Productivity

Productivity

Three years of checks and balances

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I’ve mentioned this before but I’ve realised more about it. One of the key things I recommend you do is to check your bank balances every day. That’s it. It keeps you focused and, moreover, it keeps you really aware of how what you do pays off.

Now, that’s not to say that you can or should only measure your productivity and worth by how much money you earn. I’m a writer, I’d be insane to do that.

But it is a measure you can see and now that it is so easy to check our accounts online, it’s a really fast and handy measure.

The reason I’m telling you this again today is that I’ve now been doing it since 2011. Today is my third anniversary of checking all my accounts every single day: I have checked without fail 1,095 days in a row.

And this is what I have just realised: while I might want those balances to be healthier, the fact is that whenever I doubt I’ve got the discipline to do something, I can now look to 1,095 days in a row where I did.

“How many days is it since 26 November 2013?”

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I’m just after telling you that it is 265 days since The Blank Screen news site launched – but I didn’t tell you how I knew that.

It’d be good if you thought I was some incredibly organised savant type but, no, I just know about Wolfram Alpha.

You’ll think it’s a search engine when you see it but rather than looking for websites that happen to have something like the answer you want, Wolfram Alpha does its best to work out that answer. It’s easier to give you examples so here are the last few questions I’ve asked it:

How many days is it since 26 November 2013?
How deep is the English Channel?
What percentage of 2Gb is 250mb?
What is the date in 934 weekdays?
How far is New York from here?
What is 16% of 919.86?
When is mother’s day?

I need to explain that last one: mother’s day is on different dates in the UK and the US and I get easily confused. I’m sure one year my mother got two presents though, curiously, she didn’t complain.

I’m not saying that Wolfram Alpha is flawless: I asked it what the tourist population of Paris was and it threw up its hands. (I worked it out from a combination of tourist board information and general Paris statistics though, maddeningly, I can’t remember it now. I do remember looking out across from a café and being sure that something ridiculous like four out of five people I could see would be tourists.)

I am saying that not enough people know about Wolfram Alpha and when it’s the right tool for you, it is superb. Plus it’s free – with an option to pay for a premium version – which you can go to right now on the web at the official site. You can also get an iPhone or an iPad app for it.

Proof that small moves work

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Well, at least call it proof that small moves add up. As I write this, it’s 18 August 2014, The Blank Screen news site has been running for 265 days and we’re closing in on 1,000 posts. That’s coming soon but we’ve already exceeded 250,000 words posted.

A quarter of a million words since 26 November 2013.

That’s something like three times more words than the book that started all this, The Blank Screen (UK edition, US edition).

If we’d written as much fiction in this time, we’d have a trilogy of novels. If I had a dollar for every word I’d be writing to you from New York and inviting you over for a coffee and a dinner.

I do want to revel in this a bit, I do feel rather good about it, but I also want to think about how you can as equally argue that it happened by accident as that it did from hard work. I won’t dismiss the work it took but right now, today, I don’t see any of that, I just see that consistent, regular effort has built something I didn’t have last year.

Next time you or I reckon we don’t have time for something or perhaps that we don’t have enough time for it, let’s remember that, truly, small moves work. I could be less smug about it, mind.

How to handle email backlog: Select All, Delete, Shudder

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When Russell T Davies, with Julie Gardner and more, brought back Doctor Who to television, he automatically got a BBC email address. He just didn’t know about it for years and the story goes that he only found out when BBC IT finally asked him about it. He sat there with someone from IT as they opened the mailbox and of course there were eleventy-billion unread emails.

Davies says he had the IT person delete the lot.

I’m with him there, I think I’d have tried reading them but ultimately he was right and I’d have been wrong. Nonetheless, for my own email inboxes that I actually know about and actually use, I couldn’t do that.

Now Daimler is doing it for us. Specifically, for its employees when they go on holiday. If they want.

The full story is on the Financial Times website where you’ll need to register but, as a non-FT registeree, I found it on The Atlantic which quotes the Times as saying:

The Stuttgart-based car and truckmaker said about 100,000 German employees can now choose to have all their incoming emails automatically deleted when they are on holiday so they do not return to a bulging in-box.

