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How to Cope with More of Those Pesky Distractions

How to Cope with More of Those Pesky Distractions

Using “concentric defenses” to keep off interruptions you can’t avoid in other ways
Bamburgh Castle, England

Most of the articles you read about dealing with time- and attention-wasting distractions concentrate on avoiding them altogether (shutting yourself away, better organization, better time allocation) or not adding to their number yourself (minimizing responding to e-mails and IMs, filtering phone calls, avoiding gossiping).

This is fine. But what about those that simply get through such defenses: the phone calls you can’t avoid, the personal visits to your desk, the calls from your boss? Are there any ways to deal with those and still keep your mind focused on what you need to be doing?

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There are; and that’s the subject of this article.

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What are “concentric defenses?”
The approach I’m advocating is based on the idea of “concentric defenses:” an idea first used by builders of medieval castles. The concept is simple: you start with an outer defense — maybe a ditch or moat — to try to prevent attackers ever reaching you. If that fails, they are faced with high walls and guard towers. Capture those and you find another set of walls and towers inside them. In effect, the attacker has to start all over again.

Drawing of concentric castle

Most castles of this type had maybe three lines of defense, including the moat. Some had four, with a final tower or “keep” inside the second set of walls. I’m suggesting six progressive lines of defense against distractions and interruptions, so you can deal with everything from the thoughtless colleague to the boss who demands that you drop everything else and attention to her need — now!

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The six concentric defenses against distractions and interruptions

Here they are. I’m going to assume that you’ve already tried the conventional means of avoid the distractions (noted above) and it’s either broken through or wasn’t going to be stopped by those anyway:

  • The first defense is the simplest: simply ignore the distraction altogether. This won’t work with a personal caller, but it can be done with phone calls and e-mails — so long as you are sure who’s calling. Ignore the interruption until you’re ready to deal with it — which may be never.
  • Your second line of defense should be to note down the subject of the interruption — so you can be sure of dealing with it later — then pay it no further attention. This works well with e-mail requests for data or simple phone calls. Even a few personal visits can be handled this way, so long as the visitor doesn’t expect an extended conversation. Make sure you do get back to it and supply what was asked for. That way, people will trust the process in future and not expect anything else to make them feel certain that you’ve heard.
  • The third line is to deal with those who need to know, clearly, that you’ve heard them and will respond in due course. I call this “acknowledge, note, repeat, and shelve.” Acknowledge the request; make sure they see you note it down (or assure them that you’re doing so); repeat back, if necessary; then shelve. The same proviso applies as with the previous defense: you must prove that you will deal with whatever they wanted — only later, when it suits your schedule.
  • That still won’t be enough for some people, who suspect you’re fobbing them off and will simply ignore what they want; or that “when it suits you” may turn out to be some indefinite time, far in the future, when the response will be useless anyway. For that, use the fourth defense line: “acknowledge, schedule, repeat with scheduled time, and shelve.” You acknowledge the request, set a definite time to deal with it, repeat the time to show you’re committed to it, then shelve the request until then. This works very well with boss-generated requests of a non-urgent nature.
  • By now we’re down to those interrupters who simply won’t accept a promise to deal with the need later. For them, I suggest the fifth line: “Acknowledge, do the minimum, schedule the rest, then shelve and get on.” You acknowledge what they want, do the absolute minimum you can to deal with it right away (to demonstrate that you really will give them what they want), set a firm schedule to complete the job, and shelve it until then. You’ve suffered some interruption, but probably not enough to set you back seriously with what you were doing. This should be your automatic defense for bosses who demand to see action on your part, even when the request is not really that urgent.
  • The final, sixth line of defense is the one you should use with the boss who won’t be satisfied with anything less than instant action on your part, however much that interferes with your other work. In such cases, you need to reverse one of the earlier defenses: you acknowledge the request, note down carefully exactly where you are in what you are currently doing (so you can get back to that place quickly afterwards), deal FULLY with the boss’s imperious demands, and forget about what you had to set aside to do this.

    This last step is vital. If you keep thinking about what you had to leave to deal with the boss’s demands, you’ll feel more and more anxious and frustrated; plus you won’t really have all your mind on whatever you’re having to do to satisfy the boss. It may therefore take you longer, and that will certainly make you feel more angry and stressed.

