipped together on my desk every day.
Top sheet — the Emergent Task Planner
On the left hand side, I list what will happen from hour to hour, in 15-minute increments. On the upper right, I list the tasks that must be completed before the day’s end. There’s no particular order to this list. The only important thing is that each item be completed. There’s a notes section on the lower right that I tweak a bit. Specifically, I divide it in half. On top I list what I consider “minor” tasks. These could be completed by day’s end, but the world won’t end of they’re delayed. Below that is the “running commentary.”
The running commentary contains anything: thoughts on the day, ideas, accomplishments, what I did during scheduled breaks (“strawberry patch looks great”), etc. Anything can go there. I created the running commentary section to give my wandering mind an outlet and to give myself an empirical list of the day’s accomplishments. It sure feels good to review the major and minor achievements from the day.
Center sheet — Resource Tracker
This two-parter is fantastic. It lists the major deliverables that will represent progress on a major task, as well as the smaller steps that lead to each deliverable’s completion. I staple both forms together (one lays over the top 1/4 of the other in a clever way) as well as any support files (for instance, I’m using the Fast Book Outliner to prep my next book project). Now, I can flip to each major project and see what needs to be done, my estimate for completion time (as well as actual time spent working), tasks to complete, as well as outstanding (and completed) milestones. Fantastic in a hugely nerdy, paper-centric way.
Last page — Concrete Goals Tracker
Here’s an important one. The Concrete Goals Tracker lets me “score” the tasks I’ve completed on a scale that reflects my working toward goals. For example, “signing a new sponsor” is worth 10 points, “published an article” is worth five points, “new social development” is worth two and “maintaining a relationship” is worth one. At the end of each day, I score anything that meets these criteria, and tally the grand total at the week’s end. If I score higher than I did during the previous week, I know it’s going well. It sounds a bit silly, but the CGT also provides empirical, measurable evidence of progress toward life-sustaining goals.
In this way, my clipboard functions as the manager. It’s pretty handy. Try this: write down the three tasks that must get done by the end of work tomorrow before you go to bed tonight. After 7 days, let me know how it goes.
I’ve been working from home since 2009. The temptation to tweak or add to the gadgets in my office is enormous. I love gadgets to begin with, but give me a personal office to fill — one that’s in my home — and I can get carried away.
Recently I’ve made an effort to identify what I really need instead of what I think would be cool. The following is a list of gadgets that serve a utilitarian purpose beyond, “Oh man that’s so neat.” Each one actually makes my home office a more pleasant and productive place to be.
- The RadTech OmniStand. After a few months of using a laptop all day every day, I noticed that my shoulders and neck were quite sore at the end of the day. The laptop stand lets me get the computer’s screen up off the desk and just about at eye level. After a couple of weeks, the pain was gone. Sure, I had to buy an external keyboard and a mouse, but I’d rather do that then contract a repetitive stress injury.
- The Glif for iPhone. I love this little piece of rubber because it can be many things. It’s an iPhone stand with notch on the bottom that will fit into a standard tripod mount. It’s great for shooting photos and video, for talking on FaceTime, for being an alarm clock or a mobile photo frame. I use it to reference quick information while I’m at my desk. I can’t recommend them enough.
- Jawbone Jambox bluetooth speaker. Here’s another stellar device that takes up little space and works very well. Since it’s a bluetooth device, it connects to your smartphone wirelessly. It sounds great and looks good, too. I use it all the time.
- A Dropbox account. I don’t know why computers don’t just come with Dropbox installed. It makes online backup and sharing so very easy. Plus, it’s supported by almost any platform you can think of: The Mac, Windows, iOS and Android.
- An Inbox. Don’t scoff. At first I resisted buying one of these, as it seems like such a cubicle thing to own. But it’s so much better than a stack of papers, notes, and who-knows-what cluttering up my desk. Take your pick from Amazon or your local office supply store to find one you like.
- A decent filing system. Again, visit your favorite office supply store or look online. Many people have intricate filing systems. I do simple manila folders, labeled A-Z. Nothing fancy.
