Productivity and Values

The concept of being productive is meaningless without a good understanding of your values or what is important to you personally.  Being productive isn’t just a matter of being busy.  It isn’t a matter of doing a lot of things.  Productivity is accomplishing important things.

Many people try to get organized so they can do more, but really they are just trying to fit a bunch more unimportant things into their day.  Until they define what is really important to them, just scheduling a bunch of tasks won’t help them really accomplish more.

Sometimes being productive doesn’t mean doing more.  In fact, sometimes it can mean doing fewer tasks each day.  When these tasks are carefully chosen to align with your values, they can have a much bigger impact on your overall accomplishments.

For example, lets say one of my values is life long learning and one of the areas I want to learn about is economics.  Here are a list of tasks that might help me accomplish this:

1. Spend one hour per day browsing the web for information about economics.
2. Read two books per month on economics written by established economics professors.
3. Sign up for an internet based class on economics.
4. Sign up for a night class at the local university.

All of these are good things toward my goal, but trying to do all of them would be less effective than picking one.  The “right” one is the one that best meets my needs.  The first task probably isn’t going to be the most effective way to learn.  The third and fourth tasks are good ideas, but might not fit into the time I have available.  The second task might not work if I don’t learn very well from reading.

The point is to choose the best option that maximizes my time investment and do that task well.  By focusing, I’ll have more time to spend on the other areas of my life.  Carefully deciding what to do can
mean doing less, but accomplishing more. But this is only possible if you first decide what is really important to you.

Originally posted on December 3, 2005.

Top 5 Time Savers

Yesterday we looked at my list of top 5 time wasters, so today it seemed appropriate to look at the top 5 time savers.  It is hard to measure the value of something that saves you time, so these may seem fairly random.  Your suggestions for top time savers are welcomed in the comment section below.

1. Podcasts in the Car - I have a system that allows me to subscribe to podcasts, transfer them to an iPod that hooks directly to my car stereo (when I turn off the car the iPod is paused until I start it back up again), and delete podcasts once I’ve listened to them. This allows me to keep informed on many topics with very little effort on my part and very little wasted time.  I generally go several weeks without traveling, followed by several weeks where I spend 50% of my time in the
   car.  Having useful content allows me to stay up-to-date without losing any valuable time that could be spent on other activities.
2. Wireless Internet - I invest in wireless equipment in the places I work, live, or am likely to visit. Even to the extreme of buying wireless equipment and giving it to my in-laws neighbors in
   exchange for sharing their connection when I come to visit.  By having internet access readily available, I don’t have to worry about trying to find ways to connect.  It just works and I can concentrate on my work instead.
3. Blackberry - While Blackberries have certain addictive qualities, I’ve found mine to be a huge time saver.  It allows me to carry all of my contacts, quickly check emails while waiting in line, gives me access to my calendar, and even acts as a two way language dictionary when I’m traveling in a foreign country.  The email capabilities allow me to reclaim all those 5 minute chunks of time that are easily lost waiting on other people.
4. External Hard Drive - This may seem strange, but having an external hard drive to back my computer up to saves me hours each month over what it would take to back up to CD or DVD.  Even more importantly, it will save me weeks worth of time if my laptop is ever stolen or damaged.  I can be back up and running on another computer using my back up in a matter of minutes so the hard drive virtually eliminates any potential down time from theft or damage.
5. Online Banking - A good portion of time each month is spent paying bills, balancing checkbooks and other money management activities.  I have found that using online banking saves me
   hours each month.  By using online bill payment services, I’m able to stay on top of payments from anywhere in the world.  By using downloaded statements, I’m able to keep my accounts balanced with a minimal amount of effort.

   Originally published on December 6, 2006.

Little by Little

Often one of the biggest road blocks to our personal growth is that we feel we can’t take on a new project until we have vast amounts of free time. The reality is that we will probably never have a couple hours of free time each day.

However, if we can set aside just 15 minutes each day to dedicate to doing something we’ve been putting off for a better period of our life, these small investments will add up and go a long ways toward achieving our goals.

For example if you want to learn a foreign language, practice a neglected musical instrument, read through the works of Shakespeare, or any number of enriching activities you probably don’t feel you have enough time to start.  Most likely you don’t have enough time to fully invest yourself in any of those activities.  However, if you can dedicated a small amount of time on a consistent basis you will grow–maybe not as fast as you’d like, but some progress is better than no progress.