That is my list of suggestions. You may have found other ways of dealing with distractions you didn’t generate yourself and you can’t avoid. If so, add a comment to this article and share them with other readers, please. Today may be the day you help someone who’s struggling with a problem you know how to solve.

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Last Updated on August 6, 2020

35 Top Productivity Apps for iPhone (2020 Updated)

35 Top Productivity Apps for iPhone (2020 Updated)

Over the years here at Lifehack, we’ve discussed plenty of apps that you can use to improve your overall productivity.

There are certain ones that many of our contributors and editors (past and present) have adopted over the long-term — there are always the stalwarts that stick around. But there are also new apps that crop up every day, adding more and more depth to the app category.

Some of the apps are incredibly plain and simple, while others are more robust and offer more features than you can shake a stick at. And everyone has the one they prefer.

It’s been our job (and still is our job) to keep abreast of all of the productivity-type apps out there. As a result — and as a bit of a refresher — we’ve put together a list of 35 best productivity apps for iPhone (all categorized based on their functions) to provide you with an all-in-one resource for you.

For Getting Things Done

1. OmniFocus

This app is, while pricey, considered to be one of the (if not the) most robust and full-featured productivity apps on the market.

Download it here.

    2. Forest

    Train yourself to put your phone down and stay focused on the task at hand by playing with this planting game. It’s fun and will help you achieve more.

    Download it here.

      3. Things

      Another robust choice, this app is a favorite amongst “productivityists”.[1]

      Download it here.

         

         

        4. Any.Do

        A beautiful-looking app that is both easy on the eyes and your wallet.

        Download it here.

          5. PocketLife Calendar

          This calendar app is specifically designed to be stylish and super easy-to-use. You can organize your life easily with different modern features.

          Download it here.

            6. Asana

            We’ve covered Asana here at Lifehack

            , and it is being actively developed by a strong team committed to making collaborative task management a more efficient and effective experience.

            Download it here.

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              7. ToDoist

              This app keeps track of everything – from simple errands to your most important projects – so you can get it all done and enjoy more peace of mind along the way.

              Download it here.

                 

                 

                8. Calendars 5

                This calendar app focuses on events that help you to keep track of upcoming events and tasks easily. It has everything you need to organize, track, and complete your to-dos.

                Download it here.

                  9. Clear – Tasks, Reminders & To-Do Lists

                  A fun and innovative list-making app that relies on swiping and pinching to make things happen. Clear created a lot of buzz when it launched, and might be the perfect to-do list gateway app for many.

                  Download it here.

                    10. Due

                    A robust reminders app that lets you store and maintain reminders of all types. It’s replaced Reminders for me when it comes to the basics, and it’s worth a look if you want to keep the mundane stuff out of your head and cluttering your mind.

                    Download it here.

                      11. Checkmark 2

                      I use this app

                      for location-based reminders (such as groceries I need to get or single items I need to pick up from various locations). Checkmark is simple to use and valuable addition to my productivity arsenal.

                      Download it here.

                        12. TeuxDeux

                        Created by Tina Roth Eisenberg and Fictive Kin — TeuxDeux is simple and incredibly stellar in terms of design. If you like lists (including the popular “Someday Bucket”) and want to associate dates with tasks, then TeuxDeux will be right up your alley.

                        Download it here.

                           

                           

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                          13. Nirvana

                          For the GTD enthusiasts, there’s Nirvana. Straight from the source: “Nirvana frees your mind to focus on actually getting things done. If you’ve had enough of generic to-do lists, it’s time for Nirvana.”

                          Download it here.

                            14. Priorities

                            An elegant-looking task management app that has received decent reviews,[2] this could be the one for you if you’re not a fan of OmniFocus or Things — especially if you need (or want) to share tasks with others.

                            Download it here.

                              For Building Habits

                              15. Productive

                              With this app, you can plan your habits with an easy-to-use interface, schedule habits for any time of the day, set smart reminders for each time of the day, and stay on track with useful feedback. This app is perfect for anyone who wants to build a habit that sticks.

                              Download it here.

                                16. Habitica: Gamified Taskmanager

                                You can complete tasks and build habits in a more fun way with this app. Input your Habits, your Daily goals, and your To-Do list, and then create a custom avatar. Check off tasks to level up your avatar and unlock features such as armor, pets, skills, and even quests.

