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The New Lifehacking #2 – How to Understand Your Current System

The New Lifehacking #2 – How to Understand Your Current System

My prior article ended with the biggest tip from the New Lifehacking: gain a unique understanding of your current system of habits, practices and rituals, before looking for new stuff. I looked at time management / self management as an example of one area in which we need to gain some insights into how we do what we do, before being seduced by the latest advertisement for a new gadget, or a catchy headline on a blog post.

Not that this is easy to do. If you have ever walked into an auto-supply store with nothing more than a vague idea of what you need, you might know what it’s like to walk out with a list of information you need to return with, plus a cute little thingy to hang from the rearview mirror. The initial trip is a failure because you haven’t applied even the most basic diagnostic tools at your disposal – your eyes and ears.

The problem in time and self management (versus car repair) is that there are very few diagnostic tools available, and we don’t even know what to look for.

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One reason is that the system you use currently didn’t come from a manufacturer with all the specs fully laid out. The fact is, like most people, you started to put together your own time management system in your teens and completed the process in your early twenties. You may have tweaked it since then, but most people don’t – they stick with what works for them, and they forget the fact that they ever put it together; it sinks deep into the world of their unconscious competence.

This amnesia is the reason why people don’t throw down books and walk out of seminars when they realize that they are being spoken to as beginners in time and self management.

To help fill the gap, over the past few years, I have assembled an online 84 point assessment that looks at different aspects of one’s time management system. It’s based entirely on individual habits and practices and offers users a way to assess their skills by answering each question to the best of their ability.

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Here’s an expanded example of the kind of question I included:

If you were to decide to run an errand a week from now outside the home or office, what are the steps you would take more often than not to complete the task?

1. Try to remember the errand later, after first committing it to memory
2. Ask someone to remind me
3. Write it down on a loose piece of paper
4. Make a note of it in my little black book
5. Enter it in my paper calendar
6. Add it to my electronic schedule
7. Add it to my electronic schedule that is automatically backed up

In the assessment I created, I tried to imagine which actions are the ones that are most likely to be successful, versus those which are most likely to fail. The quality of the action taken ranges from 1 to 6, with a level 6 being the highest.

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Your opinion may differ from mine as to the exact placement of each action in this hierarcy, but the point is that it’s not hard to use best practices to build such assessments. Once they are built, creating a ladder from low skills to high, it’s possible to measure your own progress against these standards and lifehack your way to better performance.

In part, this approach is inspired by Benjamin Franklin and his quest to become a better writer. He made a series of continuous comparisons against the best authors of the day and tackled each of the gaps that emerged. Over time, he made dramatic improvements in his writing skill.

At the end of a complete assessment, what emerges is a personal profile. Most of the profiles I have seen have emerged from in-depth live training and they reveal something that you’d expect – systems that vary a great deal from each other, given the fact that they were self-created without much guidance.

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Lifehacks that are driven by this kind of knowledge set the stage for delicately crafted improvements. Instead of trying to force-fit one-size-fits-all prescriptions, you save time and energy by making strategic changes that you want, at a speed of your choosing. You begin to understand why the iPhone that helped one person become productive, destroyed the productivity of another, and did nothing for yet another, and why the same applies to books, programs, web services, etc.

How you start to implement the results of your assessment will be the subject of my next post here at Lifehack.org.

To view a sample assesment, click here to access the first sample quiz I ever put together that instantly provides you with some feedback on one critical skill while teaching a couple of new concepts.

More by this author

Francis Wade

Author, Management Consultant

How To Manage A Post-College Productivity Dip Why You Need to Understand and Accept Your Productive Type A Tendencies The New Lifehacking #7 – Why You Should Be Open to New Stuff, But Wary About Using It The New LifeHacking #6 – Staying Away from Harmful Gadgets The New Lifehacking #5 – Tricking Yourself into Making the Changes You Need

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Last Updated on September 17, 2018

How to Stop Multitasking and Become Way More Productive

How to Stop Multitasking and Become Way More Productive

Today we are expected to work in highly disruptive environments. We sit down at our desks, turn on our computer and immediately we are hit with hundreds of emails all vying for our attention.

