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How NOT to Multitask - Work Simpler and Saner
This post is How NOT to Multi-task — a guide to working as simply as possible for your mental health.
First, a few quick reasons not to multi-task:
1. Multi-tasking is less efficient, due to the need to switch gears for each new task, and the switch back again.
2. Multi-tasking is more complicated, and thus more prone to stress and errors.
3. Multi-tasking can be crazy, and in this already chaotic world, we need to reign in the terror and find a little oasis of sanity and calm.
Here are some tips on how NOT to multi-task:
1. First set up to-do lists for different contexts (i.e. calls, computer, errands, home, waiting-for, etc.) depending on your situation.
2. Have a capture tool (such as a notebook) for instant notes on what needs to be done.
3. Have a physical and email inbox (as few inboxes as possible) so that all incoming stuff is gathered together in one place (one for paper stuff, one for digital).
4. Plan your day in blocks, with open blocks in between for urgent stuff that comes up. You might try one-hour blocks, or half-hour blocks, depending on what works for you. Or try this: 40 minute blocks, with 20 minutes in between them for miscellaneous tasks.
5. First thing in the morning, work on your Most Important Task. Don’t do anything else until this is done. Give yourself a short break, and then start on your next Most Important Task. If you can get 2-3 of these done in the morning, the rest of the day is gravy.
6. When you are working on a task in a time block, turn off all other distractions. Shut off email, and the Internet if possible. Shut off your cell phone. Try not to answer your phone if possible. Focus on that one task, and try to get it done without worrying about other stuff.
7. If you feel the urge to check your email or switch to another task, stop yourself. Breathe deeply. Re-focus yourself. Get back to the task at hand.
8. If other things come in while you’re working, put them in the inbox, or take a note of them in your capture system. Get back to the task at hand.
9. Every now and then, when you’ve completed the task at hand, process your notes and inbox, adding the tasks to your to-do lists and re-figuring your schedule if necessary. Process your email and other inboxes at regular and pre-determined intervals.
10. There are times when an interruption is so urgent that you cannot put it off until you’re done with the task at hand. In that case, try to make a note of where you are (writing down notes if you have time) with the task at hand, and put all the documents or notes for that task together and aside (perhaps in an “action” folder or project folder). Then, when you come back to that task, you can pull out your folder and look at your notes to see where you left off.
11. Take deep breaths, stretch, and take breaks now and then. Enjoy life. Go outside, and appreciate nature. Keep yourself sane.
25 Killer Actions to Boost Your Self-Confidence
Taking control of your self-confidence
If you are low in self-confidence, is it possible to do things that will change that? Is your self-confidence in your control?
1. Groom yourself.
2. Dress nicely.
3. Photoshop your self-image.
4. Think positive.
5. Kill negative thoughts.
6. Get to know yourself.
7. Act positive.
8. Be kind and generous.
9. Get prepared.
10. Know your principles and live them.
11. Speak slowly.
12. Stand tall.
13. Increase competence.
14. Set a small goal and achieve it.
15. Change a small habit.
16. Focus on solutions
17. Smile.
18. Volunteer.
19. Be grateful.
20. Exercise.
21. Empower yourself with knowledge.
22. Do something you’ve been procrastinating on.
23. Get active.
24. Work on small things.
25. Clear your desk.
Somehow I can’t believe that there are any heights that can’t be scaled by a man who knows the secrets of making dreams come true. This special secret, it seems to me, can be summarized in four C s. They are curiosity, confidence, courage, and constancy, and the greatest of all is confidence. When you believe in a thing, believe in it all the way, implicitly and unquestionable. - Walt Disney
One important key to success is self-confidence. A key to self-confidence is preparation. - Arthur Ashe
Know yourself and you will win all battles. - Sun Tzu
10 Simple, Sure-fire Ways to Make Today Your Best Day Ever
I shut my eyes so I can see. - artist Paul Gauguin
Happiness is not a destination. It is a method of life. - Burton Hills
Instead of thinking about all the things I had to do today, I brought myself into the present moment. And when we got to school, I took a few minutes to spend time with them. Be present with them. It was truly lovely.
I chose the amazing day.