- A backup system. Your office machine is probably backed up by your company’s IT department. At home, you’re on your own. There are several options to choose from, like CrashPlan and Carbonite. Even if you don’t work at home, you likely have work-related information on your home computer (not to mention other irreplaceable files). Back it up!
I have more items in my office, of course, and you likely need other items depending on if you work at home and what kind of work you do. But these are the universal things — beyond my laptop and smartphone — I can’t work without. Pare down to what you need and avoid cluttered items like this that get in the way of the work you need to do.
It happens to the best of us. At some point or another, your motivation will seem to dissolve into thin air. This can happen quite spontaneously or, at other times, it seems to gradually sneak up on you. Chances are that throwing your to-do list out the window is not an option. Fortunately, there are several things you can do to increase your motivation and actually begin getting stuff done.
- Start small. Often when your motivation is lacking, just getting started can be a big obstacle. But, you can convince yourself to begin working on your projects by committing to work on the least amount items for the shortest amount of time. This means that you can narrow your focus by picking one thing to work on for a short time block (like 10 or 15 minutes). Keep in mind that using a timer can also help to release you from the task once your time is up, though (in my experience) you’ll notice that once you get started, you’ll probably continue working a little longer.
- Focus on a mantra. Mantras and inspirational quotes can spur you to doing your best work. They can also help you get through difficult tasks. When I start feeling frantic because I have a lot to do, I often say to myself: “A little plus a little equals much.” (Thanks to my friend and fellow professional organizer, Geralin Thomas, for that wonderful quote.) This helps me to keep a steady pace and to push the temptation to multi-task aside.
- Think with the end in mind. How successful and proud will you feel after you finish your tasks? Ask yourself this question when you find that you’re ignoring your most important projects. By focusing on the positive feelings you will have when you actually do what you set out to do, you are actually creating a persuasive argument for getting things done.
- Choose a reward. Extend those positive feelings by planning a way to reward yourself when you start crossing stuff off your list. This can be the shove you need to get you started, but remember to pick something that’s attainable so you don’t end up feeling disappointed.
- Rewrite your list. If your to do list seems daunting, reconfigure it. Do you need to move things around? What about your deadlines? Have you set “due by” dates and are they realistic? Which items can you delegate to someone else?
- Do something else. Sometimes working on something else on your to do list (perhaps a task that’s easy to take care of) can help put you in the right mindset — even though it may not be a top priority. This sort of structured procrastination can build momentum for sustained productivity.
- Exercise. Exercise can energize you and improve your mental outlook. Engaging in physical activity can also help to clear your mind so you can focus on those important tasks. If you create a schedule where exercise is regularly included, you might find you are well-equipped to successfully handle those moments when your motivation and productivity begin to wane.
And, there’s research to back this up:
A habit of regular exercise will help keep you mentally sharper throughout your entire life. Over a shorter time-frame, an exercise routine can give you more energy throughout the day. Most of your cells contain components called mitochondria, often referred to as the cell’s “power plant.” Mitochondria produce the chemical that your body uses as energy, known as ATP. Physical exercise stimulates the development of new mitochondria within your cells, meaning that your body will be able to produce more ATP over time. That gives you more energy to exert yourself physically, but it also means more energy for your brain, boosting your mental output.
- Organize your work space. Chaotic workspaces probably don’t contribute to productive work nor do they motivate you to get things done. So, set the stage — remove paper piles, clear pathways and the space behind your chair, and neatly gather together the supplies you need. Though organizing your work area isn’t directly linked to the tasks you need to get done, putting things in order can reduce stress and create the productive mindset you need to get started. (Just don’t decide to clean your entire house, stick to your workspace.)
- Listen to uplifting music. Music can help you feel more inspired when you don’t feel like working. Is it any wonder that it’s the one constant that you’ll find at your local gym? Once you begin tackling your list, consider listening to unfamiliar music to ramp up your productivity.
- Call a friend. When all else fails, consider calling a friend (also known as an accountability partner) who can impart a few words of encouragement and check in with you on your progress. You’ll probably be more likely to get your tasks done (or started) if you know that someone will be following up with you.
