bad days

Pick yourself up and have another go

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Productivity is supposed to just be a handy single word to cover all the things we want to do. But it becomes a label and then it becomes an ideal and you can see people for whom the word itself has become a cult. If you spend more time thinking about productivity than actually doing anything, you need help.

Hello. My name is William.

(Hello, William!)

The ease with which we can get caught up in shaving a few seconds off those tedious emails, in making sure our work is everywhere we are so we can get right down to it and finish that vital paragraph on the train, in writing sentences so long that you’ve forgotten the start… um… The ease with which we get caught up like that is one reason I think it feels so bad when we stop. When you fall off the productivity line, it’s rarely because you’ve made a conscious choice to get a life. It is usually that you didn’t keep up the effort. That feels bad enough but then these things snowball and you just see all the jobs you’ve got to do mounting up and mounting up. Perhaps because you have been on top of it all, you can see how big that mountain really is and that makes it even harder to get back going again.

Bollocks to mountains.

Do you know the phrase ‘sunk cost’? It’s the money you’ve already put into something. If you’ve invested £50,000 in something that isn’t working, it’s ferociously hard to forget that £50,000 and move on. Of course it is. It’s bleedin’ £50,000. Yet sometimes you should weep now and move on, sometimes it is a sunk cost. Because we are so wired to feel the loss of that £50,000 that if someone says you just need to do this simple thing – oh, and it only costs £20,000 more – we think about it. So we should: I’m not saying investors should bail out early, though you know how every website gives financial advice like that and then says, by the way, nobody here knows anything so you can’t sue us? Seriously, I know nothing about investing. I’m making an analogy. You knew that but I had to say it. Anyway. This £20,000 more lark: we don’t see the £20,000 because we’re still blinded by the enormity of the £50,000 we’ve lost. There’s a very good chance that we will spend that extra £20,000 because of it.

And then we’re out by £70,000.

Sometimes you must, you must accept that the money and the time and the sweat you put in to something is gone, it is this sunk cost and nothing you do will bring it back, maybe everything you can do will make it worse. Except moving on.

If you’ve fallen off the productivity line, forget everything that’s behind you. Yes, you failed to complete this important thing, yep you should’ve done that other vital thing. But you did fail and you didn’t do what you should.

Let it go because it is already gone.

Bollocks to all of it, there is literally nothing you can do to fix it so move on and put all that energy into doing the next thing instead. Some problems will cause you damage forever but not actually that many and most things you didn’t do today will be forgotten by everyone else by tomorrow, so join them. Forget it. Move on.

If you really are in a bad place and it really does seem like a mountain that is resting on your chest, do take a look at Bad Days in my book The Blank Screen (UK edition, US edition).

But also just take a breath. Look at what’s in front of you right now and see what tiny bit of it you can actually do, right now.

Don’t look down, don’t look up, just chip away in small moves and I promise they add up to mountains. And if that’s too Hallmark Card-like for you, think of it this way: maybe small moves don’t add up very quickly or to very much, but they add up to a hell of a lot more than your sitting there doing nothing but regretting mistakes.

Mixing sound and vision to get the full picture

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I’m a very visual kind of man but, awkwardly, what I visualise is text. I can see words. If you and I are talking, I can choose to see your words as text. Squint a bit and there it is, word by word, white text on a black background, right in front of my eyes. It’s great for transcriptions. But text is so much a par of me and I am so much a writer through and through that I have ignored other visual ways of looking at detail. Okay, maybe I can see scenes visually when I’m reading or writing a script, but when faced with a problem, I used to always just think it through. More recently, I’ve written it down and thought it through.

But then last week, I had a meeting that was intentionally nebulous. It was clearly a chance to pitch something, but I didn’t know what and I was fairly sure that there were no specifics behind the invitation either. It would be up to me and what I could bring to the meeting.

And I mind-mapped it.

Slapped down everything I could think of that even considered crossing my mind in the week before the meeting. I used MindNode for iPad (£6.99 UK, $9.99 US) so it was with me wherever I went and by the morning of the meeting, I had a completely useless mess. But it was a big mess. Lots of things on it. And I started dragging bits around. This stuff sorta, kinda belonged with those bits over there. This one was daft. That one was actually part of my shopping list and I’d just put it in the wrong app.

And then I’d find one that ignited another small idea so I’d add that.

After a bit of adding and subtracting and moving around, I had three or four solid blocks of ideas that were related. I exported the lot from MindNode to OmniOutliner for iPad (£20.99 UK, $29.99 US) which picked it all up and showed it to me as a hierarchy of text lines instead of a visual bubble of blogs. I work better with text, I may have mentioned this, so that was perfect for me.

