Advertising
Advertising

10 Steps to a Zen-like Working Environment

10 Steps to a Zen-like Working Environment
Zen Garden

“The ability to simplify means to eliminate the unnecessary so that the necessary may speak.” — Hans Hoffman

Our life is frittered away by detail. Simplify, simplify.” — Henry David Thoreau

For today’s knowledge workers, every distraction is a drain on productivity and sanity. Every ringing phone, instant message, flashing email reminder, pile of papers, cluttered sticky notes and phone messages and knick knacks and memo posted on the wall — each of these things slows you down, wastes your time and energy, and stresses you out.

To achieve calm, and simple productivity, create a Zen-like working environment.

Advertising

Imagine for a minute that your desk is completely clear, except your computer monitor, keyboard and mouse, your inbox and phone, and perhaps a framed photo of a loved one. Imagine the walls around you are free of visual clutter, except for a photo or painting or two of a serene nature scene.

You are able to focus, you can crank out your tasks, and you can lower your level of stress.

Advertising


It’s not hard. Here’s how:

  • Clear papers. Take all the papers on your desk, and around your desk, and put them in your inbox. If they don’t fit, just put them in a single pile. Now go through that pile, one document at a time. Don’t put any document back on the pile — deal with it immediately, and then move on to the next document, until you’ve cleared the pile (this may take several sessions for some people). With each document, your choices are to 1) Trash; 2) Delegate; 3) File immediately, 4) Do it immediately; or 5) Put the action on your to-do list and the document in an “action” folder.
  • Clear clutter. Now clear as much of the other stuff on your desk as possible. And it’s all possible. Knick knacks, post-its and phone messages (those should go in the inbox to be processed), most of your framed photos, folders, etc.
  • Clear gear. You don’t need your office gear to be in sight. Put your pens, stapler, paper clips, digital camera, and any other assorted gear in a drawer, organized neatly. While you’re at it, clear out your drawers and only put in the essential stuff. It’s easier to keep organized that way.
  • Clear the walls. Clear every scrap of paper and most of the artwork from your walls. You don’t want your surroundings to be too busy. Put one or two pieces of simple art on each wall.
  • Have an inbox. Have one inbox on your desk, and have all incoming documents, notes, phone messages and other papers be put into this inbox. Process it to empty at least once a day, using the steps above. From here on out, don’t let any other papers clutter your desk except the one thing you’re working on.
  • Simplify your computer. Clear your desktop of icons — it’s an inefficient way to launch documents or programs and organize yourself, and they’re just visual clutter. Clear everything from your menubar too, if possible. On your desktop, use a simple and serene picture as the background, and only have the document open that you’re currently working on. Turn off all email and IM notifications, and only do email at 2-3 set times a day. You don’t need all the interruptions.
  • Simple filing system. Use a simple alphabetical filing system with plain manila folders. Have plenty of labels and empty folders on hand, so you have nothing stopping you from creating a new file quickly and filing a document. Don’t let your filing pile up.
  • Edit, edit, edit. Once you’ve cleared the clutter, there’s usually still stuff you can clear away. Edit your surroundings. For each item in view, ask yourself, “Does this really need to be in view?” In most cases, the answer is no. Find a way to get it out of sight, or get rid of it. When you’ve gone through this process, do it again — you can usually still find ways to get something out of sight.
  • Simple furniture. Go for the simplest furniture possible, a plain floor covering (solid-color wall-to-wall carpeting or undecorated hard-surface floors), bare windows or simple window coverings such as blinds, plain shelves and lamps if necessary.
  • Simple decorations. Skip the bric-a-brac, and only have one or two simple decorations, such as a few flowers in a vase or a Zen garden.

Have suggestions for creating a Zen-like working environment? Let us know in the comments.

Advertising

More by this author

Leo Babauta

Founder of Zen Habits and expert in habits building and goals achieving.

What to Do in Free Time? 20 Productive Ways to Use the Time The Gentle Art of Saying No Simple Productivity: 10 Ways to Do More by Focusing on the Essentials How to Find Your Passion and Live a Fulfilling Life How to Pare Your To-do List Down to the Essentials

Trending in Featured

1 Is Procrastination Bad? The Truth About Procrastination Revealed 2 What to Do in Free Time? 20 Productive Ways to Use the Time 3 20 Time Management Tips to Super Boost Your Productivity 4 How to Take Notes: 3 Effective Note-Taking Techniques 5 How to Stay Motivated and Reach Your Big Goals in Life

Read Next

Advertising
Advertising
Advertising

Last Updated on March 31, 2020

Is Procrastination Bad? The Truth About Procrastination Revealed

Is Procrastination Bad? The Truth About Procrastination Revealed

Procrastination is very literally the opposite of productivity. To produce something is to pull it forward, while to procrastinate is to push it forward — to tomorrow, to next week, or ultimately to never.