The sender is notified by the “Mail on Holiday” assistant that the email has not been received and is invited to contact a nominated substitute instead. Employees can therefore return from their summer vacation to an empty inbox.
“Our employees should relax on holiday and not read work-related emails,” said Wilfried Porth, board member for human resources. “With ‘Mail on Holiday’ they start back after the holidays with a clean desk. There is no traffic jam in their inbox. That is an emotional relief.”

Auf wiedersehen, post – Daimler staff get break from holiday email – Financial Times (August 2014)

The bollocks of the ‘can do’ attitude

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It sounds great on the back of motivational books but, seriously, sometimes you can’t do it. It’s impossible. Go do something else, put that smile to work where you can actually do some good.

Writer Noah St John makes this point in an article called 5 Impossible Goals You Should Stop Going After, specifically:

Now I know that you’re not used to hearing something like that on a personal growth blog. You’re used to hearing things like, “If you can conceive it, you can achieve it,” and “There’s nothing you can’t do when you set your mind to it.”

That’s all well and good for the majority of the goals we set. However, the truth is that there are some things that you and I actually can’t do.

I often tell my coaching clients that if you continue to go after these impossible goals, you will not only waste your time, money, and effort, you will invariably end up feeling frustrated—not because you didn’t try hard enough, but because you’re going after something you shouldn’t have been going after in the first place.

5 Impossible Goals You Should Stop Going After – Noah St John, SteveAitchison.com (undated but probably 14 August 2014)

I like the concept more than I like the rest of his article. The full piece has these five goals he says you should ditch but they’re a bit Hallmark Card Business School-like. I agree about not trying to be perfect all the time, but if you seriously believe you “have to sell 100% of my prospects”, i.e. convince every single person you ever meet that they should buy your particular brand of snake oil, you aren’t listening.

Star Wars productivity advice

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Make better films.

I’d start with the scripts, myself.

But if you’re not George Lucas, there is apparently still much advice can you take, mmm, from the films of the Wars of Star. Writer Yael Grauer knows more about Star Wars than I thought existed and has found eight apposite quotes to help us in our work.

Spoiler: one of them is the one you just thought of – “Do or do not, there is no try.” And one of them is just “Ready are you?”. But overall the eight have interesting points, starting with number 1 where she says you could benefit from reframing a job, from looking at it all in a different light:

“Deliver more than you promise. The best way to be always certain of this is to deliver much, even when you promise nothing.” ―Master Tho-Mes Drei, Jedi Master and Jedi Temple instructor

Somewhere on your journey, you’ll hit a point where you have enough work coming in that walking away from a client doesn’t feel like a sacrifice. As a Jedi, you are sworn to protect the peace and justice of the Republic. Therefore, you would follow both the letter and the spirit of the law of any contract you sign, putting effort into each project that you’re obligated to complete. That means you may find yourself in a non-ideal engagement you’re committed to finishing, even though you’re dreading every minute of it.

This is where business coach Pam Slim, award-winning author of Escape From Cubicle Nation and Body of Work, recommends defining specific benefits to your plight. Maybe it’s realizing an assignment will look great in your portfolio, or perhaps the money from a project will pay your healthcare bill the month. “Sometimes making it super concrete can create a positive correlation for you in getting something done,” Slim said. Focusing on the direct reward of completing a project can take your mind away from the challenges.

8 Jedi Mind Tricks for Freelancers (and Star Wars Nerds) – Yael Grauer, Contently (4 August 2014)

Seriously, I could do without the Jedi bits. But I like the points her full article makes.

I don’t use paper notebooks, but if you do…

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Oh, I think you’ll love this. Every time I meet someone who is adamant that their paper notebooks are better than my clutching at Evernote and typing everything, I ask them the same question. It is always a genuine question, I promise you this, and I only keep asking because I just don’t seem to get very convincing answers. Yet notebook users persist and are deeply attached to their paper and pen. This is the question: how do you find anything?

