The Productivity Pro® Blog by Laura Stack - Time Management, Getting Things Done, How to Be More Productive

Karen Hoffman asks http://www.stltoday.com/blogs/business-business-connections/2006/03/never-check-e-mail-in-the-morning-follow-up/

“Okay, readers… on the 17th I said I had bought Julie Morgenstern’s latest book, “Never Check E-Mail in the Morning and Other Unexpected Strategies for Making Your Work Life Work.“  …on page 97… she suggests we resist e-mail for the first hour of the day… why? She states that e-mail is the world’s most convenient procrastination device. She says the most dramatic, effective way to boost your productivity is to completely avoid e-mail the first hour and instead devote that first hour every day to your most critical task. According to Julie, by concentrating on a critical task the day starts with you in charge of it, rather then the other way around. Thoughts? Comments? “

Answer: whether you should check email in the morning depends on a myriad of factors, so it’s not possible to simply issue a blanket command to never check email in the morning. If you are a support person, you may largely be tasked through email. Your most important task may have been delivered to you via email the night before, after you left, from your boss. You must create routines and systems to help you plan your day, depending on your role, information flow in your organization, and your energy level. Planning first thing in the morning can be effective for many people, although I personally prefer to plan the night before. If you determine that checking email in the morning is productive for you, not simply your favorite way to procrastinate, then HAVE AT IT!

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Rinoa posts, “Could you post something about improving your concentration span? I know the reason why I procrastinate is because I know I won’t be able to concentrate long enough to finish the task. Please help.”

Inability to concentrate comes from three main sources:

1.      Technology

2.      People

3.      Your brain

1.  TECHNOLOGY.  First, you must disable your global email alerts, so you don’t receive a notification for every garbage email coming into your in-box but still be able to receive an alert for “important” people.  Turn off your global desktop alerts in Outlook:

• Under the Tools menu
• Select Options
• In the Preferences Tab, select Email options
• In the Email Options dialog box, select Advanced E-mail Options
• In the middle of the dialog box, under the heading “When new items arrive in my in-box,” uncheck all four boxes
• Click OK, OK, OK

Then, create a RULE to play a sound for “important” people. 

Rules help you manage your e-mail messages by performing actions on messages that match a specific set of conditions. After you create a rule, Outlook applies the rule when a message arrives in your Inbox or when you send a message.

• Right-click on an email in the In-box FROM a person for whom you’d like to create a rule.
• Select “Create Rule”
• Check the “From (user)” box
• Check “Play a selected sound” box.
• Click OK

Second, turn on your voice mail, send all calls, take your phone off the hook, hide your blinking light—WHATEVER you have to do so you’re not disturbed by your phone.

2.  PEOPLE.   Now that you have your technology under control, you must head off drop-in visitors.  (If you’re in customer service or drop-in visitors are your JOB, such as a bank teller, this doesn’t apply to you, sorry.)

Use a signal.  If several people in your department are having problems with drop-in visitors, agree on a signal that communicates to others, “Please don’t interrupt me unless it’s an emergency.” A manager I worked with at Coca-Cola had an “open-door” policy. He wanted his employees to feel comfortable talking to him about anything, anytime. Unfortunately, he rarely could find time to get his work done. At his next staff meeting, he explained the problem he was having. He said that when he had a deadline, he would put on his red Coca-Cola baseball cap. His door would remain open in case there was an emergency, but he would prefer employees didn’t interrupt him during those times. He reported it worked like a charm. Get together with your department and agree on a signal everyone will use consistently. Installing curtains across the cubicle door? Turning your nameplate around? Wearing orange armbands? Partially closing the door? One group I worked with found that coworkers respected the signal about 80% of the time. When I questioned the people who said others weren’t respecting their signals, it turns out they never took down their signals. They were never available to their coworkers, so their coworkers simply ignored their signals. If you use this system, make sure you don’t abuse it.

Consider the physical layout of your office.  Does your desk face a door or a hallway?  Humans are curious beings.  When someone walks by, it is our nature to look up to see who just passed.  If that person is wandering around looking for someone to bother, they will catch your eye and smile.  Not wanting to be rude, you smile back.  They enter your office and ask the death question, “So, how’s it going?”  Congratulations, you just bought yourself an easy ten-minute interruption.  One solution is to rotate your desk or change the layout of your cubicle so that your back is facing the door.  If someone walks by and sees that you are busy, they are less likely to interrupt you (but not always).  As an added benefit, you focus longer on the work in front of you.  If you can’t rotate your desk completely around, try at least to work sideways and use a computer screen or cabinet to block your view to the corridor.