The trick is to set aside time and keep it allocated for your endeavor. If you constantly cannibalize that small period of time you’ve set aside for your personal growth you won’t make the desired progress.  If you can keep that period each day dedicated to the desired activity you will be amazed at how much you can accomplish in a year just 15 minutes at a time.

Originally published on December 4, 2006.

Time Discounting

There is a psychological phenomenon known as time discounting. Basically, it means that a desired result in the future is perceived as less valuable than one in the present. For example, if you allow people to choose from being paid an amount in one year as opposed to being paid a smaller amount now, they will settle for a much smaller payment right now than they will in the future. There has been some research done on this and scientists found that a $100 payment in 12 months is just as attractive as $68 right now for the average person. This means that on average, people will discount the value of a gain made in one year by 22% over how they would value the gain made immediately.

Time discounting applies to areas other than money as well. In particular it effects the way we perceive our efforts in the area of time management and organization. For example, spending half a day organizing your work space will give you benefits in the future, but it has a present cost. Because of time discounting, you are likely to underestimate the amount of benefit being organized will give you in the future. Another task that is 21% less beneficial, but with immediate results will likely appear to be more attractive.

Time discounting explains some of the reasons we procrastinate. Working on something that isn’t due for 2 weeks often has a lower perceived benefit than doing something much less important right now. This explains why it is sometimes easier to spend an evening watching television instead of preparing for a presentation that is coming up in a few weeks.

Just being aware of time discounting can be a big benefit. If you realize that you are likely to underestimate the value of future gains, you can compensate in your planning. Another possibility is to assign a “value” metric to each of your tasks. If you can do this ranking from a third person perspective and think about the value of the task and not when it needs to occur, it will give you better insight into its actual benefit.

Reference:
“Individual Differences in the Use of Time Management Mechanics and in Time Discounting” in Individual Differences Research, Vol. 4 No. 3, pp. 194-207

Originally published on June 9, 2007.

Productivity In Other Countries

My wife and I lived in Mexico for awhile.  This post was a look at how people approach productivity differently in different countries.

I am currently living in Mexico for a year. It is amazing how much our productivity is based on being familiar with our culture.  It has taken a while to get into “the groove” of things here, but I’m finally getting to the point where I feel like I’m starting to be productive again.  Here are a few things that are different in Mexico:

1. Time - There is a different view of time here.  In the USA if a bus says it is leaving at 9pm, you plan to be there by 8:45pm. Here in Mexico if the bus leaves around 10:30pm or 11pm it is considered to be leaving pretty much on time. I was at a conference that was supposed to run from 2pm to 5pm–the main speaker didn’t get up and start speaking until 5:30.
2. Doing things ahead of time - people tend to do things as needed instead of ahead of time.  For example, there is no advantage to buy 1 gallon of milk over buying 1/2 gallon.  The price is exactly double.  This isn’t too much of a big deal because there are small grocery stores on every corner so it just takes a few minutes to get milk. It is just different because you spent a lot more time running to the store here.  Also, paying bills is different because it is common to wait until your phone or cable is cut off before paying the bill.  In this US, you wouldn’t do this because there would be a reconnect fee. Here it is just expected.
3. Late Nights - It is amazing how late everyone stays up.  It is common for a meeting to start at 8pm and go until 11 or later. I’m not exactly sure how people get by with so little sleep.  I suppose taking a siesta in the afternoon helps, but it seems like people get a whole lot less sleep here.
4. Labor is Cheaper - This shows up in interesting ways.  Taxis are fairly inexpensive and the starting rate to go a few blocks is $0.50 to $0.75.  Driving across town costs $3 to $5. Trash is picked up every day.  In some places trash is picked up twice each day. A lot of things we expect to use technology for in the US are done manually here, like watering the grass, etc.

It is quite a transition being here, but it is interesting to see how many of the things we depend on for productivity are based on the culture in which we live.  I’m starting to find a better balance in being here and my productivity is going up, but it is a very interesting learning experience.

I need to go now.  It is time run across the street to get today’s milk from the creamery.

(If you want to read more about adjusting to life in Mexico, checkout www.mexico501.com

Originally published on November 8, 2006.

10 Steps Toward Safely Relying on Technology

I know many people who have easily lost a week of their valuable time because of a technology glitch.  If you are willing to invest time and money on technology to make  you more productive, you need to make sure you don’t wipe out all of the productivity gains through an unexpected failure of your equipment.