                                Download it here.

                                  17. Streaks

                                  This app follows the model of the popular “don’t break the chain method” in that you use the app to track how you are donig in the pursuit of your goal. Great for goal-setting — and an easy and elegant interface to boot.

                                  Download it here.

                                    18. Remember The Milk

                                    Another popular to-do list app, Remember The Milk has a huge following. It has plenty to offer, including the ability to share tasks with others.

                                    Download it here.

                                      19. Day One Journal

                                      When it comes to journaling, nothing really beats Day One. Its latest update added a slew of features that will make you want to start making journaling a habit.

                                      Download it here.

                                        For Files Organization

                                        20. Evernote

                                        Touted as the world’s most widely-used productivity app, Evernote is an be used simply as a notetaking app or can be customized to be your GTD app of choice — among other things.

                                        Download it here.

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                                          21. Pocket

                                          You can save an article, video, or link you want to read or watch later to Pocket from anywhere including your computer, Safari, email, and your favorite apps like Facebook, Twitter, Flipboard, and Feedly.

                                          Download it here.

                                            22. Sync.Me

                                            This app identifies unknown phone calls, warns you from annoying spam calls, and adds a caller picture to your contacts from Facebook, Twitter, and Google+.

                                            Download it here.

                                              23. Droplr

                                              One of the most popular file-sharing apps out there today. Straight from the source: “Stay productive on the go. Droplr for iPhone keeps you in sync and makes sharing on the iPhone natural.”

                                              Download it here.

                                                24. Dropbox

                                                Before iCloud, there was Dropbox. And there still is Dropbox, which is still widely used by both Mac and PC users all over the globe. It’s like having a flash drive on your iPhone. A must-have.

                                                Download it here.

                                                   

                                                  For Working Smarter

                                                  25. Captio

                                                  A simple capture tool. Straight from the developers: “It’s simple. Open Captio and start typing. When you’re done, hit Send. The note is immediately delivered to your email inbox.”

                                                  Download it here.

                                                    26. Drafts

                                                    A tremendous capture tool that allows for simple capture, followed by sending items to various applications such as OmniFocus, Things, and more.

                                                    Download it here.

                                                      27. NoteShelf 2

                                                      This is a perfect note-taking app for you. You can take beautiful handwritten notes, type, annotate PDFs, record audio & create lists. You can organize them into categories or groups.

                                                      Download it here.

                                                        28. Doodle

                                                        This app links directly with the Doodle service, which is one that allows you to plan and organize meetings far more efficiently and effectively. Lifehack contributor Steve Dotto has written about Doodle more in-depth here.

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                                                        Download it here.

                                                          29. TextExpander (Legacy)

                                                          I have saved countless hours of time with TextExpander, and despite its inability to be as robust on iOS as it is on the Mac, it is still a worthy app to have in your arsenal.

                                                          Download it here.

                                                            30. Launch Center Pro

                                                            A quick launcher for the iPhone that doesn’t just launch an app…with some of them it can do much more. This app saves you time by launching complex actions in a single tap.

                                                            Download it here.

                                                              31. GoodReader

                                                              This may seem to be an odd one to make this list, but here are plenty of reasons why it is here with this article.

                                                              Download it here.

                                                                32. LogMeIn

                                                                Want to be able to control your Mac from wherever you are? Then get this app.

                                                                Download it here.

                                                                  For Improving Security

                                                                  33. 1Password

                                                                  There is simply no better password manager out there. I’ve even put together a 1Password Emergency Kit worth looking at here.

                                                                  Download it here.

                                                                    34. LastPass Password Manager

                                                                    You can store passwords and logins, create online shopping profiles, generate strong passwords, track personal information in photo and audio notes.

                                                                    All you have to do is remember your LastPass master password, and LastPass auto-fills web browser and app logins for you.

                                                                    Download it here.

                                                                      35. Truecaller

                                                                      Identify and block spammers, search for unknown numbers, and call friends easily with this app. With a community-based spam list from over 250 million users, you’ll need this app.

                                                                      Download it here.

                                                                        There are plenty of other options out there (and we’ve heard from readers in the past as to what they enjoyed using), but these 40 are among the best.

                                                                        Featured photo credit: William Hook via unsplash.com

                                                                        Reference

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