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3 Ways To Cut Your Daily Work Interruptions

3 Ways To Cut Your Daily Work Interruptions

Nobody wakes up hoping to get little done in the day and to be distracted by a bunch of things that don’t really matter. Despite this, that’s what many office workers end up doing.

In his book Deep Work, Cal Newport talks about the “metric black hole” that so many of our activities fall into. This black hole is where the measurements of the costs for our activities fall into. Email seems productive because you’re pushing words around in the company, but most of the time it does little more than making you feel productive.

Here are 3 ways you can cut those distractions and pull productivity out of that black hole.

1. Take A New Approach To Email

Yes, email is the way most companies communicate. Quick messages are dashed off across the company with many people CC’d on them. It feels like something is actually getting done, but most often what you’re really doing is reorganizing under the guise of working hard.

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To get on top of this productivity-stealing beast, you need to take drastic action. First, only check your email twice a day at the most and set a time limit. I use the Pomodoro productivity method and I allow only one 25-minute block per day to go through my email. Putting this time limit on email means that it can’t expand into all my available time.

When I was last an employee, and the lowest person on the totem pole, even the CEO understood me only checking email twice a day. A calm, rational explanation that I needed large swaths of time to focus on my work was fine with him. He even adopted the practice of only checking his own email at 11 AM and 3 PM and loved how much extra focus he had.

Second, start scheduling almost all of your email. I use Right Inbox to only send email at 4 PM, regardless of the time I check it. The only exception is when someone is waiting on something from me and they need a response right away. This helps ensure that you’re not playing email tag as you try to clear your inbox and replies keep coming in.

Third, never check your email first thing in the morning. The thing that email is really good at is telling you what everyone else thinks is important for you that day. It rarely has any bearing on what you need to do to push your projects forward. You should figure out the night before what your most important task is. Come in and do that until you have your scheduled email block.

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Fourth, turn off all notifications on your email. Studies show that having these notifications on can cause you to get distracted from the task at hand. If you’re not focused, you’re not doing your work well. Just get used to waiting for your scheduled email times. Nothing will catch on fire, and if it does, the alarm will go off or someone will stop by your office as they run out the door in a panic.

2. Turn Off Notifications For Slack/Hipchat/Messaging

These can be great tools and many companies are diving into group-messaging tools with both feet, cutting out the need for email. The problem is that the expectation is for employees to have chat open most of the time and respond instantly to any message — no matter how trivial. I’ve talked with one manager who felt the most productive programmers were those that had a notification engine built into their code editors so they could jump to chat instantly from the task they were focussed on.

This is simply the notification problem with email exponentially increased. Simply because there is some benefit to a tool doesn’t mean that it’s a good tool.

Just like email, turn off all notifications on your chat tools. Then, quit the application in favor of scheduled checkins. I check my Slack channels twice a day — once just after my morning workout and once just after lunch. I’m already not focused on anything in particular, so there is no attention stolen.

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3. Avoid Unnecessary Meetings

Finally, let’s talk about meetings. So often, someone can easily call a meeting with 10 people for 2 hours which, in terms of salary, costs thousands of dollars, but they could never approve an expense of half that amount. Why does no one bat an eye at this?

To curb the constant meetings, start by refusing to go to any meeting that doesn’t have a clear agenda 48 hours in advance and a single clear decision that you need to be involved in. Again, with my last full-time employment, as the lowest person in the building, I put this in place and managed to avoid most meetings.

When your boss asks you to join a meeting, show them your task list and ask which item needs to get bumped off the list for the meeting. Much of the time, your boss is going to say that the meeting needs to get bumped. When I’ve used this tactic, a 2-hour meeting turned into someone coming to get me for the 15 minutes that I really needed to be there. I weighed in and then was gone.

That super-important meeting often isn’t that important — it’s just that no one has challenged it yet. In the face of a challenge, people acknowledge that the interruption in the workday is worth less than moving projects forward.

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Like I said at the beginning, there are so many distractions in your day. Cutting those distractions out and taking control of your day will mean that you get more done and don’t have to work all hours to be as productive as possible.

Featured photo credit: jpstjohn via flickr.com

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Last Updated on August 16, 2018

16 Productivity Secrets of Highly Successful People Revealed

16 Productivity Secrets of Highly Successful People Revealed

The same old motivational secrets don’t really motivate you after you’ve read them for the tenth time, do they?

How about a unique spin on things?

These 16 productivity secrets of successful people will make you reevaluate your approach to your home, work, and creative lives. Learn from these highly successful people, turn these little things they do into your daily habits and you’ll get closer to success.

1. Empty your mind.

It sounds counterproductive, doesn’t it?

Emptying your mind when you have so much to remember seems like you’re just begging to forget something. Instead, this gives you a clean slate so you’re not still thinking about last week’s tasks.

Clear your mind and then start thinking only about what you need to do immediately, and then today. Tasks that need to be accomplished later in the week can wait.

Here’s a guide to help you empty your mind and think sharper:

How to Declutter Your Mind to Sharpen Your Brain and Fall Asleep Faster

2. Keep certain days clear.

Some companies are scheduling “No Meeting Wednesdays,” which means, funnily enough, that no one can hold a meeting on a Wednesday. This gives workers a full day to work on their own tasks, without getting sidetracked by other duties or pointless meetings.