Nearly perfect. I really wanted to then hand the lot on from OmniOutliner to OmniFocus, my To Do manager, (iPad £27.99 UK, $39.99 US). I wanted to be able to tick off the ideas as I got through them in the meeting. I wasn’t able to do that on the iPad; I suspect that it’s something that needs me to use OmniOutliner on my Mac (from £34.99 UK, from $49.99 US). I’ve got that and I use it ever increasingly more, but I wasn’t at my office.

So instead I stayed with the text in OmniOutliner. Made some more changes and additions, moved some more things around. And then I worked from that list in the meeting and it went really, really well.

The whole process went well: the mind mapping on to the meeting itself. Enough so that afterwards I tried mind mapping again, this time to figure out what I’m doing with everything, not just this one meeting. I’m still working on it. But it’s proving useful. And while I can’t show you the meeting mind map as it’s naturally confidential, and I obviously can’t show you this new mind map of everything because it’s in progress, I can show you a blurry version. This is what I’m doing now:

 

map

Beat the afternoon slump

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This is a big thing with me: I write from 5am weekdays and come 3pm or so I am starting to feel a bit tired. Feeble, really, but there you go. I’m being honest. And now I’m being hopeful too, because:

There are many reasons for feeling the mid-afternoon dip. According to a study by Gallup, 40% of Americans don’t get enough sleep. Getting enough sleep is a cornerstone habit that has many positive effects, mental and physical performance improvements among them. If you’re notgetting enough sleep, your brain is not functioning optimally.

Research also points to our circadian rhythms as a cause of mid-afternoon tiredness. Ourmental performance ebbs and flows throughout the day:

What you ate at lunch also has an effect. Food coma is a real phenomenon, and when you eat crap, you’ll probably feel like crap. You could also just be drained after a full morning of tough meetings and debates with your team. Willpower is a finite resource; we all start with a certain amount every day, and it diminishes with every decision or choice we make.

Whatever the reason for your lack of afternoon focus, let’s look at some research-backed lifehacks to help break out of the daily slump and finish your day strong.

Why We Procrastinate the Afternoon (and How to Stop) – Lifehacker

So there’s some research about it, which means we’re not alone. And then there are some solutions, which mean you’ve stopped reading and are already gone to Lifehacker. See you there.

The 1,000 day rule

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You know the idea that if you just work on something for 10,000 hours you will be great at it. Please check back with me in hour 9,999 and we’ll talk again. I’m less cynical about the number 1,000 and specifically an idea that it takes a thousand days to make your business work.

Any number is bollocks, really, so if you are on day 1 or day 999 and things don’t look like they’re on track, I wouldn’t lose sleep. But this is one of those ideas where the point of the number is not to plant a stick in the ground and say this is the finishing line. It’s to say that the finishing line is way over there, it isn’t on your first day or at the end of your first month.

Dan from TropicalMBA claims:

I was chatting with my friend David from Greenback Tax Services the other day about these misconceptions. I said: “people don’t understand they need to be poor for 1000 days.” Our basic hypothesis: you’ll be doing worse than you were at your job for 1000 days after you start your muse business. I’ve seen it happen a bunch of times. For many of us it’s been almost exactly those 1000 days it took for us to get back to the level of income we enjoyed in our corporate days.

The 1,000 Day Rule: What Living the Dream Really Looks Like

He then goes on to outline what many of those 1,000 days looks like on the way.

Love Tuesdays, they’re your best day

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Seriously. Apparently seriously. If you work a typical Monday-Friday week then you can guess that Monday is a day for recovering from the weekend, if you don’t love your job, or catching up on everything you’ve missed since Friday, if you do. It’s also a documented fact that website traffic goes up on Friday afternoons as office workers plan what they’re going to do next weekend.

So we’re already two days down in the hunt for the most productive time of the week. The Toronto Star reports that a survey by Accountemps says Wednesdays and Thursdays are okay, but Tuesday wins. Easy:

In the survey of more than 300 Canadian human resources managers, 33 per cent said productivity accelerated on Tuesdays versus the least productive Thursdays and Fridays, which polled in at 5 and 6 per cent, respectively.

Wednesdays were the next most productive according to 23 per cent, while Mondays rated a 14 per cent response and no particular day drew 18 per cent.

“There’s limiting distractions,” said Accountemps senior staffing manager Vitaly Melnik of the midweek peak.

“You’ve got your head focused after the weekend is over; you’ve caught up on everything; and you can do your regular work schedule most effectively. Then, after the hump of the Wednesday, come Thursday, Friday, you’re already thinking about the weekend. ”

The Toronto Star

Hat tip to Lifehacker for the link.

 

Location, Location, Location

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Last May I was writing a huge book about Blake’s 7 plus a two-hour Doctor Who radio drama and a short one-act stage play for the Birmingham Rep. As you do. That’s actually the little cauldron I was in when I thought of The Blank Screen and so started writing that book at the same time. You can of course argue about the quality of my work – Doctor Who: Scavenger comes out next month so you can even hear it for yourself – and I did use half a dozen productivity tools to handle it all. But one that really helped was that I moved around.

