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See How Easily You Can Minimize Distractions and Maximize Efficiency

See How Easily You Can Minimize Distractions and Maximize Efficiency

If you maximize efficiency, you will provide more value to yourself and others. You will meet goals faster and more consistently. You will live a fuller life, whether that means increasing your wealth, leisure time, or time with family. Fortunately, you can max out your efficiency, or “get in the zone,” by following three simple rules: establish a conducive environment, pursue intentional focus, and eliminate inevitable distractions. These key actions direct your focus to the task at hand and minimize attention to distractions.

I teach and lecture at a major university, write scholarly articles and computer programs, and take PhD. level classes. That is just my “day job.” At night, I like to spend time with my wife and our families, read, write for my blog, and participate in outdoor activities. Just like you, I have big dreams and must work efficiently to meet my goals. But I don’t have the will power to relentlessly work long, mind-numbing days. Perhaps you don’t either. If I want to meet my goals, I must work efficiently.

I haven’t always realized this—it’s actually a new insight for me. In the past, I believed the nonsense about “putting in the hours.” The standard advice goes something like this: “Write down all that you need to do and then do it!” This is most unhelpful because I can’t do that. I am too easily distracted.

I realized that to-do lists, while they have their place, are not the key to efficient production. Instead, I simply needed to annihilate the enemy of productivity: distractions. I knew that if I eliminated distractions, then I would achieve my goals and have more time to pursue other interests.

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Since this insight, I’ve reduced that idea of annihilating distractions to three simple keys. If you do these things, then you’ll maximize efficiency.

Establish an Environment that Is Conducive to Productivity

First, you must establish an environment that is conducive to productivity by removing potential distractions. This means that your desk must have nothing except what you need, including your desk drawers and computer desktop. Any unnecessary item in your work area makes you less efficient. It can physically, mentally, and emotionally hamper your productivity. You have to move the book you don’t need to make room for a needed document. The unfinished spreadsheet on your computer desktop distracts your attention and you need a few seconds to re-establish your momentum. Your cluttered desk drawer makes it harder for you to find what you need and adds more stress to your morning.

Decluttering your workspace is simple. Simply take everything in, on, and around your desk, put it into a huge pile, and put back only the things required for your daily tasks. Throw away everything else or store it somewhere else. It’s that simple.

Application: My desk has a computer, lamp, and whatever I’m working on at that moment. That’s it. I also keep my computer desktop uncluttered. I have no permanent icons on my desktop. When I start working on a particular project, I create shortcut icons to the important files and add these to the desktop. When I am done, I delete them. My desk drawer contains only the supplies that I need on a normal work day (pen, highlighter, labeler, stapler, paper clips, alligator clips, and rubber bands). I keep a legal pad and “collection” basket on a shelf below the desk and out of sight. My waste basket sits beside my desk.

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Remove the clutter from your workspace. This frees your mind, allowing you to be more creative and productive by eliminating many potential distractions before your work even begins.

Achieving an Intentional Focus

Focus rarely appears unexpectedly. Instead, it is intentional. You can achieve focus through a willful effort, but only for a limited time. Fortunately, the “limited time” is enough.

Parkinson’s Law tells us that “work expands to fill the time available for its completion.” This law is a consequence of distractions, which continuously steal value from our lives. What could have been two hours writing a blog post and two hours playing Frisbee with my wife turns into four hours of blogging. You must intentionally counteract this tendency.

Contrary to some who recommend strict deadlines for work (i.e. I’ll stop working on this project at 3 p.m.), I recommend working on projects for as long as you like, but working intensely. This gives you needed flexibility to make intuitive judgments about your time as the work moves forward but eliminates feet-dragging. Working in short intense bursts and taking frequent breaks, known as “pulsing,” allows to work efficiently while maintaining your mental energy. You must defeat Parkinson’s law not through strict deadlines but by working intensely or not at all. Commit yourself to working intensely for a manageable period of time, taking a brief break, and then starting over.

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Application: I use the Pomodora technique, working 25 minutes, taking a five minute break, and then repeating. During my short break, I might get a drink of water, check my e-mail or Twitter feed, or step outside. I only have five minutes, so I don’t worry about these activities getting out of hand. These breaks are refreshing and allow me to start another 25 minute session with a renewed focus. I use the Tomate Timer for Ubuntu to manage my sessions; CherryTomato timer is available for Windows and Mac. But it doesn’t matter what software you use, just find a system that works for you.

