Productivity – A millennial's musings

Are email and meetings actually a waste of time?

I recently discovered this fantastic blog by Paul Graham. Like so many others, he mentions that email is a digital time sink:

Some days I’d wake up, get a cup of tea and check the news, then check email, then check the news again, then answer a few emails, then suddenly notice it was almost lunchtime and I hadn’t gotten any real work done. And this started to happen more and more often.

He decided he would have one computer to browse the web and another to work:

My rule is that I can spend as much time online as I want, as long as I do it on that computer. And this turns out to be enough. When I have to sit on the other side of the room to check email or browse the web, I become much more aware of it. Sufficiently aware, in my case at least, that it’s hard to spend more than about an hour a day online. Source

check email or browse the web – wtf?

A huge amount of my work is done through email. Because some work involves other people, putting things in writing and communicating quickly.

How have the internets, including some of the founding fathers, deemed email so useless?

The Guardian rants:

In the Harvard Business Review, three consultants from Bain report the results of an exercise in which they analyzed the Outlook schedules of the employees of an unnamed “large company” – and concluded that one weekly executive meeting ate up a dizzying 300,000 hours a year. Which is impressive, given that each of us only has about 8,700 hours a year to begin with. Including sleep.

And The Washington Post weighs in:

Any cubicle drone with a corporate email address knows this well already, of course, but a new report from Adobe describes the problem with some pretty startling numbers. According to its data, which is sourced from a self-reported survey of more than 1,000 white-collar workers in the country, we spend an average of 4.1 hours checking our work email each day. That’s 20.5 hours each week, more than 1,000 hours each year, more than 47,000 hours over a career.

In that time, you could have learned two dozen languages. Or hiked the Appalachian Trail 100 times! Instead, you were tapping out gems like “plz acknowledge receipt, ty” and “ok sounds good, let’s meet at nine.”

Yeah… so it takes a lot of time. That doesn’t mean it’s a time waste.

Yes, you can do it all wrong and waste time, but you can do anything wrong.

I doubt Paul Graham gets less important email than I do. Yet he still calls it “not work”.

It’s actually kind of rude to the people who send you email to say that email is a waste of time.

It sounds so much like just another quick fix from the “productivity” industry, but it seems unlikely that a dude like Paul Graham would get trapped by that.

The only reasonable answer is that your work is something solitary. Same with “meetings” that people so hate. You can call yourself a team player all you want, but if you think email, or to use plain English, communicating is a waste of time, maybe you just aren’t?

When you’re browsing the web, no one cares. But when you don’t answer your emails or don’t turn up to/pay attention in meetings, somebody does.

12 tips for thinking more clearly and making better decisions

This is one of those articles that I wrote for myself: for those mornings when the only things you want to do are browse Facebook and watch BBC1, or at least you think you do. Then you remember that you’ve about 20 problems to solve that day and get that feeling in your stomach like both your adrenal glands just emptied their contents into your bloodstream.

1. Enter into deep work mode

Wall off some distraction free time. The phone goes on airplane mode. Close all the tabs you don’t need.

Let’s be honest, if you are reading this, you are probably dealing with quite challenging and cognitively demanding.

These things require extreme levels of focus and uninterrupted immersion for an effective resolution.

As such, the goal is to enter into a state of flow. It is a paradoxical mix of mindfulness and being very goal-directed at the same time. Flow, also known as the zone, is the mental state of operation in which a person performing an activity is fully immersed in a feeling of energised focus, full involvement, and enjoyment in the process of the activity.

2. Do a brain dump

If you are at a loss, the thoughts are messy and you don’t know where to start, an unstructured flow of consciousness style “brain dump” is required. It straightens out circular ruminations and allows the writer to identify what is really wrong. There is something liberating about getting things down on paper. You can always throw it out. Nobody has to see it. It is only for you to see.

In the best possible way, it lowers expectations and gives you the licence to be really honest.

