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12 Steps Closer to Your Ideal Work Day

12 Steps Closer to Your Ideal Work Day

What would an ideal workday look like? While there might not be a single answer across the board, all of us can relate to the fact that many of our workdays are not designed for optimal productivity. We complain about too many meetings, not enough pay, travel that saps your energy and did I mention the hours? Why not take some time today to consider what an ideal day at work might look like?

Start the afternoon before. A clean space makes for smooth work. To the degree that you can, neaten up your desk and put things in order for the next day. Do a quick “what do I need to work on tomorrow?” and write it down. This little step plants seeds of productivity that will spill over into the following day. Get home at a reasonable hour- your loved ones will thank you for it. I’ve found that my family likes my work more as a result of working less when I can. The competition between family and work shrinks when both are in balance.

Start the night before. This might seem obvious but so many people burn the candle at both ends. It makes sense to get to sleep at a reasonable hour in order to get in 6-8 quality hours of sleep. Some need more, few of us need less. Become a sleep expert and routine your bed time for optimal waking the next day. Another secret is to do a ‘media audit’ of your free hours prior to bed. If you find yourself zoning out via TV for no good reason, turn the tube off and read, work out or talk with friends.

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Practice early morning rituals. A strong start to the day is key for designing your ideal work experience. When you get up early, it’s as if you’ve already accomplished something. Throw in a coffee ritual (but not too much!) and you have another reason to get up. I’ll admit, I enjoy a good 7 minute snooze button as much as the next guy, but only to a degree. Put mind over mattress and get moving in the AM.

Crank when you can. When you’re at work, work. In the time-windows when you know you can really crank, get things done. This may involve closing your office door or telling your secretary that you need 30 minutes of uninterrupted time. My guess is that you can accomplish more in a half hour of dedicated work time than you could in 3-4 blocks of stop-and-go work.

Remember, interruptions happen. Sure, we need to crank out our work but interruptions do happen. The key is to absorb them instead of brustle when they come up. You may have to coach those around you as to how you would like correspondence and when you are most free. Some people use door signs as subtle reminders of their work: green means come on in while red implies that work is going on. Find what works for you. I once heard of someone who hung a sign on his cubicle that said, “Power hour in progress. Enter at risk.”

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Take your breaks. A good stretch and walk around the block is good for the body and the mind. Step away from the computer, leave the Blackberry at your desk and just walk. Take five minutes and read a chapter from that book that you put in your briefcase. Breathe some fresh air. Get some water. It’s that simple.

Create real human interaction. While digital correspondence is at an all time high, our moments of genuine human interchange may be at risk. A simple rule? Whenever you can, interact. As long as you’re getting your work done, keep it human and stay on task. I think that they can go hand in hand- human interaction and getting things done.

Speed matters. As you’re going through your day, remember that speed matters. Move with purpose and swiftly act on things that are in front of you. Walk briskly and others will sense that you are a person of action. Their step will pick up too!

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Food is your friend. A few months back, I looked at the scale and realized that I had lost about 10 pounds without even trying. I saw that my eating habits had been spotty and my body wasn’t getting enough of what it needed in order to keep going. Take the time to prepare a decent set of 4-5 smaller meals instead of binging at the end of the day. Now I try to keep a supply of energy bars in my desk just in case.

Take note of the final hour. The final hour is key to an optimal work day. This is a good time to process any excess in your in-box, prepare things for the next day and clear your mind.

Remember what’s really important. Getting out the door at a reasonable time (and it probably differs for each of us) is good for you and for those you care about. When you arrive home from work, take 10 seconds to remind yourself that you’re now at home and need to be fully present for your spouse, kids, and whatever else requires your attention. It’s not easy making this transition but vital nonetheless.

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Begin again. The good and bad news of an ideal workday is that it requires mastery and repetition. Don’t be too hard on yourself if things only went 75% well today because tomorrow is coming. You’ll get another shot at success.

An ideal workday is something towards which we can work. In my field of education, I tell young teachers to aim for the 3 Day Rule: strive to be on your game for 3 out of 5 days and you’ll start to turn the tide of how you work. Eventually your 3 days will turn into 4 and every once in a while, you’ll see a solid 5 days of productivity.

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Forget Learning How to Multitask: Boost Productivity 10X More with Focus

Forget Learning How to Multitask: Boost Productivity 10X More with Focus

There’s a dark side to the conveniences of the Digital Age. With smartphones that function like handheld computers, it has become increasingly difficult to leave our work behind. Sometimes it seems like we’re expected to be accessible 24/7.

How often are you ever focused on just one thing? Most of us try to meet these demands by multi-tasking.

Many of us have bought into the myth that we can achieve more through multi-tasking. In this article, I’ll show you how you can accomplish more work in less time. Spoiler alert: multi-tasking is not the answer.

Why is multitasking a myth?

The term “multi-tasking” was originally used to describe how microprocessors in computers work. Machines multitask, but people cannot.

Despite our inability to simultaneously perform two tasks at once, many people believe they are excellent multi-taskers.

You can probably imagine plenty of times when you do several things at once. Maybe you talk on the phone while you’re cooking or respond to emails during your commute.

Consider the amount of attention that each of these tasks requires. Chances are, at least one of the two tasks in question is simple enough to be carried out on autopilot.

We’re okay at simultaneously performing simple tasks, but what if you were trying to perform two complex tasks? Can you really work on your presentation and watch a movie at the same time? It can be fun to try to watch TV while you work, but you may be unintentionally making your work more difficult and time-consuming.