The following list covers 10 things you can do to minimize the impact of of Murphy’s Law on your productivity:

1. Expect things to go wrong. This seems simple, but most people are far too optimistic about technology.  You need to assume that, at some point, your hard drive is going to crash, your cell phone will be stolen, your PDA will lose all of its information, etc.  Now, maybe not all of those things will happen, but over the period of a few years, it is fairly certain that some device will malfunction.
2. Back up Your Whole Computer. If you rely on your computer, you need to have a plan in place of exactly how you will deal with failure or theft.  If someone was to steal your computer right now, how long would it take for you to be back up and productive again? I personally use a bootable backup solution that lets me bring my entire computer up on another machine if necessary.  This means I can be up and running my latest backup within about 5 minutes.
3. Keep a Standby Computer. This might seem too expensive, but my standby computer is an old red iMac that I bought on eBay for $175.  It is slow, but I can have it up and running just like my laptop in about 5 minutes.
4. Back up Your Documents.  In addition to backing up your whole computer, you should have backups of your documents.  I generally try to burn all of my important files to a DVD once a month, label them with the date and store them off site in a lock box or other safe place.  This provides an option, if  you accidentally delete a file and months later (after it has been removed from your full computer backup) find that you need it again.
5. Back up Your Phone Address Book. Cell phones are becoming a very valuable database of information.  Over the course of a year, a busy person can easily accumulate hundreds of names and numbers.  Unless you plan ahead, that information can be lost with your phone.  An easy solution is to sync your phone with your computer address book.  Not only does this make sure you have a backup, but it makes it easy to enter new names and addresses from  your computer keyboard which may be much faster than typing on the number pad.
6. Write Down Your Phone Configuration. If you have an advanced phone, you may have had to do some configuration to get it up and running.  For example, setting up a Blackberry phone can require quite a few steps to get right.  If your phone is stolen or reset, do you know the steps to get it backup and running again.  Keeping simple notes of how you configured your phone can save you hours of hassle later on.
7. Keep Important Numbers. Right now, if your cell phone was stolen, would you know what number to call in order to have it switched off or located?  Most of us rely on dialing 611 to get a hold of our wireless provider, but of course that only works when you have the phone.  What if your laptop was stolen? would you be able to locate the serial number to give to the police?  If your laptop required repair while you were traveling, would you have the number of the company to call about getting it repaired?  A simple list of important numbers can save you a lot of time when something goes wrong.  Here are some of the things  you should be able to easily locate:
   • Serial numbers for all your devices.
   • Company numbers for all devices, including repair, warranty or service numbers.
   • Passwords and login information for on-line services.
   • Backup dial-up telephone numbers so you can get to the Internet if your cable modem or DSL line is down. These may come from your ISP, or your employer may have some dial-in modems for use during an outage.
8. Back up Your PDA. Like a phone, your PDA probably can be synchronized with your computer.  Make sure you know how to restore the data in case it gets reset and you need to reload the data.
9. Install Anti-virus. Since I use a Mac, I don’t have much problem dealing with mal-ware on my computer.  If you are using Windows, you need to make sure you spend the money on getting some good protection against virus and spy-ware.
10. Keep Extra Power Adapters. Power adapters are one of the more common parts to fail on a laptop because they get so much use being bent and moved around.  Keeping extra power adapters helps make sure you aren’t unable to get into your computer at an important time.  I find it works well to have one power adapter at my desk where I do most of my work and the other in my bag.  That way, I never leave without the adapter, and I don’t have to crawl under the desk every time I come back.

Most of these items are commons sense, but there are probably a few items that you might be overlooking currently. A small amount of preparation can prevent a huge loss of productivity in the future.

Originally published on October 8, 2006.

Worry vs. Problem-solving

There are some circumstances that you have no power to change.  Worrying about these types of circumstances is pointless.  On the other hand, you shouldn’t give up looking for a solution just because you don’t see an immediate solution.

It is important to be able to differentiate between worry and productive problem-solving. Worry usually has the following characteristics:

• It involves repeating the same thoughts over and over.
• Any “solutions” deal with things that you don’t have the power to change.
• It focuses on changing things that have already happened.

Problem-solving on the other hand has the following characteristics:

• It doesn’t involve thinking about the same thing over and over again.
• It produces different solutions, many of which are within your power to execute.
• It feels positive and like you are accomplishing something, even before a solution is reached.

Originally published on December 20, 2005.

Dealing with Clutter

Everyone seems to have some degree of clutter in their lives.  The paperless office is still a dream, so we still have to deal with many pieces of “stuff” all around us.  This stuff can be paper, equipment, books, printouts, electronics, or any number of things.