I am putting my money where my mouth is with this tip: a lot of this blog is really me writing for me. I often reread what I have written because it answers questions that bother me (and catch a few typos on the way!) It turns out that the same questions bother a lot of people, hence our little community.

3. Draw a spider diagram

Difficulties in solving problems often arise from the fact that problems are interdependent, they are not isolated. Drawing a spider diagram (a mind map) is a very good way to figure out what’s going on.

As a one-time medical student in the rather fundamentalist anatomy department, I had to learn everything about the brachial plexus (pictured above). The structure was just the starting point of what I needed to know. The the origins at the spine and the muscle activation were at least as complex on top of that. I drew a spider diagram.

When my father was splitting from his second wife and I arrived home to find my stuff packed away in boxes by the latter, well, I also drew a spider diagram. Because I needed to understand what’s going, what everyone is thinking and where to move (not just literally) from there.

This approach to thinking is resonant with the structure of our brain with its nodes and links.

4. Make a to-solve list (not a to do list) and tell a story

Lists are great, says the ENTP. Even checklists. They really are great because they give us a sense of control. I have studied motivation in great detail as I deal with students doing their final school exams to get into college. They keep asking me about motivation. These 17 year olds have the most fine-tuned BS filter on the planet, so I really need to try hard. I finally found a solution for them, which is: a sense of control.

Feeling in control is the key to being motivated.

There is a mountain of evidence about this. However, a small study done on nursing home residents really illustrates it best. Some people who go into nursing homes don’t do well and fade away in less than 6 months. Others seem more alive than any of us. What’s the difference? Well, as one of the lively 85 year olds explained: “I trade my chocolate desert for a piece of fruit from one of the other guys at every dinner”. Why? Doesn’t he like chocolate? The answer lies in the fact that now he has control: in an environment where you are told when to sleep, where to sit and when to take your tablets, it is crucial to eke out a sense of control by being in charge of something small like that.

How do you structure a list? There are two great ways:

list of problems to solve
a chronological story-plan

A plain to-do list just makes you feel like you are doing chores. A list of problems to solve automatically gives both purpose and perspective.

As for the story plan, there is something about our brains that makes us dead set of prioritising stories over any other kind of information. It is therefore important to tap into that. A fair portion of NLP is snake oil, but their emphasis on story-telling is right on. Things seem far less daunting if you write them down on a piece of paper as bite-sized steps. For example, recently, I have been moving between countries. It’s an overwhelming amount of paper work, a complex process with many catch-22’s to machete through like you need a lease to set up utility bills, and a utility bill to set up a bank account and a bank account to set up a lease. By writing it down, it is easier to see solutions and the impossible soon becomes possible. There are 2 reasons for this:

we find it difficult to store long sequences in our heads, so a written down prop is key (this is mentioned a lot in Thinking Fast and Slow and GTD)
by going through the steps required to build out the story, we think of the entire contexts – the things we would have otherwise forgotten about

5. Snap out of being on rails by getting perspective

It’s precisely when we are “on rails”, when we have some kind of contagious emotion unfolding in us, when we want to “just get this done”, that we need to pause and switch to something else. Ideally, we would go straight to taking 10 minutes to be mindful, but for most of us mortals that just seems impossible. Instead, it is a good idea to think of something completely different.

Let’s say there is an enraging email that you can’t wait to respond to so as to make it go away. Mindfulness? Now? No!…

To ease yourself out of the hijacked state, think of something completely different, preferably something even more challenging, that makes the original issue seem like nonsense.

Recently, I was dealing with an unruly real estate agent who just wouldn’t listen and kept sending me emails with unreasonable demands. I thought to myself: there are lots of people who don’t have this problem – because they simply cannot afford to live on their own. It’s not even that it made me feel grateful and empowered, that’s not the point, but it gave me perspective and an ability to deal with the tyrant in a way that accomplished my aims rather than just telling them “for the n-time, will you…”

6. Take 10 minutes to meditate

It is when we are busiest that we need to take the time to be mindful.