These are just a few ways that you can turn your workday around when you just don’t feel like doing anything. As with any strategy, not every suggestion will work for everyone. Give some of the suggestions a try to find the ones that move you from inactivity to productivity.
“Is there such a thing as a fake unclutterer?” This question was asked by an Unclutterer reader in response to a previous post, “Uncluttering is a lot like running.” What exactly does it mean to be a fake unclutterer? One person replied:
… yes there are fake unclutterers, my mother-in-law is one. She has convinced everyone she is uncluttering but has instead just moved the clutter to her bedroom …
Someone else commented:
My mom was the perfect example of a fake unclutterer. She had every closet crammed with stuff, all categorized and neatly organized in plastic boxes. It didn’t look bad until you pulled it all out and realized just how much junk she saved. Yes, junk–hundreds of neat little bundles of twist ties for one example. All useful junk in reasonable quantities, but several lifetime supplies of pens, pencils, sewing needles, thread, chopsticks, notepads, letter openers, grocery bags, paper coasters, tape, hotel soaps and shampoos, ad infinitum.
Family dynamics aside, I suspect many people have their own notion of what it means to be an effective unclutterer as well as what the opposite looks like. The underlying impression of the latter is that you’re not really ridding yourself of clutter. Even if you move your stuff to a different location, hide it, or make everything look neater (though a reasonable first step), it is still clutter. If the items are useful but not used by you, that’s clutter, too.
The following are three steps you can take to begin the process of letting go of things you don’t use:
Figure out why you’re keeping items
It can be a tricky endeavor to figure out where to store everything you own and that’s probably why some things still linger throughout your home. You might feel sentimental about a few items or you might keep something even though you don’t want it because it was received as a gift. Maybe you think you might use it someday. In addition, when you don’t use something often (or at all), it may not be clear where it should be kept. There’s no framework for how to store and access it. So, if you find yourself surrounded by (or are hiding) items that you’re not using, look at the reasons why letting go is difficult. Your reasons for holding onto things can help set the stage for creating a successful plan for letting go of real clutter.
Create a plan and take action
Before sorting through your stuff, create a plan with steps that you can follow through on easily. For instance, your plan might include working in microbursts to avoid getting overwhelmed. You may also want to work during times when you are most alert and focused (so, if you’re not a morning person, you likely won’t be productive during early morning hours). Each of these strategies can work very well when they are incorporated in a regular routine. On the other hand, you’re not likely to see consistent results if you don’t commit to taking action on each item. If you begin to feel stressed or overwhelmed, resist the temptation to shuffle things from spot to spot or to put them in closet.
Think about the purpose of each item
What’s the likelihood that you’ll use the item and how often will you use it? Is that item essential to getting things done? Can someone else benefit from having it? Is it still in good working order? The questions you ask yourself will vary depending on the things you need to act on, so consider the purpose of each one so that you can let them go. If you still have trouble deciding, you might want to work with a friend who is a good accountability partner (or professional organizer) who can help you through the decision-making process.
Letting go of things that are not useful to you or that you don’t want doesn’t have to be a difficult process. Set aside some time each day (or as your schedule allows) to sort through and decide what to do with these items so that you can free up your space for things that you do use.
Dropbox is a service that offers online storage of your stuff. It’s tremendously convenient and used by lots of people world wide. Dropbox is a quick-and-dirty sharing and backup tool that many workers (including yours truly) couldn’t work without.
What many people don’t realize is that Dropbox is capable of a lot more than drag-and-drop storage of your files. There are numerous cool things you can do with it, but the following are 10 useful tricks I’ve discovered to help keep me organized and reduce my digital clutter.
Save space with selective sync
My personal computer is a MacBook Air with just 128 GB of storage. I know that sounds like a lot, but with a bulging music collection and photo collection, it gets full pretty quickly. Fortunately, my work computer can hold much more. I can hand pick which files get synchronized to Dropbox and then to my MacBook Air, and which get ignored.
To do this, open the Dropbox preferences on your computer. Select the advanced tab and then click Selective Sync. From there, tell Dropbox which folders to sync to that computer. Those you choose to ignore are still available at dropbox.com, they’re just not automatically synched. You still have access to them.
