Moving On

Hi there,

This blog has moved...

From now on, find me on http://espressoshots.wordpress.com (or andreaemerson.com - it all goes to the same place).

Come by and say hello!

Andrea

Is Shared Attention Making Us Dumber?

Here’s the third (and last) post on productivity, as promised.
...

Strapped for time? Quit multi-tasking and start single-tasking, experts say. Ignore that advice and you might actually grow dumber (their argument, not mine—more on that in a bit).

Author Tim Sanders, a former Yahoo! exec, blogged some time ago about a former co-worker who “slowly strangled his group with ineffectiveness.” “He grazed on e-mail, surfed the Web, hacked away at a spreadsheet and talked on his speakerphone—all while meeting with his direct reports,” Sanders describes. “He thought he was being super effective. In fact, he was hopelessly diluted (or deluded).”

A report by Intel Corporation, published on FirstMonday.org, reveals that people switch projects every 11 minutes, taking a whopping 25 minutes to return to the original task and recover their train of thought (23 percent of those tasks are never resumed on the same day). Studies commissioned by Hewlett-Packard showed IQ levels for distracted or overloaded workers dropped by 10 points, indicating that shared attention actually makes us…well, dumber.

My last Google search on this topic reveals that lots of experts agree that multi-tasking is highly overrated. Tim Ferris, who penned The Four Hour Work Week, explains: “Divided attention will result in more frequent interruptions, lapses in concentration, poorer net results, and less gratification.”

I’m convinced they’re right, although I’m having a hard time curbing my multi-tasking habit. Why not open a second browser window while the first one loads? (Oh, yeah, because I’ll end up clicking on something and lose another 15 minutes. Never mind.) And what about the ringing phones and well-meaning co-workers who don’t think twice before buzzing you through the intercom or stopping by to chat?

Well, here are some of my attempts toward single-tasking:

Challenge #1: Focusing on one thing at a time

I wish I could insert a brilliant trick here, but I’m afraid it’s a matter of plain, old self-discipline. A couple of weeks ago I wrote about e-mail & phone batching, which certainly helps.

A friend once told me of her “folder” method: She has a folder for each project. According to her self-imposed rules, she can only have one folder open at all times, and before she picks up a new folder, she must “close” the previous project properly and put that folder away.

Again, however you decide to tackle it, it’s a matter of self-discipline—no way around this one.

Challenge #2: Handling unsolicited/unforeseen interruptions

This morning, I uploaded the wrong files to a web site, for the whole world to see. As I frantically tried to correct it, a co-worker walked up, wanting to talk. I tentatively asked, “Could you give me just a moment? I messed something up and if I look away I’m afraid I’ll have a hard time retracing my steps.” He assured me that was no problem and graciously waited for me to finish. I managed to complete a couple of steps in about 30 seconds--just enough so I could pick up where I stopped more easily. Ok, I thought, that didn’t hurt.

Later, I’m the one walking into another co-worker’s office. She greets me by asking, “Could I just finish this e-mail so I can give you my full attention?” Hey, I tell myself, she’s single-tasking—cool. And like co-worker #1, I’m happy to wait a few seconds.

Granted, this approach won’t work every time or for everyone. So here’s another tactic: Save your comments, questions, etc., for your co-workers so you can address them “in bulk” at an appropriate time, as opposed to interrupting them every 20 minutes. Gently encourage them to do the same: "Geez, I feel bad you have to get up and interrupt your work so often. Would it help you if we get together later this afternoon to talk about all of these items at once?"

Here’s how we've put that one in practice: A telecommuting staffer used to call non-stop—our staff would go to lunch and then have 2 messages--each--from the poor guy. So we told him, “These are great points/ideas. Why don’t you save them all for our team meeting? That way we'll make sure nothing slips through the cracks and we'll get everyone’s input at the same time.” “Ok, sounds good,” he said, and that stopped the phone calls. (Well, almost.)

I'm often trying out new ways to maximize my time and efforts. Still, I'm most effective when I start the day off right: praying for guidance, meditating on Scriptures and getting my attitude, goals, and thoughts straight for the day. As unusual as that might sound to some, I'm not alone. Best-selling author Penelope Trunk recently blogged about new research data that shows "girls who go to church work harder than other people" and "feel more positive about their work." Along those lines, more than one million copies of Too Busy Not To Pray, by Bill Hybels, have sold since its release in '98. (I recently expanded on that thought here).

