Productivity Death by Mindless Escape

We all want to run away from things sometimes

Procrastination affects everyone, but for some it seems to really affect their life – especially their work. It’s a real productivity-killer. I was chatting about it with a friend recently who said that she has become particularly good at some PC games because when she can’t face work, diving into a game helps her to cope. She’s engaging in a mindless escape from a difficult reality.

Most of us engage in mindless escapes – TV is a prime example (most commercial TV at the moment is particularly mindless, but I’ll save that rant for another time, lucky you…). But there is also Facebook (sometimes looking at photos of someone you don’t know seems an entirely useful way to spend time), or Twitter (do the useful links EVER stop coming? It’s Mindless Escape Heaven there) and other things such as watching kittens take on dogs in YouTube videos or reading up on Scandinavian Twig-Chair making.

My friend knows very well she’s escaping, and even talked about the cost/benefit of the escape. However, she still doesn’t know how to stop the escaping and the procrastination associated with it.

I suggested that it’s okay for her to play Angry Birds – that she shouldn’t try to stop altogether. But what she should do is first take 10 seconds to write down what it is she’s escaping from. The act of actually realising what we’re putting off, and then writing it down, means that your mindless escape all of a sudden becomes a conscious choice. And we can control our choices.

You still may engage in the escape, but by being aware, the escape may well be for a shorter time. There’s nothing wrong with taking a break – it’s how long and how frequently you take that break (and the quality of the break) that is important.

What do you engage in mindless escapes to avoid doing? Can you reduce that and be more productive, or at least, more conscious?

6 ways to de-stress your email

Email is a sort of necessary evil. Given the fact that most of us don’t have the option to ditch it altogether (the phone calls I could handle, but could we really go back to just snail mail and faxing in business?), we are pretty much stuck with it.  As awesome as it is in many ways, it can also cause a great deal of stress for many people.

Here are some quick changes you can make that may take a little of the ‘evil’ away.

  1. Keep your inbox to as few emails as possible, and have a habit of emptying it daily. If you can’t action all the emails every day, use a task management tool to record those you still need to action and then file them away. You could also use flags or categories to mark them as Pending Action so you don’t forget about them.
  2. Don’t trust “unread marks”. Sometimes we accidentally mark emails as unread then lose them in the clutter without reading them. If it was an important email, that could really ruin your week.
  3. Think twice before hitting “send”. Could this end up being a chain of emails that take up a lot of time? Would you be better off with a quick phone conversation? Sometimes a 10-email conversation can be made over the phone in just 30 seconds. And the more emails you send, the more emails you get in reply!
  4. Write shorter emails. One line of thought is that you can construct any email you wish in 5 sentences or less (or even three, but my verbose personality objects too strongly for me to try that one!). That will save you a significant amount of time (once you get used to it, of course – the first few times I did it I spent a fair amount of editing time reducing my words!).
  5. Keep your folders to a minimum. Try the ‘no scroll’ rule. If you have to scroll to get to a folder, you have too many. We don’t need a great deal of folders – most email programs have a great search function that enables you to find emails you’ve filed using key words (not to mention that we’d only go looking for less than 20% of the filed emails anyway). If you have too many folders, you spend too long worrying about where to put things, and where to find them again. Keep it simple; only go to second-level nesting, and keep the first level to one screen. Or try having just one and using ‘search’ and ‘sort’ to find them.
  6. Unsubscribe - you don’t have enough time to read them anyway. Instead, bookmark the blog or website so you can go and look at it when you need something or have time for some reading.