Access previous versions of files
Dropbox offers one huge benefit that many people overlook. It saves versions of your files for up to 30 days. That means, for example, if you make changes to a Word document you’ve got in Dropbox and then decided you wish you hadn’t, you can restore a version that existed before you made all of those regrettable edits.
Go to dropbox.com and find the file. Right-click on it and select Previous Versions from the resulting menu. A list appears; select the one you want. Easy.
Backup your smartphone photos automatically
This is a very nice feature that was introduced within the last year or so. Dropbox for iPhone and Android can automatically move a copy of every photo you shoot to a folder on the service. Check your mobile app’s preferences for the setting to enable this. It offers real peace of mind.
Mark files as favorites for offline access
I do this one quite a bit, especially when traveling. As you know, Dropbox stores your stuff on its servers. However, if you mark a file as a favorite, a copy will be downloaded to your mobile device, allowing you to view it even when you don’t have Internet access.
To mark an item as a favorite, simply navigate to it on your tablet or smartphone and tap the star icon.
Recover deleted files
“Ack! I didn’t mean to delete that!” No worries. If you delete a file, versions from the last 30 days remain. To get something back, go to dropbox.com and navigate to the folder where it used to be. Find the Show Deleted Files icon and click it. Then select it from the list.
Back up your blog, two ways
I use Dropbox to back up every post I publish to my blog. There are at least two ways to do this. I use a service called IFTTT, or If This Then That. You can use IFTTT to build actions or recipes to accomplish tasks for you. I have one that watches for any new post I publish to my blog. When it finds one, it copies the text to a file in my Dropbox account. If worse came to worst, I’d still have all of my posts.
If you don’t want to fiddle around with IFTTT (and you own a WordPress blog), check out this great plugin for one-click backups.
Print a PDF right to Dropbox
Here’s a great tip that’s reserved for you Mac users. You probably know that you can turn nearly any file into a PDF by choosing Save to PDF when printing something. What you may not know is that you can direct that PDF to save right to Dropbox.
When you click Save to PDF, you’ll see Edit Menu as the very last option. Click it, and then click the “+” in the resulting window. A new list appears. Navigate to your Dropbox (or any folder therein) and then click OK. Now, that folder will appear in the Save to PDF menu every time. Simply click it, and a PDF will be automatically shuffled off to Dropbox.
Back up your Instagram photos
Here’s another IFTTT trick. I’ve created a recipe to monitor my Instagram account for new photos. Whenever it finds one, it moves a copy to a folder on my Dropbox account. The photograph is backed up and I didn’t even have to lift a finger.
Publish a website (pancake)
If all decisions were easy to make, we’d probably save time (for the things we love) and we’d likely have less clutter, too. In that ideal world of easy decision making, we’d know what to do with everything we own and we wouldn’t scratch our heads trying to figure out where to store our things. Gone would be the days of delaying decisions because of uncertainty. And, we’d probably have fewer opportunities to procrastinate.
…when faced with a decision, we should assess how long we have to make it, and then wait until the last possible moment to do so.
He goes on to say that if/when we do this, we’ll ultimately be happier. I’m not inclined to agree with those sentiments, but he makes an interesting distinction between active procrastination (doing important things you also need to get done) and passive procrastination (like watching TV, playing video games). Basically, he says that it’s not really procrastination if you choose to do something of higher value (like spending time with family, restocking the first aid kits, organizing/clearing pathways) than the project or task you should be currently addressing. While there may be some merit to that, if you’re on a tight deadline because you’ve significantly delayed getting started, you really do have to focus on the tasks at hand.
Though practicing the “art of delay” can help your productivity (like waiting to respond to emails at specific times during the day), when an important and urgent project comes calling, even active procrastination needs to be put on the back burner. But, if you find that you’re cringing at the thought of getting your important tasks done, why not use that delayed time to your benefit? Instead of choosing to focus on trivial things, use that time to think through how you’re feeling, to figure out why you may be feeling stuck. Perhaps you don’t have enough information to get started or are not sure how to begin? Is it possible that you’re putting on your perfectionist hat and waiting for the theoretical right moment? Maybe you really do want to focus on something else that’s of more interest to you.