I mean it. I had an editor at the BBC who, whatever the discussion, could flip to the right page in her big notebook and tell you what we’d said about it last year. I was fascinated. I don’t know that I would do it even if I understood it, but I know for certain that if I were a paper notebook user, I would be using this:

…notebooks are hard to organize your ideas. You either split your notebook into several sections for each ‘category’ and end up wasting valuable pages in the quieter sections or you just write your ideas as they come along making them hard to find later on.

If this sounds familiar then you are going to love this little hack I was taught here in Japan by a friendly salariman. It’s a little messy, and not something I’d use all the time but for the right subject could come in handy.

Here’s how it works. The back of your notebook will act like a tag list or index. Every time you create a new entry at the front of the book you’re going to “tag” it.

A Little Known Hack form Japan to Get Your Notebook Organised – Adam Akhatar, Highfive (12 August 2014)

This time you absolutely have to read the whole thing or I don’t think you’ll get it at all. The only alternative is for me to steal the entire article plus photos and I won’t do that because of course I won’t do it. Plus, if you like this article from Highfive, you’re surely going to like others and I need to point you at this and them all. But for the sake of enough clarity so that you can decide whether it’s worth digging into this particular full piece, here’s the end result:

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You can’t help but notice the list of words on that back page of the notebook – but look at the pages before them. Those little marks that stand out even on the closed pages are how you find everything. Do take a look at Akhatar’s full piece for more explanatory photographs and exactly how to do this thing.

And then go get Evernote for your Mac, PC, iPhone, iPad and Android devices. Sorry. I had to.

You don’t have to decide right now

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All stop. An email’s just come in, or a text, or a phone call. Maybe even a real person has just come up to you. That’s a scary thought. But it all demands your attention now and it all rather expects you to reply or decide or just plain do something right now.

Don’t.

I’m not saying that you should be rude to the person who walked up to you – though really would it have killed them to bring you a coffee? – but I am saying that you don’t have to react right this moment. In fact, you shouldn’t. Almost always. You know that this is bollocks when the interrupter is your boss and you, as the interruptee, rather depend on them for eating three meals a day and keeping that roof over your head. But most of the time, with most people, with most interruptions, you are better off taking a little while to do anything about it.

Inc.com has a half-excellent article about this that includes many very good points about it all but maybe gets a bit anal in the details. Writer Kevin Daum recommends that you “Create a Response Schedule”:

Setting a routine for communication can help both with your productivity and with managing expectations of the people with whom you interact. It’s frustrating to spend time chasing other, not knowing when you will get a response. I solve this problem with a simple rule of thumb. Generally, when available, I respond to texts within 20 minutes, phone messages within an hour, and e-mails within 24 hours. You can set your own appropriate timeframe, but once you have a schedule you can better manage your time. You can also let people know what to expect. Those who work with you regularly will soon recognize and respect your habits.

8 Ways to Improve Your Communication Right Now – Kevin Daum, Inc.com (16 August 2013)

Myself, I think that’s a bit too organised, it takes a bit too much work. I avoid replying to emails instantaneously – which used to be a big thing I did and it got me into day-long ping-pong conversations because I would not let go and I often had a gag I couldn’t resist – by a more brute force approach. My Mail software no longer checks for emails every picosecond. It just looks every quarter of an hour on a regular day, maybe I push that back to an hour if I’m really busy. Sometimes, especially when I’m out and getting emails on my iPhone I will tell it to not get messages at all until I have a minute and can read them.

That means that I just don’t have the issue of replying instantaneously because I don’t get the emails instantaneously.

And the point of all this is that while I am not replying to you at lightspeed, I am getting some work done. No offence.

Do read Daum’s full piece. Also, a nod of the hat to Contactzilla, a site devoted to its eponymous contact management software that I’ve never heard of before it began including productivity articles.

Merlin Mann: Scared Shitless

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Mann is a particularly interesting speaker that I’ve mentioned before. He’s behind the idea of Inbox Zero and I like his productivity dash. But this might be my favourite thing of his.

Not the most useful: Inbox Zero is really useful. But favourite. Mann talks less about being productive per se, more about what it is like committing to things. I actually think the opening three minutes or so of this are a bit standard-issue-presentation stuff but then I find it honest and open and rather inspiring.