Advertising
Advertising

Productivity, Relying on Technology & Redundancy

Productivity, Relying on Technology & Redundancy

bsod

    Your computer crashes. It won’t start up again. What do you do? Nothing productive. The morning’s wasted, the technician comes and tells you that you need a new hard drive, and your afternoon’s gone too while you go shopping for a new one.

    There are a million variations of this scenario. We put ourselves in a precarious position when we rely totally and completely on technology to maintain our productivity systems and execute the tasks we set for ourselves with them. Technology gives personal productivity steroids; everything’s faster. Most of us can type faster than we write and using email as a form of day-to-day communication allows us to drastically reduce the number of disruptive conversations and phone calls we receive each day. So we learn to rely on technology, so much so that when it fails — and it does — we can be left speechless when asked the old question, what’s the next action?

    Advertising

    Two years ago I was in such a position. My task management system was a text file stored locally on my computer. A computer that failed with disturbing regularity. It wouldn’t have mattered if I stored my task management system in a Google Doc; at the time I didn’t have another computer, nor an iPhone, and anyway, what if Google Docs went down?

    We need to learn to rely less on technology. And I don’t mean we should ditch our computers as the hub of our productivity system, but we need redundancy. Redundancy for the system, and redundancy for the situation.

      Redundancy for the System

      Redundant systems are systems that ensure that a problem with any single component does not cause problems for other components or the system as a whole. This is usually done by doubling up on components; either the same component in a different place (such as off-site backups), or simply the same component in a different medium that is unrelated to the first.

      Advertising

      So you could keep copies of your task list on two computers and ensure they’re always up to date in case one of them goes down. You could depend on Time Machine (if you’re on a Mac) to provide this sort of redundancy for you, or keep a copy in Gmail or Google Docs, or best yet (if not somewhat obsessive), all of the above. Or, you could write the list down on paper and email a copy of your computer’s list to your phone.

      When it comes to computer-based systems, synchronization between multiple devices is a good start. But it’s also a good idea to keep a copy that doesn’t rely on electrons. Your power could go out for hours (the same day you forgot to charge your laptop and phone the night before). Anything can happen with these solutions, whereas if you’ve written or printed things out, the system is a lot less fickle. Someone you live with could accidentally throw your task list out or your house could burn down (in which case the last thing on your mind will be whether your task list is okay) but it’s much less likely you’ll lose access to both your online and offline copies at once.

      Redundancy for the Situation

      The other problem with relying on technology too much has to do with execution. Even if you’ve got your task list on a piece of paper once the power goes off, what do you do? Nothing, if you haven’t planned for it. One of the excellent tools that many productivity systems provide are some sort of variation of GTD’s Contexts, and they’re useful in exactly this sort of situation (among others).

      Advertising

      In almost any project, there’s usually some task that can be done without the help of a computer — even if using a computer would, under normal circumstances, be the best way to go about it. The idea is that if you’ve got your contexts set up properly, when you don’t have access to a computer, you use a context set up for offline work. No Internet connection, switch out of your @internet context and into something else. If you’ve got a fair bit that can be done offline, just make an @offline context and switch to it when you need it. You can use multiple contexts on a single task, too. If your work should be done on a computer but can be done without one, you could attach an additional @offline or @nopower context that works as a secondary to the task’s usual context.

      It’s mostly a matter of personal taste as to how you set your system up to adapt to unexpected changes, but the bottom line is that you should plan ahead for these situations and be ready to go with a list of things that can be done in the meantime.

      Contexts is about having a productivity system to include and suit the environment you are in and the tools you have available. Consider technological failure of any kind as just another environment. Planning ahead for something to go wrong isn’t being pedantic, it’s smart, and it’s even got a name in the public relations world: crisis management. Any good public relations team will have a plan in place for a crisis so that if anything happens, they can move straight into action. There’s no reason you can’t do this with personal productivity.

      Advertising

      It’s much easier for us than it is for PR guys; during your weekly review, while you set up new tasks, just scan through your list, and slap a context on anything that can be done offline. Easy — takes a minute or two longer than your weekly review usually does. You could go weeks or months without using it, but it’ll be well worth it when the time for technical failure comes. Instead of having your sense of the day’s work set off course by this “disaster” and sitting there with a confused expression, you’ll be back up and running in no time. That’s what redundant systems are all about.

      More by this author

      Joel Falconer

      Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

      How to Master the Art of Prioritization The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage

      Trending in Featured

      1 15 Tips to Restart the Exercise Habit (and How to Keep It) 2 50 Ways to Increase Productivity and Achieve More in Less Time 3 8 Simple Ways to Be a Better Listener 4 The Art of Humble Confidence 5 8 Steps to Continuous Self Motivation Even During the Difficult Times

      Read Next

      Advertising
      Advertising
      Advertising

      Last Updated on November 18, 2020

      15 Tips to Restart the Exercise Habit (and How to Keep It)

      15 Tips to Restart the Exercise Habit (and How to Keep It)

      It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
      Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

      1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
      2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
      3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
      4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
      5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
      6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
      7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
      8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
      9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
      10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
      11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
      12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
      13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
      14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
      15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

      Read Next