I recall Ray Dalio talking about it. Yes, the guy is filthy rich, but I can just imagine him losing a billion bucks (it happens in that business) and going into his office to do his TM routine. What else would he do? Shout at the researchers for not seeing into the future? The traders for not getting out of the trade earlier? There is no point. It is much better to get centred again and then do what is actually going to help the situation.

7. Have a cup of matcha, or any good green tea

I’ve always loved green tea. However, after my trip to Japan, it became clear to me that there is something quite magical about certain varieties of green tea. I am a big fan of Ippodo and specifically Ummon-no-mukashi.

Like salbutamol opens the bronchioles, this stuff clears the head.

For those who aren’t keen on concentrated green goo, a cup of Hosen Sencha will do wonders too. The way the Japanese drink tea is more or less an exercise in mindfulness, so I would make use of that aspect too. It is part of my morning routine. It is especially something that people who can’t drink coffee should consider. Unlike coffee, matcha doesn’t give you a jolt of energy and then a come down, but a steady state of clarity.

8. Listen to some upbeat classical music you’re not very familiar with

Listening to something you know well calls in all kinds of associations and other hardcoded Pavlovian nonsense we don’t always need.

Thankfully, there is so much classical music out there, we’re unlikely to ever be stuck. Some may prefer house music. Sometimes house music has lyrics or distracting sexy sounds. My personal recommendation would be listening to Béla Bartók or anything played by Lang Lang, a virtuoso pianist. You may also like some great apps for mindful focus.

9. Jump in for a very short burst of exercise

Even two minutes of HIIT or a quick few sets of sun salutations are likely to be quite refreshing. In an upcoming post, a neurologist will explain that

our adrenal medulla – the seat of the flight-or-fight response, the ultimate thinking and creativity saboteur, is controlled more by the motor cortex than it is by the conscious decision making centres.

10. Don’t even attempt it if you are tired

Sleep is massively undervalued in today’s society. Sleep deprivation has incredibly significant effects. Not that much sleep deprivation at all will give you the insulin resistance of a type 2 diabetic.

All the most intelligent people I know sleep at least 8 hours a night and don’t even attempt anything cognitively taxing unless they are refreshed.

This is obviously challenging for people with young children, for example, but if you can work to put yourself in a situation where you can be refreshed, it will really pay off.

11. Have a shower

Special troops are told to prioritise staying clean even in extreme circumstances. It raises morale. There is something life-affirming about water and cleanliness. The chemical changes, such as an oxytocin increase, is likely to have a positive effect on one’s emotional state.

12. Talk to a human being

We are social animals: that is just how we’ve evolved. Not all problems need to be attacked by the entire tribe, but calling in help is required sometimes because other will help us navigate through our weaknesses, see new perspective and just feel like a human being again.

Steal my checklist and stop feeling overwhelmed in the mornings

When I hear the word checklist, I think of bored looking men with clipboards standing by conveyor belts, doing quality control in a soulless brave new world factory worshipping Henry Ford. However, things changed when I first had to actually use one – during a flying lesson. It didn’t seem that bad at all, providing reassurance and a sense of completion. The negative reinforcement of doing 2g must have kept this thought dormant for a long time, but I decided to revisit these beacons of productivity that I imagine all the perfect people from Instagram tick off every day.

checklist to use in the morning — *My first flight was out of Biggin Hill near London with flirty Irish-Italian instructor who insisted on doing 2g straight away*

There are things that are inherently hard to do.

Realistically, getting out of bed is something that comes easily to a very select few – and these select few change every day, depending on what they expect from their day.

For those of us, who are less than euphoric on most mornings (i.e. slightly less than 100% of people, the slightly less bit accounted for mostly by people in acute mania or still high from the night before), a checklist could be a good way to ease the drift towards existential questions or reflection on the pressure of a brand new day, another attempt to achieve, another day to seize and make the most of, squeezing out the last drop where anything that wouldn’t make NutriBullet engineers blush simply isn’t enough.

