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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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How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. Bu unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

Stay motivated even without motivation tricks

The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

Here are some other things to consider making work flow more naturally:

  • Passion – Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.
  • Habits – You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day. Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.
  • Flow – Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part. Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

13 Simple ways to motivate yourself

Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

1. Go back to “why”

Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

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If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

2. Go for five

Start working for five minutes. Often that little push will be enough to get you going.

3. Move around

Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

4. Find the next step

If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable.

5. Find your itch

What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

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Are you unmotivated because you’re tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

6. Deconstruct your fears

I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

7. Get a partner

Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

8. Kickstart your day

Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

Having a morning routine is a good idea for you to stay motivated!

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9. Read books

Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

10. Get the right tools

Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

Building motivation is almost as important as avoiding the traps that can stop it.

11. Be careful with the small problems

The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

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12. Develop a mantra

Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

13. Build on Success

Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated. Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

Featured photo credit: Pexels via pexels.com

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