3.  YOUR BRAIN. 

Don’t obey your thoughts. Many times you interrupt yourself. You’re sitting at our desk, concentrating on an important project, when all of a sudden you remember you forgot to tell Chris about a project update. So you get up or pick up the phone or dash off an email to tell Chris. Then you go back to your desk and start working again, only to get another thought. “Oh, that’s right!” you say, and you do that. Stop! Don’t listen to your brain or you will never complete what’s in front of you. This is why so many people have “half-done” projects all over the place!

Write down distractions, but don’t follow them. If you think of something that needs to be done while you’re working on a higher priority task, capture the thought (in your paper or electronic system) to remember it, then get back to the task at hand.

Here’s an example. If you’re working on a proposal and you think, “My living room couch is really dirty. I really should have that couch steam cleaned,” stop. When do you plan to do that? Today? I doubt it. It’s probably just something you want to remember to do at some point. Capture the thought in your time management system (Tasks, planner, notebook, whatever) but don’t do it.

Whatever you use, keep something with you at ALL times to write on to capture your thoughts.  My planner is too large to carry around everywhere, so I keep a small jotter notebook in my purse to write down things I think of or come across. If you use the Task list on Outlook or an electronic to-do tool, you still need something to write on until you get back to your computer. Perhaps you could carry around printed lists from Outlook, update them manually, and then update Outlook when you’re back at your desktop. If you don’t have something handy to capture thoughts while you’re working or out and about, you will end up with scraps of paper everywhere.  Or worse yet, you’ll just do it right then so you don’t forget and distract yourself from your priority task.

If you align with the way your brain works and work with your memory, you will not only clear the brain clutter but stay focused as well.

Hopefully this helps, Rinoa.  I’d love to hear any comments out there on what you do to concentrate.

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As author Jennifer Duffy quipped in her article in the Arizona Daily Star on 3/13/06, "I know I should have thought of a better joke, but I ran out of time."  Jennifer posts several quotes from me in her article http://www.azstarnet.com/allheadlines/119469 on conquering procrastination, such as breaking up large tasks into little pieces, do something for only five minutes to gain momentum, etc.

All those ideas are nice, but fundamentally, if you really want to conquer procrastination, you have to understand the psychology behind WHY you’re doing it.  All the tips in the world won’t help if you don’t take time to understand your behaviors around the procrastination habit.  Then you can match the HOW with the WHY.  Not all tips work for all people.

Lee Silber advocates in the book "Organizing From the Right Side of the Brain: A Creative Approach to Getting Organized" and this article that "right-brain," creative people procrastinate because they are "afraid of judgment."  But I believe breaking techniques into supposed "right-brain" and "left-brain" is far too simplistic and doesn’t reflect the complexity of the human psyche.  I’m extremely creative and "right-brained," but I’m incredibly organized and don’t procrastinate because "I’m afraid of judgment."  I really don’t care what other people think.  I’m just lazy!  Why work hard on something that can be made easier or more efficient?

For some ideas to get started on analyzing your procrastination behavior, see my article at http://www.theproductivitypro.com/newsletters/Number%2034%20March%202002.htm

Laura’s Web site: www.TheProductivityPro.com

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I was mentioned in the USA Today on 3/23 in a story called "Music hath charms for some workers — others it annoys" http://www.usatoday.com/tech/products/gear/2006-03-23-ipod-work_x.htm

My quote was (as is usual) taken a bit out of context.  When I said "I’m all for it," I was referring specifically to people who say they can concentrate while music is playing in their ears (look at your average teenager, listening to music, IMing with friends, watching tv, and doing homework at the same time).  Just because you can concentrate don’t mean others can.  At work, you definitely should follow iPod etiquette and not blast your music through your computer’s speakers or portable iPod speakers.  When you use your earbuds, make sure it’s soft enough that you can still hear people when they talk to you.  Always follow the office culture: in some workplaces, they are seen as unprofessional.

Also be careful as to what you’re listening to.  The article cites a man listening to ZZ Top and other hard rock songs, which aren’t exactly conducive to productivity.  Use the extensive research that’s been done on music and productivity to your advantage and listen to classical, slower beats, or CDs you can purchase from the Center for Psychoacoustical Research (I like "Music for Productivity"). 