Procrastination fills us with shame — we curse ourselves for our laziness, our inability to focus on the task at hand, our tendency to be easily led into easier and more immediate gratifications. And with good reason: for the most part, time spent procrastinating is time spent not doing things that are, in some way or other, important to us.

There is a positive side to procrastination, but it’s important not to confuse procrastination at its best with everyday garden-variety procrastination.

Sometimes — sometimes! — procrastination gives us the time we need to sort through a thorny issue or to generate ideas. In those rare instances, we should embrace procrastination — even as we push it away the rest of the time.

Why We Procrastinate After All?

We procrastinate for a number of reasons, some better than others. One reason we procrastinate is that, while we know what we want to do, we need time to let the ideas “ferment” before we are ready to sit down and put them into action.

Some might call this “creative faffing”; I call it, following copywriter Ray Del Savio’s lead, “concepting”.[1]

Whatever you choose to call it, it’s the time spent dreaming up what you want to say or do, weighing ideas in your mind, following false leads and tearing off on mental wild goose chases, and generally thinking things through.

Advertising

To the outside observer, concepting looks like… well, like nothing much at all. Maybe you’re leaning back in your chair, feet up, staring at the wall or ceiling, or laying in bed apparently dozing, or looking out over the skyline or feeding pigeons in the park or fiddling with the Japanese vinyl toys that stand watch over your desk.

If ideas are the lifeblood of your work, you have to make time for concepting, and you have to overcome the sensation— often overpowering in our work-obsessed culture — that faffing, however creative, is not work.

Is Procrastination Bad?

Yes it is.

Don’t fool yourself into thinking that you’re “concepting” when in fact you’re just not sure what you’re supposed to be doing.

Spending an hour staring at the wall while thinking up the perfect tagline for a marketing campaign is creative faffing; staring at the wall for an hour because you don’t know how to come up with a tagline, or don’t know the product you’re marketing well enough to come up with one, is just wasting time.

Lack of definition is perhaps the biggest friend of your procrastination demons. When we’re not sure what to do — whether because we haven’t planned thoroughly enough, we haven’t specified the scope of what we hope to accomplish in the immediate present, or we lack important information, skills, or resources to get the job done.

It’s easy to get distracted or to trick ourselves into spinning our wheels doing nothing. It takes our mind off the uncomfortable sensation of failing to make progress on something important.

Advertising

The answer to this is in planning and scheduling. Rather than giving yourself an unspecified length of time to perform an unspecified task (“Let’s see, I guess I’ll work on that spreadsheet for a while”) give yourself a limited amount of time to work on a clearly defined task (“Now I’ll enter the figures from last months sales report into the spreadsheet for an hour”).

Giving yourself a deadline, even an artificial one, helps build a sense of urgency and also offers the promise of time to “screw around” later, once more important things are done.

For larger projects, planning plays a huge role in whether or not you’ll spend too much time procrastinating to reach the end reasonably quickly.

A good plan not only lists the steps you have to take to reach the end, but takes into account the resources, knowledge and inputs from other people you’re going to need to perform those steps.

Instead of futzing around doing nothing because you don’t have last month’s sales report, getting the report should be a step in the project.

Otherwise, you’ll spend time cooling your heels, justifying your lack of action as necessary: you aren’t wasting time because you want to, but because you have to.

How Bad Procrastination Can Be

Our mind can often trick us into procrastinating, often to the point that we don’t realize we’re procrastinating at all.

Advertising

After all, we have lots and lots of things to do; if we’re working on something, aren’t we being productive – even if the one big thing we need to work on doesn’t get done?

One way this plays out is that we scan our to-do list, skipping over the big challenging projects in favor of the short, easy projects. At the end of the day, we feel very productive: we’ve crossed twelve things off our list!

That big project we didn’t work on gets put onto the next day’s list, and when the same thing happens, it gets moved forward again. And again.

Big tasks often present us with the problem above – we aren’t sure what to do exactly, so we look for other ways to occupy ourselves.

In many cases too, big tasks aren’t really tasks at all; they’re aggregates of many smaller tasks. If something’s sitting on your list for a long time, each day getting skipped over in favor of more immediately doable tasks, it’s probably not very well thought out.

You’re actively resisting it because you don’t really know what it is. Try to break it down into a set of small tasks, something more like the tasks you are doing in place of the one big task you aren’t doing.

More consequences of procrastination can be found in this article: 8 Dreadful Effects of Procrastination That Can Destroy Your Life

Advertising

Procrastination, a Technical Failure

Procrastination is, more often than not, a sign of a technical failure, not a moral failure.

It’s not because we’re bad people that we procrastinate. Most times, procrastination serves as a symptom of something more fundamentally wrong with the tasks we’ve set ourselves.

It’s important to keep an eye on our procrastinating tendencies, to ask ourselves whenever we notice ourselves pushing things forward what it is about the task we’ve set ourselves that simply isn’t working for us.

Learn more about how to fix your procrastination problem here: What Is Procrastination and How to Stop It (The Complete Guide)

Featured photo credit: chuttersnap via unsplash.com

Reference

Read Next