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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.

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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.

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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.

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Last Updated on January 2, 2019

7 Steps For Making a New Year’s Resolution and Keeping It

7 Steps For Making a New Year’s Resolution and Keeping It

Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

1. Just pick one thing

If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

2. Plan ahead

To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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3. Anticipate problems

There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

4. Pick a start date

You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

5. Go for it

On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

Your commitment card will say something like:

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  • I enjoy a clean, smoke-free life.
  • I stay calm and in control even under times of stress.
  • I’m committed to learning how to run my own business.
  • I meditate daily.

6. Accept failure

If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

Perseverance is the key to success. Try again, keep trying and you will succeed.

7. Plan rewards

Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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