Top 10 Productivity Killers

Fast Company has run the results of something or other that got them a top ten list of the things that get in your way at work, as chosen by annoyed people at work. None of the ten are going to startle you but as you recognise many of them, see what you think of the suggested solutions.

Here’s one of the ten:

PROBLEM: COWORKERS DRAINING YOUR ENERGY
Cure: Surround yourself with productive people

Much like laughter, productivity can be infectious, says [Rosemary] Haefner [chief human resources officer for CareerBuilder]. Stay away from people who like to waste time; they will drain your energy. Instead, align yourself with the company go-getters.

“Watching how others make themselves productive can inspire us to act similarly,” she writes.

Your Top 10 Productivity Killers and How to Fix Them – Stephanie Vozza, Fast Company (30 June 2015)

Read the full piece.

How to use OmniFocus when you have to use Windows

I was saying this just last Thursday: if OmniFocus ran on Windows and Android as well as Macs and iOS, I’d just wear an OmniFocus teeshirt and point at my chest when asked how to be more productive. But it doesn’t and, besides, I like talking. So instead I ask you what computer and phone you’re on and if it’s the right answer, I tell you about this gorgeous and transformative software. And if it isn’t, I go um.

Here’s a group that didn’t stop at um. This is Asian Efficiency:

A lot of OmniFocus Premium Posts customers and OmniFocus users have been emailing us with one of their biggest challenges: they love OmniFocus but are forced to use Windows at work. What to do?

Well…you actually have a lot of options. Some workarounds are limited while others can make your workflow seamless. It really depends on the IT restrictions at work (firewall, forbidden web services, policies, etc) and how flexible you are.

None of these solutions are close to ideal (the best solution is to use a Mac at work) but some come pretty close. Some fixes only allow you to send stuff to OmniFocus (which is good enough for some people) whereas others want to use OmniFocus as their preferred task manager.

Just pick and choose the option that works for you. With that said, here are seven options available to you.

How to Integrate OmniFocus When You Have to Use Windows at Work – Thanh Pham, Asian Efficiency (25 October 2014)

Read the full piece. I like very much that they’re upfront with how there is no magic option, I like how this isn’t written as if they’ve found the solution. It’s written baldly and starkly: there is no great answer, there is just this way of coping when you have to.

Do read that full piece and check out Asian Efficiency. The site has various options for OmniFocus users where you can buy some of their help.

To Not Do list

We've had To Do lists. A lot. We've come up with Done Lists which are very satisfying: you write down what you did as you finish it and then looking back later is immensely cheering. That's pretty much the entire purpose of my month reviews (see That Was March 2014…). But maybe we could take a further step and write ourselves a To Not Do List.

It feels risky. Like it could end up as a kind of new year's resolution fad: I will not drink so much tea, I will not keep putting off the gym.

But it could also be a good guide. I keep reading headlines lately about the first app that people use in their mornings and I've been stopping at the headline because I don't want to find out the detail. Chiefly because I want to avoid thinking about mine.

Since you're here, I'll face up to it. My first app is email. If you don't count Awesome Clock, which I use to give me an old-fashioned analogue clock face on my iPhone all night. If you don't count my iPhone's own alarm. Then it's email. As I lurch to the loo and on to the kitchen and into my office, I am checking both my main or personal email account and my public one, the wg@williamgallagher.com address that is your best route to talk to me about The Blank Screen.

I want to stop doing this. Funnily enough, I've been training myself to make sure I check my calendar every morning and that's going fine. (See I nearly missed an event today, though I suggest you bring a packed lunch with you because that is a long, long post.) So I want to keep that new habit going, I do want to reinforce my early OmniFocus use every day.

But I have to drop the email one.

Because too often now I've woken up at 5am to start writing and been derailed by a bad email. Usually a rejection. And at that time of the morning, most rejections matter. Later on, they wouldn't, but right there and then I am somehow more open to the slap.

I'm fine with being slapped. But it also saps. There are few things worse than getting up at 5am to write but one of them is getting up at 5am and not writing. I've seen this after big projects finish when the pressure is off and I have nothing that truly has to be done then. That's a horrible time. But yet worse is this paralysing that you can get from certain rejections, when they're strong enough, when they're important enough.