I’d love to hear your thoughts on these concepts. What makes you more effective?

Work Less, Get More Done

"Be very careful, then, how you live—not as unwise but as wise, making the most of every opportunity, because the days are evil." [Ephesians 5:15-16]


How does your output compare to your outcomes? In other words: Don’t tell me how hard you’ve been working; tell me what you’ve accomplished.

As I juggle mounting personal & professional projects, I’m constantly evaluating the best use of my time and resources. While I still waste plenty of time on things like fighting the fax machine, debating last night’s TV show, or clicking on a shiny online ad, I’m happy to share two techniques that have helped me abolish heaps of routine tasks that did little more than clutter my schedule and cloud my perspective.

1. Not-To-Do Lists
A while ago, I wrote about cultivating Not-To-Do lists. Best-selling Author Jim Collins argues that for every new objective you should have a stop-doing objective. (Listen to Jim rant on this concept and different ways to implement it here.) Which routine tasks do nothing (or little) to help you or your employer? Does your boss really need that report at the end of each week? Can you come up with higher-efficiency alternatives? Start by clarifying your goals, then throw out anything that doesn’t line up with them, or that rates low on your priority list.

2. Work Less
Having trouble managing your workload? Try working less. (David Woods of Giant Partners goes so far as to suggest you take off at noon for greater results.) Let me explain: Think back to when you were getting ready for a vacation—didn’t you easily triple your output in preparation for your absence? “If you had less time to work,” Woods says, “you would work on only the things that produce the greatest impact.” Imminent deadlines and shorter work schedules force you to focus on what really matters.

What if I miss something important? “With this new freedom,” Woods argues, “comes worry that you’re out of the loop. Get over it. The really important stuff will percolate to the top.”

It’s not how busy you are that determines success. Monitoring your output to ensure high-impact outcomes ultimately amounts to an unbeatable life and business strategy.

The Low-Information Diet

Until recently, my typical work day went a bit like this: I’d be working on a project when a dozen e-mail alerts popped up on my screen, followed by a random instant message from a friend or relative. Meanwhile, my office and cell phones battled for my attention, and a co-worker invariably buzzed through the intercom saying, “Hey, quick question,” for the umpteenth time. Struggling to focus, I’d retrace my steps until new interruptions sent me running for more coffee. Somehow the whole multitasking thing wasn’t working out so well…

Then I heard of the “Low-Information Diet.” The concept, coined by Timothy Ferris, author of The 4-Hour Work Week, is quickly spreading through corporate offices and making cubicle dwellers giddy over newfound time and productivity.

Simply put, “The Low-Information Diet” is the art of cultivating selective ignorance, limiting useless and non-urgent information that clogs up your schedule and slows you down.

One tactic offered up by Ferris is e-mail batching: Calling most e-mails “manufactured emergencies,” Ferris advocates checking e-mails no more than twice a day: once before lunch (after you’ve completed a critical to-do item), and again around 4 p.m. Checking e-mail first thing in the morning, he says, “scrambles your priorities and plans for the day, and [checking it last thing at night] just gives you insomnia.” (I know, the thought of limiting e-mail access hurts, but since Ferris promises to multiply my productivity, I decided to try it out. So far, so good.)

E-mail batching adopters often set up auto-responders or notify key contacts about their new e-mail policy, citing higher efficiency and offering a phone number for emergencies. I opted for offering no explanation, and, frankly, no one’s noticed. At any rate, you'll find it easier to curb your e-mail addiction if you turn off audible or pop-up email alerts.

Ferris also applies the batching technique to phone calls, telling callers that he checks for messages at specific times, and offering his cell number for emergencies. (I love the idea of shutting up my phone when I need uninterrupted focus.) Whether you choose to adopt or ignore this advice, you can help cut down on phone time if you don’t give your personal digits to business contacts, or give your business number to friends.

Interested in learning more about the Low-Information Diet? Here’s a handy download that promises to triple your productivity in 24 hours.