No matter what the reasons are, if you can figure them out, you’ll be in a better position to start looking for ways to turn things around. You can use that time to come up with a plan.
Work for a short block of time
By simply working for a few minutes at a time, you can chip away at those important, deadline-driven tasks until they’re completed. You might also find that you’re likely to keep working once you get started. But, if your motivation to get things done seems to be underfoot for an extended period of time …
If you tend to put off working on a specific task, it could be because you don’t value it very much or you just don’t like doing it. This can be an opportunity to call in reinforcements and help can come in a variety of forms. Perhaps you just need to call a friend who can give you a much needed nudge. Or, maybe there’s a colleague who can handle a portion of the project (the part that has you stuck) so you can focus on the rest of it.
Using a pro vs con list can probably help, too. Thinking about all the aspects of waiting until the last minute can give you a different perspective. What are the super cool things about delaying the project? What are the evil consequences? Seeing the good vs evil reasons in black and white just might be the motivation you need to get going (and so can a change of environment).
Rethink your priorities
If you notice that you’re continually putting off things that you need to do on a recurring basis, you may want think about whether or not the projects you accept (or are assigned) are the right fit for your skills and interests. It’s not realistic to think that you can only work on things that you like or are passionate about, but if you find that you’re consistently having negative feelings about particular activities and, as a result, delay working on them, it’s time to identify tasks that interest you even nominally. Where possible, make some adjustments. This may require additional planning and involve others depending on the nature of the tasks (personal vs work).
Though procrastination is generally frowned upon, it can be beneficial if you use that time as an opportunity to think through a plan to get things done. While you may not be able to make changes straight away, you can brainstorm ways to curb the tendency to put things off until the last minute.
A couple years ago, my wife and I succumbed to the fact that individual paper planners weren’t doing it for us. As much as I love jotting things down on paper and carrying a notebook of lists in my back pocket, it’s no good when two people are trying to coordinate Cub Scouts and ballet and play practice and Girl Scouts and chorus and homework, etc.
In other words, our Family, Inc., needed an appropriate tool. For us, it’s Trello.
Trello is a web-based collaboration tool that’s meant for teams, but it’s perfect for families. It runs in a browser so it doesn’t matter if you’re using a Mac or a PC, and it allows you to create “boards” that hold the tasks, assignments, reference materials, and so forth for a given project.
We have a board for each of the kids, as well as for ourselves. In addition to who needs to be where, we add things like what needs to go where (pack the script and change of ballet clothes for Tuesday drop-off) as well as who’s going to do each.
Trello’s emphasis is on speed and no-fuss teamwork. Essentially, a board holds several cards. Each card contains one item in the list of information that becomes the support material for a project. Each board (“William”) holds several boards (“Cub Scouts”). Here’s how we use Trello at Chez Caolo.
The need for quick capture of ideas and news
Items added to Trello from one device show up on another. For example, my wife can update a card on her iPhone and that edit shows up on mine. Likewise, I can make a note from my computer and it shows up on both phones. As we go about our days, it’s comforting and useful to know that we’re in touch and up to date, even on those days when we barley see each other between 7:00 a.m. and 8:00 p.m. (Perhaps you know how that goes?)
As I said, Trello works great in a modern web browser. There are apps for the iPhone, iPad, and Android devices, too. But, honestly, the website is smart enough to work and look great on a mobile device, so check it out before you install an app.
Trello is really meant to be used by business teams, but we’re getting a lot out of it as busy parents. In the end, we’re pretty happy with it. Trello is a near ubiquitous capture tool that is always in sync. Shortcuts make it fast and cloud sync lets me stay on top of things.
I’m more selective about the information I put in my body than what food I consume. — Robert Reid
If you have wide-ranging interests or just a huge sense of curiosity, you may be like me — someone who could happily spend days just reading things online or in newspapers or magazines.
But, of course, we also want to do other things with our lives: earn a living, get exercise, see friends, pursue our hobbies, etc. So how do we cope with the never-ending flow of interesting information?
When I’m making my decisions about what to read, I focus on four questions.
Why do I want to know about this subject or read this article?