Your brain on multi-tasking

Your brain wasn’t designed to multi-tasking. To compensate, it will switch from task to task. Your focus turns to whatever task seems more urgent. The other task falls into the background until you realize you’ve been neglecting it.

When you’re bouncing back and forth like this, an area of the brain known as Broadmann’s Area 10 activates. Located in your fronto-polar prefrontal cortex at the very front of the brain, this area controls your ability to shift focus. People who think they are excellent multitaskers are really just putting Broadmann’s Area 10 to work.

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But I can juggle multiple tasks!

You are capable of taking in information with your eyes while doing other things efficiently. Scientifically speaking, making use of your vision is the only thing you can truly do while doing something else.

For everything else, you’re serial tasking. This constant refocusing can be exhausting, and it prevents us from giving our work the deep attention it deserves.

Think about how much longer it takes to do something when you have to keep reminding yourself to focus.

Why multitasking is failing you

Multitasking does more bad than good to your productivity, here’re 4 reasons why you should stop multitasking:

Multitasking wastes your time.

You lose time when you interrupt yourself. People lose an average of 2.1 hours per day getting themselves back on track when they switch between tasks.

In fact, some studies suggest that doing multiple things at once decreases your productivity by as much as 40%. That’s a significant loss in efficiency. You wouldn’t want your surgeon to be 40% less productive while you’re on the operating table, would you?

It makes you dumber.

A distracted brain performs a full 10 IQ points lower than a focused brain. You’ll also be more forgetful, slower at completing tasks, and more likely to make mistakes.

You’ll have to work harder to fix your mistakes. If you miss an important detail, you could risk injury or fail to complete the task properly.

This is an emotional response.

There’s so much data suggesting that multitasking is ineffective but people insist that they can multitask.

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Feeling productive fulfills an emotional need. We want to feel like we’re accomplishing something. Why accomplish just one item on the to-do list when you can check off two or three?

It’ll wear you out.

When you’re jumping from task to task, it can feel invigorating for a little while. Over time, this needs to fill every second with more and more work leads to burn out.

We’re simply not built to multitask, so when we try, the effect can be exhausting. This destroys your productivity and your motivation.

How to stop multitasking and work productively

Flitting back and forth between tasks feels second-nature after a while. This is in part because Broadmann’s Area 10 becomes better at serial tasking through time.

In addition to changing how the brain works, this serial tasking behavior can quickly turn into a habit.

Just like any bad habit, you’ll need to recognize that you need to make a change first. Luckily, there are a few simple things you can do to adjust to a lifestyle of productive mono-tasking:

1. Consciously change gears

Instead of trying to work on two distinct tasks at once, consider setting up a system to remind you when to change focus. This technique worked for Jerry Linenger, an American astronaut onboard the space station, Mir.

As an astronaut, he had many things to take care of every day. He set alarms for himself on a few watches. When a particular watch sounded, he knew it was time to switch tasks. This enabled him to be 100% in tune with what he was doing at any given moment.

This strategy is effective because the alarm served as his reminder for what was to come next. Linenger’s intuition about setting reminders falls in line with research conducted by Paul Burgess of University College, London on multitasking.

2. Manage multiple tasks without multitasking

Raj Dash of Performancing.com has an effective strategy for balancing multiple projects without multitasking. He suggests taking 15 minutes to acquaint yourself with a new project before moving on to other work. Revisit the project later and do about thirty minutes on research and brainstorming.

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Allow a few days to pass before knocking out the project in question. While you were actively work on other projects, your brain continues to problem solve-in the background.

This method works because it gives us the opportunity to work on several projects without allowing them to compete for your attention.

3. Set aside distractions

Your smartphone, your inbox and the open tabs on your computer are all open invitations for distraction. Give yourself time each day when you silence your notifications, close your inbox and remove unnecessary tabs from your desktop.

If you want to focus, you can’t give anything else an opportunity to invade your mental space.

Emails can be particularly invasive because they often have an unnecessary sense of urgency associated with them. Some work cultures stress the importance of prompt responses to these messages, but we can’t treat every situation like an emergency.

Designate certain times in your day for checking and responding to emails to avoid compulsive checking.

4. Take care of yourself

We often blame electronics for pulling us from our work, but sometimes our physical body forces us into a state of serial tasking. If you’re hungry while you’re trying to work, your attention will flip between your hunger and your work until you take care of your physical needs.

Try to take all your bio-breaks before you sit down for an uninterrupted stint of work.

In addition, you’ll also want to be sure you’re attending to your health in a broader sense. Getting enough exercise, practicing mindfulness and incorporating regular breaks into your day will keep you from being tempted by distractions.

5. Take a break

People are more likely to head to YouTube or check their social media when they need a break. Instead of trying to work and watch a mindless video at the same time, give yourself times when you’re allowed to enjoy your distracting activity of choice.

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Limit how much time you’ll spend on this break so that your guilt-free distraction time doesn’t turn into hours of wasted time.

6. Make technology your ally

Scientists are beginning to discover the detrimental effects of chronic serial tasking on our brains. Some companies are developing programs to curb this desire to multitask.

Apps like Forest turn staying focused into a game. Extensions like RescueTime help you track your online habits so that you can be more aware of how you spend your time.

The key to productivity: Focus

Multitasking is not the key to productivity. It’s far better to schedule time to focus on each task than it is to try to do everything at once.

Make use of the methods outlined above and prepare to be more effective and less exhausted in the process.

If you want to learn more about how to focus, don’t miss my other article:

How to Focus and Maximize Your Productivity (the Definitive Guide)

Featured photo credit: Pexels via pexels.com

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