I have a video iPod, but I’m one who can’t concentrate while it’s playing.  I load Podcasts and songs and audio programs to listen to and relax while I’m flying.  I’d love to hear your comments on what is appropriate iPod etiquette at work and how you use yours.

Laura Stack’s Website: www.TheProductivityPro.com

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While you’re already pulling receipts, statements, and records to prepare for tax time, take the time to get organized!  Remove bank and credit card statements, utilities, investment, and any financial records related to this tax year.  Put in a white archive box (you can get from any office supply store) and label the lid with the year and put it in your basement, attic, or closet.  Then make new hanging files for the next tax year.  If you get into the habit of pulling and replacing file folders at the beginning of each year while you’re doing taxes, you will keep your files neat and purged.  Half-way through the year, also do a second purge by going file by file and removing anything outdated or that you haven’t used in a year and add it to your current year’s archive box or start a new one.  I have posted a list of the personal files I use in my home on my Web site at http://www.theproductivitypro.com/PDFs/reference_file_system.pdf.  The titles capitalized on the left side are the category names that "mark" the files that come behind it.  Don’t attempt to file everything from A-Z; instead group your files into categories that make sense, so you only have to remember the name of the marker. 

In terms of how long to keep information for tax purposes, my bookkeeper told me “The IRS states to keep your records for four years.  I recommend to my clients to keep their records for at least ten years.  Ten years from when the return was received from the IRS is the statute of limitations of when they can no longer prosecute.  Let me clarify this date.  It is not when the return was due, but when the IRS accepts the return as received (i.e., if a return was filed for the tax year 1998 on 10/31/2004 and the IRS accepted it on 11/10/2004).  Even though the return should have been filed by 4/15/1999, the IRS will start the statute of limitation period as of 11/10/2004. 

Hope this post helps as you gather information for your taxes.  Do it NOW, not on April 14!

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I’ll share a simple procedure to install an RSS newsreader, so you can subscribe to blogs and news feeds and receive them direct to your desktop!  No more corporate firewalls to worry about!  No more newsletters going into your spam folder!  You receive exactly what you want to see.  This is the productivity wave of the future, so you may as well figure it out, and I’ll make it easy for you:

1.      Download the free Microsoft .NET Framework 1.1.

2.      Run a Windows Update http://update.microsoft.com/windowsupdate/v6/default.aspx?ln=en-us 

3.      Select Custom

4.      Select Optional Software updates

5.      Select the option to install .NET Framework 1.1 or 2.0

6.      Restart your computer as required.

7.      Go to www.rssreader.com 

8.      Click the Download button on the left side.  You have already completed step 1.

9.      Click the Download button next to rssreader.exe.

10.  In the file download dialog box, click Run.

11.  Follow the instructions to install RssReader and restart as required.  Now you’re ready to subscribe to feeds!

12.  Go to http://theproductivitypro.typepad.com/the_productivity_pro/ 

13.  In the right column, RIGHT-CLICK on “Subscribe to this blog’s feed”

14.  Select “Copy Shortcut”

15.  Start RssReader by double-clicking the icon now in your system tray (lower right-hand corner of your screen)

16.  Click the big green + to Add New Feed

17.  In the pop-up box that says “Enter the URL of the feed,” right-click and select Paste.  This will insert the URL from my blog’s feed.

18.  Click OK

19.  Follow steps 11-17 above to add as many news feeds as you want!

20.  Select Tools, Options to set the timing of how often you want to be notified of a new posting on one of your blogs, feeds, etc.  I have mine set to daily. 

When a new post is added to one of your feeds, you’ll get a pop-up window and an alert (I have mine set to a doorbell).  You simply double-click the RssReader icon and view the new postings.

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Changing poor productivity habits

Dixie Sanner writes an article in the Washington Business Journal called Time Smart: Too busy? Trick is habit (re) forming.  (See it at

http://washington.bizjournals.com/washington/stories/2006/02/27/smallb2.html?hbx=e_sw).  In it, she outlines a 5-step process in changing your habits:

1.      Pinpoint the habit you want to change and analyze it.

2.      Describe what you’d like to do instead

3.      Develop a new routine that will help your new habit take root

4.      Be consistent

5.      Ask for help

All really good advice.  But the article doesn’t do much to give you specific ideas on new routines (step 3).  If we really want to be “Time Smart,” which habits should we change?  Perhaps the article should have focused on one specific bad habit and walked us through the process.  So let’s explore some ourselves. 