All this is on my mind now because I had a rejection that would've cut whenever I read it, but it did especially stop me one 5am start.

Or it should've done. It certainly did for a time. I certainly struggled to begin working. And I didn't do the thing I was intending to do that morning. Instead, though, I worked on fiction. You know how great it is when you are reading a book and you're completely into it. Writing fiction, at times, can be similar. For whatever reason, I hit that moment that day and by the end of 2,000 words on that project, I felt better.

And I had a solution to the rejection.

Without thinking about it, without brooding on it, my noggin' had found a way around the problem.

Now, that's good. And having been able to take my mind away for 90 minutes or whatever it was, that was also good. But the solution requires other people and it requires much planning, all stuff that I couldn't do anything about at 7am that morning.

So if I'd just put off reading the emails until, what, 9am, I'd have had four hours solid work done, I'd be far less prone to the rejection paralysis and when my head came up with a solution, I'd have been able to do something about it right there and then.

Top of my To Not Do List, then, is this: I will not check emails first thing in the morning.

Do we have a deal?

You don’t have to be creepy about it

But do your homework about people. I just had a terribly fun meeting with someone – er, I hope she enjoyed it as much as I did – and before I got to her, I'd read her blog. I'd seen her professional pages, I'd read what she did, I had an idea of some of the work she did.

I intended to stop there. The idea of coming to a meeting entirely cold makes me wince but equally I'm there to meet you, I'm not there to show off my deep research. I really want to meet you: easily the best part of journalism is that you get to bound off and say hello to people you might otherwise never come across. Utterly love that.

And I stopped intentionally looking into this woman's background. But I've been trying a free iPhone app called Mynd and it did some digging for me without my realising it.

Mynd is like a calendar assistant; I found it because I was exploring calendars and looking for why I nearly missed an appointment recently. I also found it because it got mentioned a few times by Katie Floyd on the Mac Power Users podcast. All it does, I thought, is show me my entire day in one screen: how many events I've got to get to, where the next one is, what the weather's like today. I also found that it calculates how long it's going to take me to drive to somewhere and it will say so right there on the screen: you need to leave in 10 minutes if you're going to make the appointment. Sometimes it sounds a notification too. I haven't figured out why it's only sometimes.

But I have figured out that it believes I drive everywhere when really it's more that I drive almost nowhere. So I got a Mynd notification that I ought to get out of Dodge and start the car right now when I was already on a train to London.

I was going to ditch it for doing that. I have Fantastical now that does all the work I need of managing my appointments and events. (Fantastical 2 for iPad is £6.99 UK, $9.99 US. Fantastical 2 for iPhone is £2.99 UK, $4.99 US. The iPad prices are launch offers and will shortly increase by about 33%.) Plus I don't care about the weather and when I do have a mind to wonder about whether it's going to rain, I ask Siri.

But.

There is a panel on this Mynd screen called People and up to now it has always been blank. Today it showed a photo of the woman I was meeting. And it got that photo from LinkedIn. When I tapped on that photo, it showed me her short LinkedIn bio and then it had options for calling her. If you're running late, you open Mynd, tap the person's photo, then tap to send her a message. If you've got the number of her mobile, anyway. Or an email address.

That would be spectacularly handy if I were ever late for anything but usually I'm cripplingly early. Still, it's impressive.

What was even more impressive is that I scrolled to tomorrow, saw the first meeting had a fella's photo there – and behind it was a list of related Evernote documents. It's just reminded me of the last note I made when talking to him. Right there. I'd forgotten I'd ever made a note but there it is.

It's like Mynd gives you a personal briefing before you go to meet someone. I don't think that means you should skip looking in to them yourself, but I feel wildly efficient about tomorrow now. And I won't feel wildly stupid if he mentions the topic of my last note.

Mynd is free for iPhone on the App Store. There's no iPad or Android version.

Have a look at the Mynd website too. It proposes using the software as your sole calendar for a week and I've just learnt that you can do that. Bugger. I think I'll continue using it as an adjunct to Fantastical but it's handy to know that all the ordinary calendar functions are in this Mynd app as well.