1. Be present. Instead of having your mind elsewhere,
2. Do less. Have a full schedule today? Cut it in half.
3. Get one important thing done.
4. Plan your perfect life.
5. Declutter.Clearing your desk
6. Go for a walk.
7. Focus on 3 projects
8. Listen to great music.
9. Watch a sunrise or sunset.
10. Spend time with a loved one.
15 Great Decluttering Tips
As with anything, getting rid of clutter can be made incredibly simple: just go through your stuff, one section, closet, drawer, or shelf at a time, and get rid of everything that isn’t absolutely essential, that you don’t love and use often.
Declutter for 15 minutes every day.
Don’t allow things into the house in the first place.
Donate stuff you’re decluttering
Create a Joe’s Goals chart with decluttering on it
Start at the corner by the door and move your way around the room
Whenever you’re boiling the kettle for tea, tidy up the kitchen
Use the “one in, two out” rule.
Make your storage space smaller
Clothing rule: If you haven’t worn an item in 6 months, sell or donate it.
The One-Year Box
Declutter one room
Keep a list in your planner labeled “Don’t Need It - Don’t Want It.”
Internalize that your value is not in your “stuff”.
Gift everything.
31 Ways to Motivate Yourself to Exercise
1. How you feel after a workout. I always feel great after a good workout. It’s a high. And I let that motivate me the next time: “You know how good you’re going to feel, Leo!”
2. Time for you. While many people make time to take care of others (kids, spouse, other family, co-workers, boss), they don’t often make time to take care of themselves. Instead, make your “you” time a priority, and don’t miss that exercise appointment.
3. Calories burned. If you count calories (and it’s really one of the most effective ways to lose weight), you know that the more you exercise, the more calories you burn — and the bigger your calorie deficit.
4. Having fun. Exercise should be fun. If it isn’t, try a different kind of activity that you enjoy. As long as you’re moving, it’s good for you.
5. How you’re going to look. Imagine a slimmer, fitter you. Now let that visualization drive you.
6. Magazines. It motivates me to read fitness magazines. Not sure why, but it works.
7. Cover models. Sure, they’re genetically freaky, and probably Photoshopped to look perfect. But for some reason, looking at how good a cover model looks helps motivate me to work harder.
8. Blogs. I enjoy reading blogs about people who are into running, or losing weight. It can show the ups and downs they go through, and you can learn from their experiences.
9. Success stories. I find the success stories of others incredibly inspirational. If a fitness website has success stories, I’ll almost always read them.
10. Forums. Do the monthly challenge on the Zen Habits forums, or join another forum full of like-minded or like-goaled peopled. Check in daily. It really helps.
11. Rewards. If you exercise for a few days, give yourself a reward! A week? Another reward. Do it often in the beginning.
12. Fitting into new clothes. Wanna look good in a smaller size? Work out!
13. Being attractive. That’s always a good motivator, as I’m sure we all know. Edited to correct language.
14. Adrenaline rush. I get a rush when I exercise. Ride that rush to complete the workout.
15. Stress relief. Wound up after a long day at the office? Get out and work off that stress. It makes a world of difference.
16. Time for contemplation. I love, love the quiet time of exercise for thinking about things. Most of this post was written in my head as I exercised.
17. A workout partner. Best thing I’ve done.
18. An exercise class. Sign up for a class, perhaps with a friend, and you’ll be motivated to get there and work out.
19. A coach or trainer. Worth the money, just for the motivation.
20. An exercise log/graph. For some reason, writing it down is extremely important. Really. Do it for a week and you’ll see what I mean.
21. Your before picture. You often don’t realize how far you’ve come. Take pictures.
22. A 5K race or triathlon. Just sign up for one, and you’ll be motivated to train.
23. The dread of feeling “yuck” from not exercising. I hate how I feel after not exercising. So I remind myself of that when I feel tired.
24. Living long enough to see your grandkids … and play with them.
25. The scale. It’s not motivating to weigh yourself every day, as your weight fluctuates. But if you weigh yourself once a week, you’ll be motivated to have it keep going down, instead of up. Combine the scale with the measuring tape, and measure your waist.