While working, make sure that you maximize your focus by working in intense, short sessions with deliberate breaks. This leads to tremendous efficiency, gives you more time to pursue other interests, and adds value to your life and others’.

Develop a System for Dealing with Inevitable Distractions

Despite your efforts to build a distraction-free workspace and work in short, focused sessions, distractions appear that you must deal with. You think of an idea for another project or someone interrupts with a bit of important information. You must collect this information for later, but in a way that does not disrupt your current efficiency. I find the collection system proposed by David Allen helpful for this.

When an important distraction appears, you must get that information off your mind quickly, but ensure you deal with it later. I quickly jot down these distractions and toss them into the collection basket that sits on a shelf under my desk. I go through my collection basket a couple of time each day, reliably, efficiently, and deliberately addressing these potentially disruptive distractions.

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Application: While writing this blog post, a couple of other good ideas came to mind. I simply jotted those ideas down and tossed them into my collection basket under my desk. Since then, I’ve added them as post ideas in my Nevernote software. Because I put the ideas into a system that I trusted, I freed my mind to continue working on the current task without trying to remember it for later or taking care of it now.

Distractions are inevitable. You must build a system that allows you to quickly continue your current work session, but ensures the information is stored and used later. A simple collection basket allows you to do this.

You Can Maximize Efficiency and Offer More Value to Yourself and Others.

You can and should work more efficiently. You deserve more than dragging your feet for eight hours every day. Fortunately, efficient work doesn’t require super-human willpower. It simply requires setting yourself up for success. You must take three steps to maximize your efficiency. No step is difficult, but all require deliberate action. First, you must remove potential distractions from your workspace. You need to deal with these distractions before they slow you down. Second, you must work in intense bursts. If you don’t, your work expands to fill the available space, infringing on time for family, leisure, and entrepreneurial side projects. Finally, you must plan for dealing with the unavoidable distractions that might disrupt your otherwise productive sessions. Quickly jotting down the information and tossing it into a collection basket allows you to get back on track while trusting that you’ll take the necessary actions later. Take these steps, maximize your efficiency, and create relentless value.

What do you think? Have I missed any important keys? How have you implemented these ideas? How else do you maximize efficiency?

Featured photo credit:  chess via Shutterstock

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Last Updated on May 22, 2019

Ditch Work Life Balance and Embrace Work Life Harmony

Ditch Work Life Balance and Embrace Work Life Harmony

How do you usually go about your day?

Do you wake up in the morning, get ready for work, and then spend the whole day looking forward to being at home and unwinding?

We often hear about work life balance – having a good balance between work and personal time. Whilst this may sound like a smart idea, it can also imply that we should dedicate at least half of our time to work–and sacrifice time for our “personal life”.

To me, that seems…off balance. Because, the truth is, it’s nearly impossible to split your time equally between the two. And, you may end up stressing out if you’re not able to meet that expectation of balance.

Instead, why not think of having work life harmony instead?

With this mindset, you can actually integrate work into your life in a way that feels more complete. This way, you don’t need to view work and having personal time as separate.

So, how do you achieve work life harmony?

Work Life Harmony Explained

The difference between work life balance and work life harmony is pretty simple.With the former, there is an implication that you have to sacrifice your “life” for work. But, this is the worst way to go about things! How can you truly be at peace in life if you dread 8 hours of your day?

Work life harmony on the other hand, allows your work to be a part of your life. This means that you can choose to be happy both at home, and at work! Work no longer needs to be seen as the ‘bad’ or un-fun activity.

Having work life harmony also ensures you’re truly present in whatever place you find yourself.

Just take a look at Jeff Bezos, CEO of Amazon for example.

He uses a non traditional approach to work by making time for breakfast every morning with his family, doesn’t set his alarm before going to bed, schedules surprisingly few meetings, and still puts aside a few minutes every day to wash his own dishes.

He believes that all his staff should stop trying to achieve a ‘balance’ in their work and personal lives as that implies a trade off. Instead, he envisions a more holistic relationship between the two.

As the world’s richest man, he must be doing something right!

Rethink Time Management

Now, when we think of striking a balance, we usually associate it with time, don’t we? How much time are we spending at work versus how much time are we spending in our personal lives?Are we taking enough time to be with our loved ones, to do meaningful activities with others or even for ourselves, or are we just dedicating all our time to work?

This is the so-called-balance that many struggle with.