If it’s information related to my profession, it might change how I do my work. Since I do editing work, updates from Associated Press about changes to the AP Stylebook matter to me. As an organizer, sometimes there is a new product or an explanation of a specific technique or even just a cool way of wording a familiar concept that might really help a client.
News about what’s going on in the lives of family members and close friends matters to me, because I care about these people. So yes — I do use Facebook to follow the lives of the relatives and close friends who use Facebook for that kind of sharing.
Sometimes there’s information I need in order to take action. For example, if there’s an election coming up, I need to get informed about the candidates and the ballot issues. And I may want to learn more about a specific cause to decide if I want to get involved.
Irrespective of the reason, it is a good idea to be aware of why you want to know about a topic before you take to reading about it (even if it’s a simple reason like I want to smile at cute kitten photographs to lighten my mood).
How much do I need to know?
Do I need an in-depth knowledge of a topic? Often, I don’t. Sometimes just a headline is enough. Sometimes one thoughtful article by a trusted source is enough; I can read one article instead of 20.
Is this a source of information I want to pursue?
Many people write about the topics I care about. Over time, I’ve found which ones tend to provide the most useful information, so I can ignore the rest. I’ve also found which people tend to refer me to articles I want to read; if they share something, I know it’s likely to be worth my time.
Do I need to know now?
If the article relates to something I may do in the future — travel to a place, buying a product — I can just file the information away, often in the form of a bookmark to the article or others might save the link to Evernote. All I need is a very quick skim to determine if it’s likely to be useful; I’ll read it more carefully when the time comes (such as when I’m waiting for an appointment or relaxing on a Saturday afternoon).
Asking myself these questions allows me to skim through a huge amount of possible information and pick the few things I really want to read. It’s still a challenge — I’m an information junkie at heart — but these questions at least set me going along a path away from information overload.
Many people are often in search of a strategy, tool, or productivity system that will help them to get more done. This is a good goal to have — afterall, who doesn’t want a set of habits that will help them cross stuff off their to-do list? In addition to actually accomplishing what you set out or agree to do, there’s a strong feeling of satisfaction you get when you actually pull it off on a regular basis.
On the other hand, it is possible this exuberant feeling you get from being productive can be taken to the extreme. You might crave that feeling so much that in your attempt to consistently recreate it, you end up working all the time. One could speculate that the need to work all the time is really about wanting to be in control. Others may characterize this as an addiction to working, even if the task you’re engrossed in is a worthwhile endeavor. Perhaps, work feels like a comfortable place to retreat to, a way to escape other parts of your life. No matter what the underlying reasons are, if you find yourself focusing on work tasks all the time, you are likely to be considered a workaholic.
On the surface, there may not seem to be a downside to spending a few extra hours at work each day, especially when you’re achieving the goals you set for yourself. But, keep in mind that you may be confusing working too much with having a strong work ethic. While both may require diligent effort and a reliance on core values, overworking likely includes a lack of discipline or the inability to stop working and recognize when it’s time to take a break. Here on Unclutterer, we’ve often extolled the benefits of taking mini-breaks throughout the work day as well as the positive effect exercise and sleep has on productivity. Certainly, if one is always working, there would be little or no time for either of those activities or any outside interests. Ultimately, this would lead to burnout.
In addition, an overly zealous worker is not beneficial to employers. Bryan E. Robinson, Ph.D., author of Chained to the Desk: A Guidebook for Workaholics, Their Partners and Children, and the Clinicians Who Treat Them, explained:
A workaholic might seem to be every CEO’s dream: an employee who comes in early, stays late, doesn’t take vacations, and takes on mountains of work. But those very qualities may make the workaholic a poor candidate for employee of the month because they often have more work than they can handle effectively, don’t delegate, aren’t team players, and are often more disorganized …
If you’re taking on too much, it is possible that you may not realize it (take Dr. Robinson’s quiz). As I mentioned before, you may think you’re simply a hard worker. Of course, there may be times when you need to work extra hours. Business owners everywhere (myself included) understand this all too well. However, it is important to prioritize specific tasks and to recognize when it’s time to ask for help. The latter will not only allow you to streamline your focus, but also help you to be more productive.