Category Archives: Productivity

The Myth of Multitasking, the Internet, Media, Focus and Productivity

The Myth

Multitasking is one of those terms that gets pushed around a lot. We tend to put a lot of value into the ability to be able to work on more than one task at the same time. It’s a skill that gets listed on resumes. It’s a skill that employers are after and it’s an ability to that we expect people to have in general. For me, I’ve always been forced to ask myself the question whether or not multitasking is a real thing. This is one of those skills that’s taken at face value and rarely ever thought about. If you think about it though, you realize that multitasking is really more of a myth than an attainable skill. I won’t deny that maybe there’s a handful of people in the world with the attention, focus, and brain power to actually think about and work on two separate tasks or projects at the same time, but for the majority of people I think it’s highly unlikely and untrue.

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A Redefinition

I propose redefining what it means to multitask into a more realistic understanding. For me, multitasking entails having the ability to juggle multiple tasks and projects at the same time, but not actually working on more than one thing at any particular time. Sure, you can juggle multiple projects and keep yourself organized, but I highly doubt whether anyone can actually take in more than one “information stream” (coining this as a term referring to all of the information associated with a task, project, media source, or person etc.) and be able to act on those two or more information streams and further interpret them. The example I like to use is whether or not a person watching two TV shows at the same time can tell you what happened in both programs and further interpret what happened in both. Even a person can, I’d surely argue that they won’t be able to complete either task to the same ability as if they had only watched one television program. Under my understanding of multitasking, many people do have this skill and it’s something that can be developed. The reality is though that with this understanding when a person multitasks they are good at moving from one task to another and their associated focus, smoothly and with little resistance.

Implications

The Internet is something that makes it very difficult for people to maintain their focus on a particular task. Nowadays many of us suffer from information overload and those of us who are effective at dealing with this overload are the ones who are capable of closing the figurative knob a little. If you’re writing something, you don’t need to know what e-mails you’ve just received, whose messaged you on Facebook, or what the latest trending topics are. You just don’t. The Internet is meant to be a tool, not a detriment. The only thing you should have opened are webpages associated with your particular writing, task, or project. This is difficult for me to do, so I can only imagine that it is for other people. I’ve seen the negative effect that information overload has on my writing. I’ve gone back and I’ve noticed that there are certain posts of mine that are much more fragmented then fluid. The cause of this has been my inability to focus on the particular topic I’m writing about. You have to be willing to cut the information addiction. When all else fails, disconnect completely from the web. In a previous post about procrastination, I listed this as one of the ways to cope with putting off work. One of the major themes you’ll find in the study of productivity, if you will, is the value of simplicity and limits. You don’t need the all of the vast information available to mankind on the Internet to do great work, you need your mind and the bits and pieces of information that are necessary to whatever your doing. You further don’t need some complicated and complex personal productivity system to stay organized. Sometimes all you need is pen and paper.

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A Quick Sidenote: Music and Work

Music is one of those types of media that can be really inspiring. I can admit that when I write I’m usually listening to some music in order to help me set a particular tone in my writing. It can be really helpful. That being said I’ve made a significant observation about what type of music helps and what kind of music can deter your writing/focus. In short, I’ve noted that I can only focus and listen to music when the piece is instrumental. Whenever I try to listen to a vocal piece, it parts my focus between my writing and the lyrics in the song. I think that this is something that is true of a lot of people and even if  it’s not, there’s is something to be said for noting the kind of habits that help your creative workflow and hinder it. Choose an instrumental piece next time and maybe you’ll see a change in your work.

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Limit Your Phone for an Increase in Productivity

So a few days ago, I read an article on Gizmodo about how one blogger made his iPhone better by crippling it down to essentially a simple feature phone. He deleted all of his apps and restricted use of Safari and other default applications. His premise was that he couldn’t handle infinity in his pocket. When I read articles like that, I generally tend to take them with a grain of salt. It is a bit impractical and overdone. I don’t know why you’d buy such an expensive phone, only to cripple it severely. Nonetheless, I was intrigued by the idea.

In looking at my phone, I realized that I honestly don’t use about 80% of the applications I’ve downloaded in conjunction with default apps and features in Android 4.0, Ice Cream Sandwhich. Not only this, but that all of these apps are distracting and take up both my flash storage and memory. The conclusion is that there is something to be gained in productivity and smartphone efficiency by streamlining your device as much as possible. After deleting a massive amount of applications, limiting my homescreens to just one, and streamlining my Android’s settings, I’ve found myself more productive and more efficient. It’s easier on psychological level to deal with less and I feel more secure in the scenario, should it arise, of losing my phone. With cloud synchronization, Google backup, and a simplified phone, I find my Android device much more approachable. It works for me rather than working for the phone.


Inbox Zero by Merlin Mann

If you’re feeling defeated by e-mail than you should look into Merlin Mann’s Inbox Zero system for handling e-mail. You can find information on his blog, 43Folders.com, and his book site, Inboxzero.com. It’s more complex than I intend to describe it here, but it’s what I’ve ussd for years now and it works.