26. Reaching a goal. Set a goal for weight, or your waist measurement, or a number of days to work out, or a number of miles to run this week. Setting and tracking a goal helps motivate you to complete that goal. Make it easily achievable.
27. Posting it on your blog. Tell people you’re going to lose weight or exercise daily, and report to them. You’ll make it happen.
28. Motivational quotes. I like to print them out or put them on my computer desktop.
29. Books. I just bought a strength-training book as a reward. It makes me want to hit the weights!
30. Others commenting on how good you look. When someone notices the changes in your body, it feels good. And it makes you want to work out more.
31. An upcoming day at the beach, or a reunion. Nuff said.
18 Practical Tips for Living the Golden Rule
It’s true: the rule of treating others as you would want to be treated in their place will ultimately lead to your own happiness.
Beyond that, though, you will find a growing satisfaction in yourself, a belief in yourself, a knowledge that you are a good person and a trust in yourself.
Practice empathy.
Practice compassion.
How would you want to be treated?
Be friendly.
Be courteous in trafficBe helpful.
Listen to others.
Overcome prejudice.
Stop criticism.
Don’t control others.
Be a child.
Send yourself a reminder.
Tie a string to your finger.
Post it on your wall or make it your home page.
Rise above retaliation.
Be the change.
Notice how it makes you feel.
Say a prayer.
“May I gain no victory that harms me or my opponent.
May I reconcile friends who are mad at each other.
May I, insofar as I can, give all necessary
help to my friends and to all who are in need.
May I never fail a friend in trouble.”
The Getting Things Done (GTD) FAQ
What is GTD?
GTD embodies an easy, step-by-step and highly efficient method for achieving this relaxed , productive state. It includes:
* Capturing anything and everything that has your attention
* Defining actionable things discretely into outcomes and concrete next steps
* Organizing reminders and information in the most streamlined way, in appropriate categories, based on
how and when you need to access them
* Keeping current and “on your game” with appropriately frequent reviews of the six horizons of your
commitments (purpose, vision, goals, areas of focus, projects, and actions)
Implementing GTD alleviates the feeling of overwhelm, instills confidence, and releases a flood of creative energy. It provides structure without constraint, managing details with maximum flexibility.
How do I start?
* Processing all the papers in your desk and inbox to empty.
* Processing your email and other inboxes to empty.
* Capturing all tasks and ideas on a notebook or mobile device.
* Setting up an easy reference filing system.
* Creating context lists for all of your actions, along with a project list, a Waiting For list and a Someday/Maybe list.
* Using a calendar or tickler file to remind you of future tasks or appointments.
* Doing a Weekly Review to keep the system together.
Is there an easier way to start?
Yes. You don’t need to implement all of GTD at once. Really, you should go with what works for you — there is no one way to do it. A minimal starting point could be any of the following:
* Just start with capture.
* Clear out your inbox. Tsimple filing system.
Tools
What tools do I need?
* a mobile device such as a PDA for everything - capture, lists, reminders
* an electronic labeler for neat labels
* a calendar or calendar program (highly recommended)
* computer software (off-line or online) to handle your lists or your capture
* a tickler file, either using folders (see next question) or software
* index cards for capture and lists
What is a tickler file or 43 folders, and do I need it?
A tickler file, as spelled out in the book, is a system of 43 folders: 12 folders labeled for each month, and 31 folders labeled for the days of the month. So the way it works:
* If you have a piece of paper (or a concert ticket, etc.) that you don’t need to think about until later this month, put it in one of the daily folders (let’s say the folder labeled “20″ if we want to look at it on the 20th of this month).
* If you don’t need to think about it until a later month, put it in that month’s folder.
* Each day, you look in the folder with today’s date on it (if today is the 20th, I’ll look in “20″) and see what you need to think about today. If you want to postpone it until later, simply put the paper in a later folder. In this way, you could have a recurring reminder. Each day, the folder with today’s date should be at the front of the pile — rotate yesterday’s folder to the back of the pile.
* At the end of each month, rotate the past month’s folder to the back of the month folders pile, and look in the next month’s folder — take out the papers in it and redistribute throughout the 31 day folders.