A certian amount of clutter may be productive.  Some people just function better when things are in site.  However when clutter gets to the point that it slows you down, you need to do something about it.  If you find yourself spending time looking for things, that is a good indication that clutter is controlling you.

Here are several tips for reducing clutter in your life:

1. Open your mail over the trash can. This will help make it easy to throw out things that aren’t necessary.  Any item that you can keep off your desk will save you time later.
2. Create a filing system for things you need to keep. If you know you’ll need to keep your bank statements, create a file folder to keep them in.  Same thing with reciepts, insurance information and all the other paper that you’ll get in the mail.
3. Organize electronics and gadgets by type or purpose. Most people accumulate a collection of tools, memory cards, special purpose cables, and electronics.  Try to keep these organized by their purpose.  For example, you might keep everything related to your cell phone (special cables, extra batteries, etc) in one area, while keeping all your computer related items in another.  Clear storage containers are great for this.  If you can see through the clear sides, it makes it easy to find what you are looking for.  If the items are organized by type, you can find the right container easily even if the item you are looking for isn’t in clear view, you just have to look for other items associated with it.
4. Don’t use hanging files. You need to be able to create files quickly as they are needed.  Usually hanging files take much longer to setup than simple manila file folders.  Hanging files are great if the “cost” of creating them doesn’t keep you from putting off making one.  Regardless of what type of files you use, make sure they are easily accessible.  One compromise would be to use hanging files for all the letters of the alphabet, but put regular files in them with actual names on them.  This may give you the best of both worlds.  The hanging files help keep things organized and neat, but you can quickly create a new file in a matter of seconds.
5. Get a CD case. CD’s can start to clutter things very quickly.  Loose CD’s can easily be damaged. A little money invested in a CD case can reduce your clutter very quickly.  Be sure to keep any software keys needed to install software with the CD’s as well.  You don’t want to discover a year later that you have the CD, but not the code to install it.
6. Zippered file folders. Zippered file folders are a great way to organize information that you need to carry with you.  These organizational tools have 13 to 26 individual plastic compartments, but take up no more space than a spiral notebook.  This is a great way to file things that you want to deal with away from your desk. Just make sure you have a way to get the files into your main filing system when they no longer need to be mobile.
7. Cut out the junk mail. Anything that you have to deal with takes up time–even if you simply throw it into the trash.  By contacting the people sending you junk mail, you may be able to get them to stop sending it.  If a 2-minute call can keep you from needing to deal with 12 items of mail over the next year, it is probably worth the investment in time.

Originally published on January 22, 2006.

Focus for Results

Computers are a great tool, but they can tend to make it hard to focus when you are trying to do planning.  I’ve heard it said that the people who get the most done spend the first half of their day planning and the second half executing the plan.  However, when I’m sitting at my computer trying to do planning and research simultaneously, it is easy to get distracted–especially when I’m trying to research something on the web.

I’ve found a simple solution for this.  By sitting down with a paper and pen away from a computer, I can better focus on my plan.  In many cases, my plan will involve answering several questions that require using the internet.  If I can stay focused on my planning and simply note the questions, I can increase my productivity.  When I do go back to the computer, I have a list of questions that need to be answered, so my time on the web is much more focused on results.

With a list of questions that need answered, it is much easier to avoid going off on tangents that aren’t really related to the results I’m trying to achieve.  Another advantage of sitting with pen and paper first, is that it uses a different part of the brain.  In a recent study of the human mind, researchers discovered that the parts of the brain that were active when writing at a computer were significantly different than those that were active when working at a typewriter or writing by hand.

It isn’t that one part of the brain is better to use, but by using different parts of your brain you are more likely to come up with creative ideas and make connections that you’d miss if you used more limited areas of your brain.

Originally published on March 19, 2006.

Procrastinating in Sheeps Clothing

Most of the time, procrastination is easy to spot.  However, there is a subtle and very dangerous type of procrastination everyone should be on the lookout for.  It looks like productive work, but the result is the same…it keeps you from accomplishing the things you need to accomplish.

This type of procrastination can take several forms, but in the most dangerous one, the victim appears to be involved in good habits of organizing and planning their work.  In reality, they are being lured into doing nothing that will actually move them closer to their goals.

To avoid this type of procrastination, you must be alert. When you get the urge to suddenly rearrange your office from productivity, or create a detailed list of everything you need to do for the next 10 years, stop and see if there is some task you are avoiding.  Your planning and organization might be beneficial, but make sure it isn’t preventing you from doing what really needs to be done.

Originally published on June 6, 2006.

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