With work life harmony, we learn to rethink time management. By re-assessing how you manage your time, you’ll have a lot more of it. It’s incredible how much time can get wasted over the period of a day–especially when you’re not accurately tracking it.

Unfortunately, unless you’re consciously making an effort, your brain is not always the best at making accurate judgement calls when it comes to prioritizing. It tends to have a bias towards short term benefits and short term costs.

As there are often many more options our brains link to short term benefit; when you’re trying to focus on a task that gives you a long term benefit, that task usually becomes low priority. This is otherwise known as Priority Chaos.

In order to overcome this and be in better control of your time, identify the tasks that need the most focus to get accomplished. If it’s a big task, then it’s good to break it down into smaller bite-sized actions that will provide you with a clearer short term benefit.

When setting up tasks, give yourself a time limit. The brain has a bias towards short term benefits, and your attention span is limited, so if your tasks are going to take ages to complete, you’ll end up losing focus… and wasting time.

Once you have all your tasks written down, it’s time to prioritize them. Since you have a time limit, your focus should be on the top priority tasks. By doing this, you will already be able to get more done in less time at work!

Have Passion for What You Do

Managing your time is important in achieving that work life harmony. But, perhaps of greater importance, is loving what you do in life.One of the most effective ways to achieve a work life harmony is to really enjoy, or find a purpose, in what you do for a living. Even though everyone isn’t always lucky enough to find a position that pays them for pursuing their passion, you can strive to find meaning in what you are already doing, or pursue something new entirely!

For example, say you work at an office that sells paper. While many people wouldn’t consider this a world changing pursuit, I beg to differ. Think of all the individuals in the world that rely on paper. From creative types to quantum physics experts, your role at your workplace brings incredible value to many many people all over the world. You will have, without a doubt, helped bring a new idea into existence. Several new ideas to be precise.

So have a think about what you’re doing now. Is it something that allows you to embrace your passion?

Or perhaps you might not even know what it is that you love or enjoy doing. Why not explore and reflect on what gives you joy and contentment? Is there an area or industry that you could see yourself exploring to experience that fulfillment?

Can you find a deeper purpose in what you’re already doing?

When you’re able to find meaning in your work, you’re that much closer to achieving work life harmony.

Don’t Be Intimidated By Obstacles and Limitations

Creating work life harmony is also about understanding yourself–which includes your limitations and past obstacles–as this allows you to become more resilient.

If you never had to experience struggles, challenges or setbacks, then you would never be forced to adapt and mature. So in theory, having to face obstacles in life is actually quite necessary.

Most of us think of setbacks and obstacles as negative. Though, if you’re able to maintain an optimistic attitude, you’ll almost always have a higher chance of success of overcoming those obstacles to reach your eventual goal.

Your attitude towards setbacks will define the outcome of whether you rise from the challenge or remain stuck in it. So, in order to achieve work life harmony, it’s important to have a resilient attitude as challenges will always come your way–especially when you strive to integrate work into your life, and not a separate or dominant part of life.

Delegate When You Need To

Of course, when you want to increase productivity and minimize the time or effort spent, a great way to do so is to delegate!

If you spend a lot of time doing tasks on your own that could be delegated to others (whether at work or at home) you’re losing a lot of precious free time that could otherwise be spent elsewhere.

At the end of the day, we all have a limited amount of time. So we should all be striving to create a harmonious work and living situation where we can find meaning in all that we do.

While an overall goal may be meaningful, not all of the milestones or tasks needed to get there may be meaningful. That’s because we have our strengths and weaknesses, likes and dislikes. Not every task is going to be enjoyable or easy to complete. That’s where delegation comes in.

Delegation simply allows you to leverage time from an external source, thus giving you opportunities to increase your own quality of time. Keep in mind that delegation should be done with deliberate attention, otherwise you may end up over relying on others.

If you find that you’re running into the problem of over delegating, then it may be time to re-evaluate your motivation for doing whatever it is that you’re doing.

Embrace the Circle and Become Happier and More Productive

Living in harmony is about feeling good about the ways in which you spend your time, despite how busy you may be.Your switch from work mode to a more personal mode should be effortless. It’s about integrating your personal life and the things you love into your busy work life!

It all begins with the shift in perspective. Understanding what your passions are, and learning to be resilient, before taking a different approach to the way you manage your time and everyday tasks.

These are steps that you can start taking to move away from balance to harmony. 

Featured photo credit: Photo by Marten Bjork on Unsplash via unsplash.com

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