Two updates for Launch Centre Pro

The new: Launch Centre Pro's iPhone version has some twiddles including a new keyboard – and there's now an iPad version.

The links: Launch Centre Pro for iPhone, Launch Centre Pro for iPad (they're not the same)

The cost: the new iPad version is £5.49 and the iPhone one is £2.99.

The rest: the point of LCP is that you can pile a bunch of buttons into one spot on your iOS device and with a tap at least open applications quickly. That's enough for many people but really it's not for launching apps per se, it's best for making those apps do something. So, for instance, I have long had a button that fires up OmniFocus and enters a task. Rather than find OmniFocus – though, look, it's right there on my front page, where else would I put it? – and then open it, then tap to add a task, I can be just right in there typing. In, out and gone faster than OmniFocus itself is.

Or rather, was. I've been noticing that OmniFocus 2 for iPhone running on iOS 7 is usually as quick to enter a task as Launch Centre Pro is. Enough so that I keep going straight to OmniFocus instead of LCP.

Right now I am havering over whether LCP earns its keep on the front page of my iPhone. Right now, probably not. But if I relegate it to any other page then I will simply never use it because it will never be quicker to go via LCP.

But if it's of use to you and if I regain my habit of using it myself, Launch Centre Pro is a good application. And now it has added a new keyboard designed to make typing faster. I've not tried it. I may be the only person in the world who can type just fine on the iPhone, but I can so I do and have never even looked into this one.

Whereas I did soon and fairly often look to see if there were an iPad version of Launch Centre Pro. I reckoned I could do something with that and TextExpander to create a quick way of logging sales. But I couldn't because there was no Launch Centre Pro for iPad.

And now there is.

Same idea, same use and for me the same question of whether I'd use it or not. So far while I'm thinking about the iPhone one, I haven't dropped six pounds on its iPad cousin. But I do go in cycles with this app, I may well be back.

Pattern Weeks part 3: ready for you to see

Well, there are limits. I want you to see an illustrated plan of my typical or pattern week because I want you to see if it’d be any use to you too. Plus, I hope that showing it you here means I’ll stick to it and find out whether it’s really any use to me.

Previously on Pattern Weeks… really the only thing to check out if you want to know more about this is the first post I wrote back on 31 December. Now read on.

Or rather, look on. Here’s the final thing: a pattern for my week that I’ve made my desktop wallpaper on my iMac and, here, my MacBook. The MacBook and its screen are artistically blurred; the tea mug in the foreground is mistakenly blurred.

TBSmug

And below it is the actual pattern, albeit without any incriminating text.

Pattern-Week-No-Text

I won’t get any points for artistry. And without the incriminating text, I think there is only a little you can take away from the idea. But it’s a good little. And it’s this: I have put these many tentpoles into the week where at certain times I will do these certain things. That means on the one hand that I’m trying to guarantee that these get done but also on the other that there’s all that whitespace. That’s when the real work of the week will be done. If I planned it out too much, I’d be so often breaking the plan that I’d come to ignore it.

I think what I’m trying to create here is analogous to an ordinary office job’s schedule. Whatever you do, you have certain times in which to do it and there are points when you have to attend meetings or deliver reports. And as I say in The Blank Screen (US edition, UK edition) I believe that when you have a commitment like those, it takes away a lot of the churning stress. It adds other issues, but for that hour or whatever, you know you are doing what you have to do and you therefore don’t spend a lot of energy questioning it. You just get on with the gig.

The one other thing to say is that I’ve got to underline the word pattern. This is what my week should look like, it is the pattern for the future. And I know it won’t be like this. For one thing, I’ve planned out here 05:00-15:00 which I’m finding is a good amount of time to work both in when I’m at my best and in how much I can get done. But this coming Thursday, for instance, I’m definitely working until 21:00 so I might start either that day or Friday a bit later than usual.

But we’re halfway through January already and while I’m getting a lot done, I need to do more and the visual reminder right here on my screen, constantly, permanently, I am hoping that it will help. That it will keep me on track through the week and that it will also appeal to the visual side of me as I go.

We’ll see. But this is something new and just sometimes I suspect I need a new toy to help me work.