I spend a considerable amount of my time thinking about the subject of productivity. Much of this has to do with the work I do with my clients but even on a personal level I think often about this subject. What I have come to believe is that rather than trying to be productive, many of us are lost in the pursuit of busyness. We have allowed digital tools to allow us to be busier than ever before. Just think about it. If you have a laptop, smartphone, instant messaging service and at least one social networking login (perhaps like the one that led you to this article) you could be totally busy all day but it is doubtful that at the end of the day you would find yourself to be truly productive. Yet, by all outward indications you would certainly appear to be busy as you check email, respond to text/instant messages, tweet, post, check-in and yammer all day. Now before you see this as a rant against technology and tools, let me admit that right now on my desk I have within easy reach a BlackBerry Torch, an iPhone 4 and an iPad, and believe it or not an old school notebook which is a ruled Moleskine. I looked at Twitter this morning, posted on Yammer, and have read and written a number of email messages. I think that all of these tools are wonderful when they are placed in the proper perspective and when we apply disciplines that lead to productive habits.
I was listening to a podcast yesterday where the founders of Twitter were being interviewed. One of them said that while he looks at Twitter throughout the day he only tweets about twice daily. I thought to myself, now that is cool. It reminded me of the Stephen Covey quote I so often find myself sharing with others “Technology and tools are helpful and useful when they are your servant and not your master.” The technology and the tools are not what gets in the way of our becoming more productive. Rather, as the old Walt Kelly Pogo cartoon reminds us “We have met the enemy and he is us.” While this might be very old advice written in a book dating back to 1951 and coming from a possum talking to an alligator and an owl, this is perhaps even more relevant today than ever. We are the reason that we are not productive. It is not our job, it is not our tools, it is not our boss. We are responsible for deploying the principles, tools, and disciplines that we need to be and to become more productive. We are the answer to winning the war against our reactionary nature and what has become a reactionary workflow that gets less done and takes more time than ever before.
I have already admitted that I am by no means a minimalist especially when it comes to technology. I greatly admire those that have such discipline. I admit to owning and using multiple digital tools, social networking sites, cloud storage, a host of blogs and podcasts. While I can attribute some of this to my work (I am a consultant that helps organizations create a culture that is Productive and Executes) it is also true that these are things that I enjoy. What I have learned in my work and on a more personal level is that in order to be truly productive and to ultimately be happy and less stressed we must make a number of choices and employ a set of disciplines that actually help us to execute with the minimal amount of distraction and with the greatest level of efficiency. In the end we must spend our time doing what is truly most important to us.
I think of this in the way I think of hiring a craftsman to work in my home. The really good ones have far more tools in their bag than they are likely to use when in my home. Yet, when they need a particular tool to do a particular job not only do they have the right tool, but they are expert in its use. I meet many professionals that have many of the same tools that I have but few actually have considered how their tools work together and even fewer still have any real idea about the capacity of their tools. While this has greatly increased the work of my consulting practice, I believe that what I get paid to do would also be beneficial for those that might not have an opportunity to work with me. What follows are my thoughts about ways that you can integrate your tools to combat reactionary work flow and develop effective productivity systems. For this article I will focus on just one of my systems but it is important to understand that there are really four vital systems that can improve work flow.
Most of us have multiple email accounts, and some sort of calendar system and to do or task list. In addition we likely attend meetings (the greatest loss of productivity of all time, but I digress) and have both face to face and telephone conversations during the day. I describe this often as places to be, things to do, and things to keep track of. Add to this the people you know and you can imagine the complications we all face in just managing information. In order to filter these most effectively I see these as fitting into one of four integral systems. These systems are our Capture Systems, our Processing Systems, our Synchronization System and our Storage System. For now let us explore the first of these which I call the Capture System.
Capture Systems are the tools you use to capture information. Generally these come down to electronic information (think email) or non-electronic (think meetings and conversations). Your capture system must contemplate capturing information when you are at your desk and when you are mobile if this applies to your work flow. The key to having an effective capture system is to make sure that the system does not place you in a reactionary workflow position. Reactionary workflow happens when we allow our systems to interrupt us at will. These constant interruptions are distracting and result in a loss of productivity. Studies have shown that as we experience these interruptions we lose between two and six minutes of productivity. When we multiply the number of interruptions we might experience in a particular day we can quickly imagine that the loss of productivity could quickly add up to several hours each day. So the solution is that we must combat this sense of reactionary workflow. Here are a couple of tips to accomplish this.
Turn off all notifications – Notifications are anything that makes you aware of incoming information at the moment it arrives. This can include anything from a pop-up window on your email to a buzz, beep or even a flashing light on your Smartphone. While it might seem radical for many to contemplate turning off these notifications, the productivity impact of increasing your focused attention is dramatic. I also recognize that many will argue that they are unable due to the nature of their work to turn off such notifications. However, it is my belief that this is just a point of view that requires a bit of examination. Perhaps just a personal examination will suffice. However, if there are issues of culture in your workplace a much larger examination is in order. Perhaps there is a need to establish operating guidelines as to expectations for responding to email, SMS, instant messaging, and voicemail. Once the expectations are clear everyone can then work more effectively. I think that with some examination we might find that instantaneous response is not required, necessary, or even expected. This is really a matter of culture and when an increase in productivity is desired adjustments can and must be made to the organizational culture. The result will be apparent as productivity goes up when interruptions go down.
Decide how you will capture information – Make a decision about how you intend to work. As I sit at my desk I have within easy reach both of my cell phones and an external monitor with which I can choose to see my email server. Yet, for the time that I am writing this article I have turned off the ringer on my cell phones (the flashing light was turned off over a year ago) and minimized the screen showing my email. I want to focus on the completion of this work and I know that being distracted by any of my capture systems would result in less not more productivity as I don’t imagine that any of my colleagues or friends will be sending timely advice or information for this article. In deciding how you will work you create disciplines around how you will capture information at your desk and how you will capture information when mobile. As an example when at my desk Outlook is my preferred method for receiving and responding to work email. For my personal email and for many mobile functions I use Gmail. When I am away from my desk I prefer my BlackBerry Torch with its combined qwerty keyboard and touch screen for managing and processing email (I will write another article about Processing Systems). Each of these enables me to read messages and to respond fully. I don’t make a distinction between mobile email and desktop email in terms of reading responding. In fact I try to make email transparent to the recipient (there is not message indicating that my response is coming from my BlackBerry). For information that comes to me by way of direct interaction either in the form of a conversation or a meeting I keep all of my notes in my Moleskine (I even find myself pasting a post-it onto a page if I captured information when my book was not handy which is rare but does happen). I have a simple dating, numbering and indexing system that helps me to keep notes chronologically, sequentially, and makes them searchable. The key discipline here is to write down everything without filtering and to keep it in one place. Finally, I capture my thoughts, ideas or just ramblings in my notebook usually on the left side of the page. I add to these the use of Voice Notes on my BlackBerry to capture ideas when driving or otherwise engaged and I use Evernote to capture pictures and video or ideas that I want to work on electronically. I arrived at these processes through what I heard someone refer to as “enlightened trial and error” and I am certain that they will evolve as technology and tools evolve.
I recommend that you think about the tools you use to capture information. Make adjustments that allow you to reduce the number of distractions you experience during the day. Develop your own set of disciplines with regard to response times or at least have a conversation within your organization about the culture and expectations for responses.
I have benefited from the wisdom and experiences of a number of thoughtful and innovative colleagues over the years. It is my hope in writing this that it provides a source of ideas and perhaps stimulates discussion for you and your organization. If you would like more information please don’t hesitate to contact me at harveywyoung@gmail.com.
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