I wrote Blake’s 7 in my office on a 27in iMac. I wrote the Doctor Who on my MacBook Pro, mostly in my living room. And then while this wasn’t as hard-and-fast, I did write at least some of the play on my iPad in the kitchen.

It got so I associated certain rooms and machines with certain projects. The Blank Screen is definitely an iPad book: I wrote that going everywhere, starting with the first thousand words on a bus ride to go see my mother. But Blake’s 7 is definitely an iMac: I say this to you and I can see it. My Word document open here, an episode of the show there or audio from an interview or a scanned document from the BBC Written Archives there.

I don’t think I ever told any of my editors or producers this, but in my head if I had to call them about something, I would first go to the room and the machine that I associated with that.

This was entirely a contrivance. The complete text and all notes for all of these projects were always on all of these machines at the same time. I could and when necessary did start a sentence of one book on one machine and finish it on another.

And at every place I also read RSS news. So I don’t know why it’s taken me ten months to find out that other people benefit from this madness too. ImpossibleHQ calls it Workstation Popcorn. Meh. But the ideas in their article about it fit what worked for me and they go further. Literally. This bunch recommends dividing your day’s tasks into groups and then physically moving to different locations between each set:

Once you finish all the tasks in group #1, get up and move. Close your tabs, pack your bags, and physically move your butt to your next spot. If you can, walk or bike to your next stop. Avoid driving if you can. The physical activity is important.

Workstation Popcorn – ImpossibleHQ

Hmm. I’m a writer, we’re supposed to be sedentary. But biking advice aside, there’s a lot to like in this piece and quite a bit to think about. Also a lot to wade through, but have a good go.

Tired and tested – how exhaustion helps creativity

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Allegedly. I’m writing this to you at 06:15 and I’ve been working for about an hour so tell me about tired. While you’re doing that, tell me about being more creative now. Because the productivity blog Buffer wants to show us that being a wreck is a help to us, creatively:

If you’re tired, your brain is not as good at filtering out distractions and focusing on a particular task. It’s also a lot less efficient at remembering connections between ideas or concepts. These are both good things when it comes to creative work, since this kind of work requires us to make new connections, be open to new ideas and think in new ways. So a tired, fuzzy brain is much more use to us when working on creative projects.

That notion is backed up or at least given a bit of plausibility by some Scientific American research that Buffer links to. Plus the article goes on to many other brain-based issues about productivity and creativity under stress.

 

 

How to Get Rejected – I didn’t think of this bit

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The Blank Screen book (UK edition, US edition) and particularly the workshop I do based on it has a particularly popular segment called How to Get Rejected. Without fail, everyone thinks it’s a joke at first – and I’ll do anything for a laugh, it could easily be a gag – but then sees both that I’m serious and that it’s useful.

This is about what to do when you are rejected. It’s how to best deal with rejection and it’s how – sometimes – you can make it a good thing. Let’s not get daft about it. A slammed door is a slammed door. But just often enough, there is something more and the rejection is the first step rather than the last hope. I’ve even pitched things knowing that it will be rejected because it was useful. Also, I’m an idiot.

The one-line summary is that when you’re rejected, let it go. Because it’s already gone. The decision is made and you cannot change it – but you can change the future. Not always, not anywhere near always, but sometimes and it’s better for your anxiety pill intake as well as being good for your career:

Be the one writer who’s nice about all this. Steven Moffat had a particularly good line in Press Gang: ”It’s nice to be smart but it’s smart to be nice”. It’s also just easier. See a rejection as personal and you get tied up in knots; ask them for feedback and you get tied up with the reputation of being a whiner – without getting any advice that was of any use to you. Either way, you get tied up and the whole point of this book is to show you how to be more productive. So be more productive by being nice about the things you can’t control and putting your effort and your time into the things you can. 

But.

I had a rejection yesterday that mattered. I responded the way I say we all should and it was particularly easy to be nice because I knew for a fact that the guy who brought me the news was not the one who’d made the decision. I knew he’d wanted the project to go ahead too, he’d gone to bat for me. So it was extremely easy to reply gratefully to him.

Only, this is the first time I’ve then had to pass the rejection on to other people. I still can’t tell you what the gig was because within an hour I’d thought of something else I could do with it so it’s still live, but it’s one where I’d had to get rights sorted out before I could pitch. Now I had to explain the gig was up to the rights owner.

It was a weird position to be in: I had been rejected and I was now rejecting – not literally but effectively. Just as the fella who told me wasn’t the one who made the decision, I obviously hadn’t made the decision either but he was the one telling me and now I was the one telling the rights owners. This is a project that matters to us all very personally as well as artistically and professionally so I didn’t enjoy dialling those numbers.