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This can work in your personal life too, for example if you need to restrict Facebook access or limit phone calls.

3. Prioritize your work.

Don’t think every task is created equal! Some tasks aren’t as important as others, or might take less time.

Try to sort your tasks every day and see what can be done quickly and efficiently. Get these out of the way so you have more free time and brain power to focus on what is more important.

Lifehack’s CEO has a unique way to prioritize works, take a look at it here:

How to Prioritize Right in 10 Minutes and Work 10X Faster

4. Chop up your time.

Many successful business leaders chop their time up into fifteen-minute intervals. This means they work on tasks for a quarter of an hour at a time, or schedule meetings for only fifteen minutes. It makes each hour seem four times as long, which leads to more productivity!

5. Have a thinking position.

Truman Capote claimed he couldn’t think unless he was laying down. Proust did this as well, while Stravinsky would stand on his head!

What works for others may not work for you. Try to find a spot and position that is perfect for you to brainstorm or come up with ideas.

6. Pick three to five things you must do that day.

To Do lists can get overwhelming very quickly. Instead of making a never-ending list of everything you can think of that needs to be done, make daily lists that include just three to five things.

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Make sure they’re things that need to be done that day, so you don’t keep putting them off.

7. Don’t try to do too much.

OK, so I just told you to work every day, and now I’m telling you to not do too much? It might sound like conflicting advice, but not doing too much means not biting off more than you can chew. Don’t say yes to every work project or social engagement and find yourself in way over your head.

8. Have a daily action plan.

Don’t limit yourself to a to-do list! Take ten minutes every morning to map out a daily action plan. It’s a place to not only write what needs to be done that day, but also to prioritize what will bring the biggest reward, what will take the longest, and what goals will be accomplished.

Leave room for a “brain dump,” where you can scribble down anything else that’s on your mind.

9. Do your most dreaded project first.

Getting your most dreaded task over with first means you’ll have the rest of the day free for anything and everything else. This also means that you won’t be constantly putting off the worst of your projects, making it even harder to start on it later.

10. Follow the “Two-Minute Rule.”

The “Two-Minute Rule” was made famous by David Allen. It’s simple – if a new task comes in and it can be done in two minutes or less, do it right then. Putting it off just adds to your to-do list and will make the task seem more monumental later.

11. Have a place devoted to work.

If you work in an office, it’s no problem to say that your cubicle desk is where you work every day.

But if you work from home, make sure you have a certain area specifically for work. You don’t want files spread out all over the dinner table, and you don’t want to feel like you’re not working just because you’re relaxing on the couch.

Agatha Christie never wrote at her desk, she wrote wherever she could sit down. Ernest Hemingway wrote standing up. Thomas Wolfe, at 6’6″ tall, used the top of his refrigerator as a desk. Richard Wright wrote on a park bench, rain or shine.

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Have a space where, when you go there, you know you’re going to work. Maybe it’s a cafe downstairs, the library, or a meeting room. Whenever and wherever works for you, do your works there.

12. Find your golden hour.

You don’t have to stick to a “typical” 9–5 schedule!

Novelist Anne Rice slept during the day and wrote at night to avoid distractions. Writer Jerzy Kosinski slept eight hours a day, but never all at once. He’d wake in the morning, work, sleep four hours in the afternoon, then work more that evening.

Your golden hour is the time when you’re at your peak. You’re alert, ready to be productive, and intent on crossing things off your to-do list.

Once you find your best time, protect it with all your might. Make sure you’re always free to do your best uninterrupted work at this time.

13. Pretend you’re on an airplane.

It might not be possible to lock everyone out of your office to get some peace and quiet, but you can eliminate some distractions.

By pretending you’re on an airplane, you can act like your internet access is limited, you’re not able to get something from your bookcase, and you can’t make countless phone calls.

Eliminating these distractions will help you focus on your most important tasks and get them done without interruption.

14. Never stop.

Writers Anthony Trollope and Henry James started writing their next books as soon as they finished their current work in progress.

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Stephen King writes every day of the year, and holds himself accountable for 2,000 words a day! Mark Twain wrote every day, and then read his day’s work aloud to his family to get their feedback.

There’s something to be said about working nonstop, and putting out continuous work instead of taking a break. It’s just a momentum that will push you go further./

15. Be in tune with your body.

Your mind and body will get tired of a task after ninety minutes to two hours focused on it. Keep this in mind as you assign projects to yourself throughout the day, and take breaks to ensure that you won’t get burned out.

16. Try different methods.

Vladimir Nabokov wrote the first drafts of his novels on index cards. This made it easy to rearrange sentences, paragraphs, and chapters by shuffling the cards around.

It does sound easier, and more fun, than copying and pasting in Word! Once Nabokov liked the arrangement, his wife typed them into a single manuscript.

Same for you, don’t give up and think that it’s impossible for you to be productive when one method fails. Try different methods until you find what works perfectly for you.

Featured photo credit: Unsplash via unsplash.com

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