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5 Ways To Focus Your Mind And Super Boost Your Productivity

5 Ways To Focus Your Mind And Super Boost Your Productivity
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Every day, you are presented with a set of tasks to accomplish and, often, an even longer litany of distractions, time wasters and other pieces of to-do list white noise that can derail you from accomplishing your goals. How does one navigate the productivity minefield that is modern life, with its Twitter feeds, Facebook updates, emails and the like. Here are 5 ways that you can keep your focus and kick your productivity into overdrive.

1. Set Reasonable Expectations For Yourself

Often when people first try to increase their productivity, they start by jam-packing their to-do list with every possible project they could ever hope to accomplish, many of which are big, long-term endeavors. You are smarter than that. You know that an overloaded docket of activity can be counter-productive as it begins to appear daunting and insurmountable. Unreasonable expectations are a recipe for failure.

Instead, set attainable goals for yourself and recognize that you will, from time to time, fail in carrying those goals out. Break big projects down into manageable chunks and tackle them one at a time. Keep your to-do list nice and short, and don’t put anything on it that you won’t be able to check off in less than a week from now, anything longer term than that should be broken down into smaller sub-tasks.

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Build failure into your plans. Do not schedule activities for every waking moment of the day, be sure to include some much needed downtime and leave yourself a little breathing room between tasks.

2. Define Your Expectations of Others

No man is an island, we all rely on others to varying degrees in our work and personal lives. When it comes to our focus and productivity, those around us can easily span the range from absolutely instrumental to catastrophically detrimental.

Adopt a policy of tactful honesty. Let those that you interact with know exactly what you expect of them, bearing in mind that these expectation must be reasonable given your relationship, there are things that you can say to an employee that you would be wise not to utter to your spouse and vise versa. If you are working on a project with one or more people, do not be afraid to clearly outline what everyone’s responsibilities will be,right from the outset. You can save yourself a lot of distractions and time taken fixing mistakes by outlining exactly what you expect of those that you work with. Remember, you teach people how you want to be treated. Let others know that you are a man on a mission.

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3. Stop Trying To Multitask

You’re not good at it… period. Don’t feel bad, it’s not just you, it turns out that no one is good at it. Compelling research on the topic has shown somewhat conclusively that humans are poor at multitasking, in fact, as it turns out, attempting to do multiple things simultaneously often results in a lot of wasted time when you factor in errors due to insufficient attention and unnecessary context switching.

Instead, focus on one thing at a time and devote to it your full and undivided attention.

4. Create a Distraction Free Zone

Are you old enough to remember a time when the mail came once a day and you couldn’t listen to an answering machine message until you got home from work? How did any of us survive back then? How it is possible to function in a world where we aren’t constantly being updated on the comings and goings of our friends? All sarcasm aside, the constant updates and push notifications that we receive on a minute by minute basis are hurting our productivity. Let’s face it, we’ve all been there, checking our email and somehow getting sucked into an hour long time vortex without even realizing it.

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Create a distraction free zone. Turn off push notifications. Close Facebook and Twitter. 99.9% of the time, your messages can wait and be responded to after you are done working. If there is an emergency, odds are, you will get a phone call.

If you lack the self-control to keep out of your inbox or social network feeds, consider using a distraction blocking tool like FocalFilter to manually block certain websites while you are working.

5. Keep Yourself on a Timer

Being productive requires the judicious use of your time. You need to know how long to work on each task in front of you and when to pivot and move on to something else. Using timers are a good way to keep a single task from using up a disproportionate amount of your time and eating into other things.

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Try assigning yourself a set amount of time for each portion of a project, setting a timer and sticking to it. When the alarm goes off, move on. In this vein, many people have had success with the Pomodoro technique, which employs set periods of work and rest.

 

With some planning and a little effort, it is easy to improve your focus and productivity in nearly any endeavor.

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Featured photo credit: Bethan via flickr.com

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Last Updated on July 21, 2021

The Importance of Reminders (And How to Make a Reminder Work)

The Importance of Reminders (And How to Make a Reminder Work)
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No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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From Creating Reminders to Building Habits

A habit is any act we engage in automatically without thinking about it.

For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

The Wonderful Thing About Triggers — Reminders

A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

How to Make a Reminder Works for You

Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

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Featured photo credit: Unsplash via unsplash.com

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Reference

[1] Getting Things Done: Trusted System

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