It’s an ingenius system, and if it appeals to you, give it a try. However, many people (myself included) find this system a bit cumbersome, especially given the ease-of-use of today’s computer calendars (I use Gcal). Using a calendar program, you could just mark a reminder on the date in the calendar. You can even set up recurring reminders.
I’m stuck with Outlook at work. Can I set up Outlook for GTD?
Absolutely — many people have. I would recommend reading various implementations, including:
* GTD Wannabe’s MiFi implementation
* Davidco’s GTD and Outlook
Next Actions, Contexts, Projects
Next actions - what are they?
Basically, for any project (and a project is anything that takes more than 1 action), you need to ask yourself, “What is the very next physical action necessary to move this project forward?” It is this “next action” that you put on your to-do list. The problem with many tasks that we put on our to-do lists is that they are not really something you can do, but a mini-project. For example, “Write report” is a project where the next action might be “Look on Internet for three sources for report” or “Call Larry to get stats for report”.
I have too many next actions (or projects) — what should I do?
It’s true that having a long list of next actions can be overwhelming for many people. Note: this advice also applies to too many projects. There are a few ways to deal with this:
* Realize that you don’t need to do all of these next actions today or even over the next few days. It’s just good to know all of your commitments, instead of having them pop into your brain over and over at the wrong times.
A few next actions seem to hang around on my lists. Suggestions?
If you have some stubborn next actions that stay on your lists for a long time, you should take a look at them in your Weekly Review. Why are these actions so hard to remove from your lists? Here are a few suggestions:
* Perhaps you don’t want to do them — in that case, do them first thing in the morning, before you check email, and don’t do anything until those tasks are done.
* Or perhaps you don’t need to do them — if they’ve been on your list a few weeks, they probably aren’t that urgent. See if you can eliminate them or delegate them.
* Perhaps they aren’t really next actions. Often there are projects on our list that are disguised as actions. See if the task actually involves more than one step (for example, “Call Larry” might actually be, “Call Nina to get Larry’s number”), and then put the real next action on your list instead.
* Perhaps the tasks are too intimidating. In that case, break them down to smaller tasks. “Write Report” could be “Write first paragraph of report” or “Outline report” or “Write report for 10 minutes”.
Sticking To It
I have trouble sticking to my Weekly Review. Any suggestions?
This is a toughie for most GTDers (including myself). It’s best to analyze why you’re having trouble, and address the reason. Here are some suggestions:\
* If the weekly review is taking too long, shorten it by processing your inboxes to empty the day before, and making sure your process for the review is streamlined.
* If you find that you get too busy and keep pushing the Weekly Review back, try first thing in the morning on Monday. Schedule an appointment for two hours, and don’t let anything interrupt it.
* If that doesn’t work, do it on Sunday afternoon, when you have more time.
* Reward yourself for completing it. Actually, completing the Weekly Review is in itself a reward, because it’s nice to get your system organized, so remind yourself of that. But also give yourself an external reward.
Help! I’ve falllen off GTD and I can’t get back on.
This happens all the time — people get gung-ho about GTD and then a couple months later something comes up that gets them too busy to keep the system organized, and it falls apart. Luckily, GTD is super easy to get back into — in fact it’s easier to get back into it than it is to get started in the first place, because you already know the system and you probably still have all the right tools — it’s just a matter of setting yourself up and getting updated. It’s actually fun to start again.
Some suggestions:
* Try some cool tools that you love to use. For me, that’s the Moleskine notebook, as it is just a pleasure to use. For others, that might be a PDA or a cool online app. The tools you use are important, as they make you want to use the system. However, don’t obsess over them.
* Keep it simple. Many people make complicated systems that are hard to hold together. Start simple, perhaps with paper tools or the simplest online tools, and don’t get overboard.
* Try with a minimal version (see the top of this FAQ for more). You don’t need to start full blast — just do a few things and then add later if necessary. You may find that the minimal version is all you need.
How do you stick with it once you get started again? See the next question.
How do you stick with GTD if you keep falling off it? Try these suggestions:
# Weekly Review. The key to sticking with GTD is the Weekly Review. Keep it short and simple, but be committed to it. If you only start with a minimal system, be sure to still do the Weekly Review. It keeps your system up to date, even if you get too busy to keep it up to date throughout the week.