1.      The habit you want to change is to stop re-reading email and be more decisive.  You feel you are constantly checking, reading, re-reading, and re-reading your email.  ‘

2.      Instead, you’d like to practice the Superglue Rule. The first time you read an email in your in-box, you must make a decision (one of six decisions, in #3 below) on what to do with the email rather than clicking out of it and keeping it in your in-box.  You would like to get down to 0 emails once a day (you didn’t necessarily do the work; you just moved the email to the right place).

3.      Your new routine would be every time you click on a new email, pretend it has virtual superglue on it. It’s now stuck to your screen, and you cannot close the email until you do one of six things with it: a technique I call the six “Ds”: a) Delete, b) Delegate, 3) Do, 4) Date, 5) Drawer, 6) Deter

4.      You can’t save it in your in-box; you must be decisive about where it goes. If this helps, remember “Ohio”–Only Handle It Once.  You are either going to delete it, forward it, reply to it, and move it to Tasks (or print and file in a tickler file), file it in a personal folder, or use a rule to move the mail or unsubscribe. 

5.      Team up with a buddy at work who will be your accountability partner.  That person will ask you once a day what your in-box looks like.

Limit yourself to the options, force yourself to stop, think, and make one of the six choices.  An article on my Web site on this topic can be found at http://www.theproductivitypro.com/PDFs/PrivateArticles/The%206-D%20Information%20Management%20System%2022.pdf 

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Now that spring is two days away, I’m looking forward to a boost in productivity.  When Daylight Saving Time begins on April 2, we should see greater employee productivity across the board as more sunlight returns.  The lack of sunlight during winter months is taking its toll on productivity and energy levels in the workplace, according to ComPsych® Corporation. ComPsych’s Tell-it-Now(SM) poll, responded to by more than 1,000 ComPsych client companies nationwide, asked employees whether they were affected by fewer hours of light in their workday. Some 43 percent of respondents reported feeling less productive all day during winter months. Another 23 percent reported decreased levels of energy due to less daylight, while 30 percent reported feeling the same year round. Only four percent of those polled said they work harder during winter months.

I know I personally feel listless and less energetic during the winter, to the extent I wonder if I have Seasonal Affective Disorder (SAD), which is characterized by lack of energy, increased appetite, and irritability over at least two consecutive winters, followed by non-depressed periods in the spring and summer months.  The recommended treatment is light therapy, which has worked like a charm for me.  I use an Apollo goLITE mood relief light for 30 minutes a day, at 7:30 in the morning, while I’m walking on my treadmill.  I attach it to the rail of my treadmill and watch the news while I exercise and give my brain a seratonin boost from the light.  I’ve heard others say the light treatment helps them not only with energy and productivity, but jet lag and sleep problems as well.  I’d love to know your productivity experiences surrounding energy, winter months, and/or light treatments.

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Register NOW to participate in the 2nd annual National Leave the Office Earlier day, Friday, June 2, 2006!  I created this holiday, which is listed in Chase’s annual events, to encourage people to reduce the number of hours at work through productivity initiatives.  You are pledging to only work eight hours on the holiday.  By registering, you will receive a free 10-day eCourse to help you prepare!  You will also receive a letter you can give to your boss to let him/her know what you’re up to and a flyer you can post on your organization’s bulletin board.  We are also accepting corporate applications if you are willing to promote this holiday company-wide.  Complimentary goodies will be provided to every employee of participating organizations to boost productivity.  It’s like receiving free training!  Visit my home page at www.TheProductivityPro.com and fill out the registration form.

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Welcome to the Productivity Pro blog!  Here you will find a wide range of options, tools, research, and tactics, from me and from other productivity enthusiasts, to help you boost your personal productivity at work and home.  I’ll help you figure out which methodologies will address your productivity challenges and particular focus.  Let me be your eyes into a wide range of research, literature, and new stuff out there in academics, consulting, and corporate practice.  Everyone (including me) needs new ideas to tweak our current methods, so I look forward to your comments and input as well. 

The Productivity Pro Web site — Laura Stack

Laura@TheProductivityPro.com

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