That’s the real Nutribullet challenge. I cannot emphasise the usefulness of waking up at the same time every day. I use the iPhone Bedtime feature for this. It’s generally good for the circadian rhythm and creates a sense of control.

how to use checklists to make mornings easier — *Sometimes you have to be on autopilot to enjoy the view*

How do I keep up with being a doctor, an editor, a blogger, travel, house-hunt, read Nietzsche and get 8 hours of sleep? Well, my success rate is a little volatile.

In order to stay moving ahead, there are certain things that I simply must do every day. I have a startup checklist – things I do every morning – and things I do throughout the day. I use an app called Checklist+, or sometimes I just print it on a page.

My morning checklist achieves one main purpose: it takes out the need to make decisions.

Decisions are extremely consuming for our metaphorical RAM, especially when it is the morning and the possibilities seem so vast. It’s not like I will forget to brush my teeth if I don’t look at the checklist. It is that I don’t have to figure out: “what do I do first?” which can be extremely taxing when I just wake up.

checklist for the morning for a girl — There is something life-affirming about pink Edwardian letters

The alternative, on many mornings, is feeling out of control as I rush to work and resent having other people’s checklists imposed on me, or going straight to the laptop, surrounding myself with green tea paraphernalia and snacks, only to realise by midday that I haven’t actually done much other than worked in a virtual mailroom. The loss of productive time however, doesn’t stop there. It dictates how the rest of the day will unfold. It is the mood setting that matters:

You see the 10 push ups in the checklist? Do they build any real muscle? Hardly. What they do is they set me up to feel healthy and capable of overcoming challenges.

I am much less likely to go creeping on a former classmate’s Facebook page or drinking hot chocolate after doing even a few pushups than I would be if I had just spent the morning lazying around in my pyjamas. It’s that phenomenon of consistency that Cialdini talks about.

My next item on the agenda is the domino piece.

… As distinct from the Domino’s slice from yesterday’s dinner. The domino piece is the most important item on my work to-do list or the one that makes all other pieces irrelevant. I deal with the thing I resist the most first. Perhaps this is why I find mornings so cognitively taxing. [I will insert a proper reference for this soon]. However, having spent years chiselling out this productive approach, I wouldn’t trade it for anything else.

My 2nd checklist is the one for the day. It allows me to move forward. This isn’t work related, and it doesn’t change day to day.Mindfulness helps me to stay in touch with reality. Walking is simply good for us human beings, as N.N. Taleb says. He can nearly match a word count of his essay writing to his miles walked. It’s near impossible to stay cognitively refreshed unless one reads. Exercise goes without saying.

I have lots of other, more specific checklists. It’s an ENTP thing. We like lists. I don’t get them done perfectly everyday, but it is a good guide.

I mentioned the sense of control a few times here. The point isn’t to be a control freak.

One of the most important lessons I learnt from dealing with my own students is that a sense of control is the ultimate source of motivation and agency. It is the natural predator of learnt helplessness – which is far more pervasive in our lives than we think.

Checklists allow us to remain in control without investing expensive cognitive RAM – because they are our checklists, not Henry Ford’s.

Dearest reader, if you’ve read this far, you know what to do.

Pick a wake-up time (or let your child pick it for you).
Make your own checklist. Just one.
Drop your expectations and keep it very simple.
Do it for 10 days and reward yourself for doing it. Does Pavlov ring a bell?

You may also like: Top 5 music apps for mindful focus

Top 5 music apps for mindful focus

There are a lot of apps that try to leverage mindfulness, music and nature sounds so as to improve focus, productivity, help with healthy sleep as well as alleviate anxiety and help to overcome depression. Here are my picks:

1. brain.fm

Brain.fm is music designed for the brain to enhance focus, relaxation, meditation, naps and sleep within 10 – 15 minutes of use.