Our phones are beeping and pinging with new alerts to messages, likes and comments and our colleagues are complaining about the latest company initiative is designed to get us to do more work and spend less time at home.

All these distractions result in us multitasking where our attention is switching between one crisis and the next.

Multitasking is a problem. But how to stop multitasking?

How bad really is multitasking?

It dilutes your focus and attention so even the easiest of tasks become much harder and take longer to complete.

Studies have shown that while you think you are multitasking, you are in fact task switching, which means your attention is switching between two or more pieces of work and that depletes the energy resources you have to do your work.

This is why, even though you may have done little to no physical activity, you arrive home at the end of the day feeling exhausted and not in the mood to do anything.

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We know it is not a good way to get quality work done, but the demands for out attention persist and rather than reduce, are likely to increase as the years go by.

So what to do about it?

Ways to stop multitasking and increase productivity

Now, forget about how to multitask!

Here are a few strategies on how to stop multitasking so you can get better quality and more work done in the time you have each working day:

1. Get enough rest

When you are tired, your brain has less strength to resist even the tiniest attention seeker. This is why when you find your mind wandering, it is a sign your brain is tired and time to take a break.

This does not just mean taking breaks throughout the day, it also means making sure you get enough sleep every day.

When you are well rested and take short regular breaks throughout the day your brain is fully refuelled and ready to focus in on the work that is important.

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2. Plan your day

When you don’t have a plan for the day, the day will create a plan for you. When you allow outside influences to take control of your day, it is very hard not to be dragged off in all directions.

When you have a plan for the day, when you arrive at work your brain knows exactly what it is you want to accomplish and will subconsciously have prepared itself for a sustained period of focused work.

Your resistance to distractions and other work will be high and you will focus much better on the work that needs doing.

3. Remove everything from your desk and screen except for the work you are doing

I learned this one a long time ago. In my previous work, I worked in a law office and I had case files to deal with. If I had more than one case file on my desk at any one time, I would find my eyes wandering over the other case files on my desk when I had something difficult to do.

I was looking for something easier. This meant often I was working on three or four cases at one time and that always led to mistakes and slower completion.

Now when I am working on something, I am in full-screen mode where all I can see is the work I am working on right now.

4. When at your desk, do work

We are creatures of habit. If we do our online shopping and news reading at our desks as well as our work, we will always have the temptation to be doing stuff that we should not be doing at that moment.

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Do your online shopping from another place—your home or from your phone when you are having a break—and only do your work when at your desk. This conditions your brain to focus in on your work and not other distractions.

5. Learn to say no

Whenever you hear the phrase “learn to say no,” it does not mean going about being rude to everyone. What it does mean is delay saying yes.

Most problems occur when we say “yes” immediately. We then have to spend an inordinate amount of energy thinking of ways to get ourselves out of the commitment we made.

By saying “let me think about it” or “can I let you know later” gives you time to evaluate the offer and allows you to get back to what you were doing quicker.

6. Turn off notifications on your computer

For most of us, we still use computers to do our work. When you have email alert pop-ups and other notifications turned on, they will distract you no matter how strong you feel.

Turn them off and schedule email reviewing for times between doing your focused work. Doing this will give you a lot of time back because you will be able to remain focused on the work in front of you.

7. Find a quiet place to do your most important work

Most workplaces have meeting rooms that are vacant. If you do have important work to get done, ask if you can use one of those rooms and do your work there.

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You can close the door, put on your headphones and just focus on what is important. This is a great way to remove all the other, non-important, tasks demanding your attention and just focus on one piece of work.

The bottom line

Focusing on one piece of work at a time can be hard but the benefits to the amount of work you get done are worth it. You will make fewer mistakes, you will get more done and will feel a lot less tired at the end of the day.

Make a list of the four or five things you want to get done the next day before you finish your work for the day and when you start the day, begin at the top of the list with the first item.

Don’t start anything else until you have finished the first one and then move on to the second one. This one trick will help you to become way more productive.

Featured photo credit: Unsplash via unsplash.com

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