No question, it’s hard taking time off the digital leashes. Still, I’m intrigued by the potential payoff and set on trying it out for a month. Meanwhile, I’ll share more productivity tactics with you on a 3-part post. (Coming next: cultivating Not-To-Do lists and cutting your work day in half.)

What are some of your time-saving tricks?

Keeping The Main Thing The Main Thing

I’m a list junkie. Dig through my purse, laptop, desk (even the fridge door), and you’ll find about a dozen lists; some typed, some neatly written in my planner, others scribbled on random pieces of paper.

During the past few months, I’ve compiled a long list of personal goals, mostly new habits I wanted to establish in various areas: business, family, personal health, and spiritual growth.

Although I've made some progress in developing those new habits, I lacked consistency (plus, the number of action items on my lists was hardly manageable). Then one day, the clouds parted. It was one of those Holy Ghost revelations that hit you right between the eyes.

“Forget your list,” I sensed the Lord say. “I want you to focus on one—only one—goal for now.” He then reminded me of Matthew 6:33: “But seek first the kingdom of God and His righteousness, and all these things shall be added to you” (NKJV). So I put my “new habits” list aside for the moment and kept only one: to start each day by spending time with Him, no excuses.

You see, in an effort to get to all of the items on my list, my daily time with God had been rushed. I would often sandwich it between appointments, unable to focus as I should, or I’d multi-task, splitting my attention between God and some other activity, like housecleaning or watching a babbling preschooler. This time, I’d give Him my undivided attention for a good chunk of time, before I even got dressed for work. In other words, I would “tithe” my time by giving Him the first part of my day.

If you’re in the habit of doing that, you know that the more you feed yourself with His Word and presence, the hungrier you get, and the easier it becomes to make time for Him. It doesn’t take long to see Him shift your situation, business, outlook, desires, abilities, and…oh, yeah—habits.
Since renewing my commitment to seek Him first and quit worrying so much about the rest, He’s made it His business to take care of that long list of goals. By keeping my eyes on Him, items on my wish list are checked off with less effort.

I hope today's post helps you add new balance, purpose and muscle to your business life. It’s all about Whom you seek first.

The Safest Place To Be

While researching young professionals who have achieved significant career success for a feature in Christian Professional, we came across Esther Havens, a globetrotting photojournalist from Texas.

At age 24, Esther has traveled to four continents ("23 countries and hundreds more to go") on mission trips and on assignments for numerous organizations.

In this video, Esther talks about the foundation of her early success, overcoming fear, almost getting arrested in India, and "the safest place to be."

Back from the dead (and 3 nifty tools)

I know, I know. If I'm not going to post regularly, I might as well shut this thing down, right? Yeah, well, that's exactly what I did several months ago.

Convinced that blogging, in most cases, could be the biggest waste of time since Solitaire came standard on PCs (to borrow an illustration from Rob Eagar of WildFire Marketing), I'd decided to let this blog die a slow death. Eagar and my friend Sue Swayze pose strong arguments on the merits of blogging (you can read about those rants here).

But you know what? I miss sharing thoughts, lessons and updates with all of you between issues of Christian Professional -- even if Ben McCann, one of the biggest fans of online media I know, is the only one who'll read it. Plus, I need something to do with the growing file on my desktop I've labeled "Bloggables:" a collection of online tools, videos, ideas and other groovy stuff I want to tell someone about.

So to kickstart this sucker, here are three nifty services I wrote about in the latest issue of Christian Professional (you'll also find them, along with a slew of other tools, in our ToolBox):

Jott
Trying to take notes while driving or hoping you won’t forget an idea or to-do-item that popped in your head in the middle of traffic? With Jott, a free service, you call a toll-free number, dictate your thought or to-do item, and hang up. Jott then converts your voice message to text and sends you an e-mail. [jott.com]

DumbFiles
You no longer have to spend time and money burning CDs when files are too large to be e-mailed to clients, vendors, or your home computer. Dumbfiles allows you to upload large files, then provides a link for you (or the intended recipient) to download them instantly. It’s a fast, no-cost alternative for sharing “bulky” files like graphics, audio and more. [dumbfiles.com]

WhoLinksToMe
Curious about your Web popularity? WhoLinksToMe lets you know how many (and which) Web sites currently link to yours. [wholinkstome.com]