But the main rights owner, while as disappointed as I am, was nice about it. She took the rejection in exactly the way I believe we all should. She was nice and she understood that it wasn’t me. (We did then have a little shared grumble, because we could.) She was a pro and it reinforced for me that this works. I left that call feeling better and even energised to find a new route for the project. I’ve seen before that my being relaxed and nice about this has worked for me but now I felt it from the other side and I understand.

Being nice about a rejection doesn’t change the rejection. It may never change anything, ever. But it’s always better for your soul and your stomach. And I now believe that it is always better for the person who is rejecting you. There’s nothing wrong with making things better for them: they’re going to reject you regardless, it’s not like you’ll make them think they’ll reject you because you’ll take it better than other people. And often enough, it leads to other work in the future. That’s obviously great, that’s obviously what you want, but I see it as a bonus.

Leave ’em laughing, it’s the only way.

Very, very snap review: RescueTime

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You know how you hear about something and then suddenly it’s everywhere? I’ve been hearing of RescueTime like it’s a new thing but it’s been around at least for a while and it does this (click to see it better):

 

Screen Shot 2014-02-18 at 11.37.46

If you didn’t click – and honestly who has the time to click? – then what it says is that I have spent about a minute and a half in Photoshop today. And that was the result. A cropped screen grab you can barely see. Oh, and also the wee cropped-even-closer graphic in Save a Whole Second When You’re Installing Software on Macs. A minute and a half. Wasn’t worth it, really, was it?

But it also tells me I stopped by the Omni Group website – not a shock, Omni does my long-beloved To Do manager OmniFocus and my recently-becoming-beloved OmniOutliner – and some stuff about how I piddled about in my Mac’s Finder. As you do.

But if that looks a bit rubbish as a snapshot of my entire working day – it’s now 11:45 and I’ve been writing since 5am so I promise I’ve accomplished more than that – it is a terrific snapshot of the three minutes since I installed RescueTime.

In the free version that I’m trying out, RescueTime does this logging so that you can see where in the world you spent your time. I’m looking forward to how it describes my bacon sandwiches at lunchtime. But armed with all this, you can see where you are effective and where you are procrastinating. You can see what on your computer keeps you working and what keeps you from working too. There’s a paid-for Premium version which lets you work with that information directly: it assigns scores to how distracting various sites or activities appear to be to you and then you can say no more. For the next thirty minutes, or whatever you choose, the premium version of RescueTime will deny you access to what most distracts you.

The premium version has other features and costs $9.99 US/month. The free one is impressing me, a whole four minutes in, so I’m going to keep it around for a time longer. I wrote in The Blank Screen (UK edition, US edition) about software that blocks distracting websites by actually blocking the whole internet but I have never used any of it. This might change my mind.

Pattern weeks part 6 – not so much

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Previously… in an attempt to get more done in huge week, I've scheduled some important slots. I'll do certain things for certain projects at certain times so that they are done and I know they are done and they are always progressing instead of ever coming to a pause. I call this schedule the pattern for the week and it's named after the term 'pattern budget'. That's the money you've got to spend on each one of many things, like episodes in a TV series. In practice, you shovel that cash around so your first episode can be really big. You just save the money later and it works out. Similarly, my pattern weeks get disrupted by other events: if I'm booked somewhere for a day, the people who booked me get me for the day. I don't go off taking meetings or phoning other people.

Sudden memory: Hays Galleria, London, by the Thames. I'm working on a magazine and every lunch time would go out to a nearby phone box with a pile of pound coins to make as many calls as I could. That would've been early 1990s and I wonder now if that's the last time I used a public phone box. The magazine was a technology one, long gone now, and I was one of the people reviewing the earliest of mobile phones. A brick with a handset. I can picture me standing by the Thames late one gorgeous evening, phoning people because I could.

Anyway.

I've been working away from my office a lot lately and that's disrupted the pattern twice over: I obviously lose the time I'm somewhere else but it also means getting ahead with some things before it, catching up with other things afterwards.

So the pattern has failed a bit since Part 5 when I said it was working. It still is, I think, and my only real grumble is that the chart I made of the pattern is so amateur that it hurts me. And it hurts me often. I replaced my beautiful iMac wallpaper with this horrible thing and it is also on my MacBook. Hate it. But for now and especially while I'm finding it hard to keep up because of disruptions, I'm going to keep it there.

More urgently for me, I think, is sorting out email. I have a follow-up mailbox that I bung in things I need to respond to and sometimes I also forward the mail right into OmniFocus, my To Do manager. Yet still, especially when weeks break apart, I let things go through cracks.

This week I'm using Polyfilla.