# Habits. GTD is actually a series of habits (see Zen To Done for more), and the problem is that we try to adopt them all at once. If you’ve been reading Zen Habits for awhile, you know that you’re more likely to be successful if you try to adopt one habit at a time. Try that with GTD — just do one habit first, then the next, and so on. You are much, much more likely to make GTD a habit as a whole and stick with it using this method.
# Start small. Instead of doing the whole system at once, try a minimal version (see the top of this FAQ for more). The minimal version is much less hassle to maintain, and therefore you’re more likely to use it and stick with it. Keep it simple.
# Tools you love. Again, using tools you love make it more likely that you’ll actually use them, and therefore stick with the system. Again, don’t obsess over the tools, but pick ones that have a great appeal to you.
# Online forum. A good way to stick with anyone is to find a group that’s doing the same thing. Try these forums to help you stick with it:
* The 43Folders Google Group
* The 43Folders Google Group
* The David Allen Company public discussion board
* GTD and Palm Pilot Yahoo Group
* GTD Yahoo Group
* GTD Tips & Techniques Google Group
10 Habits to Develop for Financial Stability and Success
Make savings automagical
Control your impulse spending.
Evaluate your expenses, and live frugally.
Invest in your future.
Keep your family secure.
Eliminate and avoid debt.
Use the envelope system.
Pay bills immediately, or automagically.
Read about personal finances.
Look to grow your net worth.
Purpose Your Day: Most Important Task (MIT)
And here’s the key to the MITs for me: at least one of the MITs should be related to one of my goals
Another key: do your MITs first thing in the morning,
Edit Your Life, Part 1: Commitments
Today’s edit: All the commitments in your life.
Take an inventory of the commitments in your life. Here are some common ones:
* Work - we have multiple commitments at our jobs. List them all.
* Side work - some of us free-lance, or do odd jobs to take in money. More commitments.
* Family - we may play a role as husband, wife, father, mother, son, daughter. These roles come with many commitments.
* Kids - my kids have soccer, choir, Academic Challenge Bowl, National Junior Honor Society, basketball, spelling bee, and more. Each of their commitments is mine too.
* Civic - we may volunteer for different organizations, or be a board member or officer on a non-profit organization.
* Religious - many of us are very involved with our churches, or are part of a church organization. Or perhaps we are committed to going to service once a week.
* Hobbies - perhaps you are a runner or a cyclist, or you build models, or are part of a secret underground comic book organization. These come with - surprise! - commitments.
* Home - aside from regular family stuff, there’s the stuff you have to do at home.
* Online - we may be a regular on a forum or mailing list or Google group. These are online communities that come with commitments too.
Top 20 Motivation Hacks - An Overview
#20: Chart Your Progress.
#19: Hold Yourself Back. (Don’t let yourself do everything you want to do. Only let yourself do 50-75 percent of what you want to do.)
#18: Join an online (or off-line) group to help keep you focused and motivated.
#17: Post a picture of your goal someplace visible — near your desk or on your refrigerator, for example.
#16: Get a workout partner or goal buddy.(Staying motivated on your own is tough. But if you find someone with similar goals (running, dieting, finances, etc.),)
#15: Just get started
#14: Make it a pleasure
#13: Give it time, be patient.
#12: Break it into smaller, mini goals.
#11: Reward yourself. Often.
#10: Find inspiration, on a daily basis.
#9: Get a coach or take a class.
#8: Have powerful reasons. Write them down.(Doing it for yourself is good too, but you should do it for something that you REALLY REALLY want to happen, for really good reasons.)
#7: Become aware of your urges to quit, and be prepared for them. plan for it beforehand
#6: Make it a rule never to skip two days in a row
#5: Visualize your goal clearly, on a daily basis, for at least 5-10 minutes.
#4: Keep a daily journal of your goal. do it right after you do your goal task each day.
#3: Create a friendly, mutually-supportive competition.
#2: Make a big public commitment. Be fully committed.
#1: Always think positive. Squash all negative thoughts.
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