For me Inbox Zero breaks down to two major points:

1. Designate the Times When You Look at Your E-mail

You have to define when you sessions will occur and you have to force yourself into sticking to that schedule. Whether it be once at night, once in the morning, or two times a day, stick to it. Disable the push e-mail on your phone because 9/10 e-mail isn’t pressing. Any pressing matter will be brought to your attention via another communication method.

2. Always Process Your E-Mail Down to Zero

Yes, this is right. Clear out your e-mail eithwr semi-daily or daily. The problem most people is that they treat their e-mail like a to do list and live in their e-mail. Take your life out of e-mail. Get a To-Do list manager, app, or pen and paper. Add events to your calendar, add tasks to your to do lists, and archive appropriately if you choose to or preferably use a notes app. Store information in something like Evernote. Inbox Zero is about living life and you can’t if you’re consumed by e-mail.


Learn to Write Better by Typing on Your Smartphone

It’s time to use the principles behind instant messaging and Twitter in order to improve our writing. Any English professor will tell you that the best writing is concise and my realization is that people are most concise when it comes to smartphone just because of it’s limited nature. I’ve been typing my most recent blog posts on my Android phone and it honestly forces me to be concise because it’s an inferior input device when compared to a keyboard. The result is more concise, content driven writing. It’s something I think everyone should try out. The same principle works with a lot of things, such as e-mail and honestly whenever possible we know that it is essential to keep e-mail to the point. The takeaway is to write better by writing on your smartphone.


5 Steps to Mastering Procrastination

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Procrastination is one of those things that everyone deals with. We all have the tendency to postpone our urgent tasks in favor of watching Netflix or checking out the latest trend on Twitter. While our urgent tasks are more important, we can’t help, but to be drawn to distractions and it’s always not enough to just realize this and change. With a few fairly easy steps though, I think any person can begin to make a change in the right direction. The five steps are as follows:

1. Understand What Triggers Your Procrastination and Adapt

This aruably the most important step in the process. You have to understand what it is that triggers your procrastination and attempt to counteract that. It’s not always possible, but sometimes its also important to be aware that continual procrastination might mean that you need to make a career change or something of that nature. Aside from this, you need to ask questions such as, “Do I procrastinate more with a group or independently?” “Where do I work best?” “What are my biggest distractions?

2. Disconnect from the Internet

This step is simple and effective. Unplug the ethernet cable from your computer. Turn off your cell phone. Go out of Wifi range. It just works. Some people just don’t have the discipline to stay away from distractions and the Internet is a big one. When in doubt, just disconnect.

3. Work in Different Places

This may seem counter-intuitive, but the best place to work is rarely your home office or work office. A change of scenery is good and you may find that working in a different location will focus you more and boost your creativity. For example, I’m writing this post outside and will upload it when I’m back and done.

4. When You First Come Upon a Task Formulate a Game Plan

I think a lot of the time procrastination is a result of not having a course of action setup and a lot of the time this only takes a few minutes to do so do it up front. With that done, you may have eliminated the cause of your procrastination completely. Make a game plan and follow it.

5. Give Yourself Productive Things to Do When You do Procrastinate

This might seem counter-intuitive as well, but procrastination will happen regardless at times. It’s just best to give yourself productive things to do even if you’re not working on your most urgent task. For example, for me that’s writing post right now. By doing this, you give yourself all the time you need for your urgent task when you decide to stop procrastinating.

… and that’s it.


The Loss of the Individual: Groupthink’s Dilemma

For a background in the concept of groupthink, I recommend the article Groupthink: The brainstorming myth, by Jonah Lehrer in The New Yorker.

The real problem with groupthink is that it stifles creativity and innovation. It’s the problem of a group of people all latching on to an idea for the sake coming to a quick resolution, giving positive reinforcement, or supporting a person’s idea on the basis of a present relationship over the actual task at hand. Groupthink leads to un-optimal, rash, or simply un-ideal outcomes. It stifles creative by silencing the individual. If we refer back to a previous post on the concept of a winning team, we quickly realize that given our understanding of both groupthink defeats a winning team. A winning team is formed by individuals who respect one another and are capable of switching between the team role and leader role. A winning team encourages creativity and the ability of its members to speak out with ideas or constructive criticisms. Simply latching on to an idea for the sake of a group isn’t characteristic of a winning team, but rather of a team that focuses solely on the task-at-hand over the synthesis of ideas between its members in relation to the task. That’s what the focus should be on. Groupthink is something that should actively be evaluated because it is usually present before it’s ever noticed. If I had to think of one way to best counteract groupthink, it’s for any firm or organization to have a focus on corporate culture and valuing all opinions. If you haven’t made yourself open to the opinions of every person on your team, then you haven’t done your best to counteract groupthink. Companies spend a great deal of money on recruitment and acquiring talent for the long-term, if a focus isn’t put on the opinions of the employees who are hired then there would appear to be an unnecessary loss value in that talent and that is often made evident by the appearance of groupthink.

“Repeated scientific debunking hasn’t dented brainstorming’s popularity.” *As linked to from Lehrer’s article in The New Yorker.


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