I am a big fan of house music. Brain.fm is kind of like house music without the bass drops.

In my experience, brain.fm does help to focus.

I wouldn’t call it pleasant – and it has given me a headache once or twice. The music isn’t composed by a human, instead an AI engine does the creative work. An interesting and scary thought.

Artificial intelligence is an expectedly dystopian composer. Listening to it, I get visions of abandoned Soviet steel factories at twilight – potentially infested with zombies. It does help with focus though!

Perhaps this sort of music makes the thing you’re meant to be focusing on more attractive – and that’s the real reason it helps to focus! I am sure the guys at brain.fm will figure out how to cheer that algorithm up with time.

Their research isn’t very useful at present as there is conflict of interest. All the same, they were able to show some promising results:

In short, brain.fm claims that brains like rhythmic things, attention is rhythmic and they try to align this so as to increase focus.

Here is some background neuroscience.

The dynamic attending theory is the idea is that attention is modulated dynamically to optimise sensory processing at expected intervals set by a rhythm.

Many natural stimuli and actions are rhythmically organised, such as speech, walking – and music. The brain is able to predict the occurrence of subsequent events of interest and optimise their processing. When a rhythm is present in the environment, neuronal oscillations can synchronise to this external rhythmic stream. Again, no real conclusive research is currently available to back up their findings, but here is what they’ve been able to show:

The science part is a work in progress, but it looks good at the moment. Brain.fm is available as an app or you can try it for free on the website, however, you do have to give your email address.

2. Pause

Pause claims to pause the active mind and lower the mental workload, release stress and regain focus. It is inspired by the practice of Tai Chi, and it is all about the here and now.

You need keep moving your finger on the screen following a little circle in a lava lamp-like environment – and it provides feedback. If you’re good at following the circle, it tells you “Good”, “Continue at a slow pace”, etc. There are different difficulty levels. It also plays soothing sounds. The sounds aren’t dystopian, rather they are futuristic.

If you’ve seen the film Her, about a guy who fell love with an operating system (a very fancy Siri), it’s kind of like that – pleasant, full of light, but also a bit eery.

There are birds singing in the background. It is relaxing for sure, but it’s also kind of.. lonely or something. If you enjoy futuristic things, it’s for you. It’s 1.99 to get on the AppStore.

3. White Noise

White Noise is free and a pretty unassuming useful app. It’s recordings of things like the Amazon jungle, a fireplace, rain, thunder… It does exactly what it says on the tin and does it well. I know it’s not technically music, but it serves a similar purpose.

Pro tip: there are few things as calming as the sound of a fireplace. We’ve been conditioned for millennia to feel safe and connected while hearing that sound.

Another pro tip: the sound of barking induces anxiety. Again, conditioning plays its role.

Having said that, Calm does it all too and much much more. You may want to read about the best guided meditations for beginners to find out more.

4. Get work done music

Get work done music is a little indie gem of a page (you have to open it in a browser, it’s not an app per se). Again, it is missing the veneer of the apps listed at the top. It is basically a set of curated electronic dance music tracks from Soundcloud. I thought Spotify was great, but whoever chooses these tracks really knows what it takes to focus – or get into a full on trance. I would especially recommend this to anyone who likes mindful exercise.

Running, spinning or HIIT to this is a completely different experience to your normal playlist. This little app will fill you with energy better than any amount of caffeine. Unadulterated bass drops ahead.

5. Focus.fm

Focus.fm tells us it is beats for work, productivity, flow. In reality, it is sweet old house, gentle EDM with mellow bass and generally pleasant vibes.

Some tracks are painfully 1990s. I can just see a girl in a glittery tank top and platforms.

It is beautifully simple, it doesn’t make any scientific claims. It didn’t really help me focus as such, but it’s a nice blast from the past.

6. The piano

OK, I know this is cheating, but really, none of these beat Frederick Chopin.

Have a mindful Monday all 😉