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Productivity Angels & Demons, Part II

Written by: Donna Ann Peck 539 views

To keep distractions at bay, you can turn to a host of anti-distraction routines and tools. Since work is mostly online or at least on a computer—where most distractions lurk—it’s best to get the upper hand early on. When deadlines loom, these tips and tools can light the way.

Close down access to distractions during blocks of time set aside for work

If you can shut down the internet during work sessions, and stick to it, it can work wonders for your productivity.

Unclutter your work space and computer desktop. Since my creative work involves the internet, I use Isolator. This free Mac OS application helps me stay focused while working at my computer. I click the icon in my menu bar and all the clutter on my desktop disappears. Windows, folders and icons vanish, so I can concentrate on writing and editing. Without my desktop to distract me, I work faster.

During my workday, I schedule a read-and-review hour, but I filter what I read. Once I decide on a topic to explore in depth, I enter it in the search field of my RSS folder and save the search. Then I set a timer for 30 minutes and scan the articles. With this method, I avoid reading every RSS article that appears in my folder.

Check email once or twice a day. Some people like to scan email on their smartphones. When responding to email, apply the 2-minute rule: if you can type an answer in two minutes, do it.

Move entertainment-related websites to one folder and keep it closed during work sessions. Better yet, remove it from your browser toolbar. Then you can reward yourself for meeting your deadlines by dipping into your entertainment folder.

Dispatch distractions, then do one action at a time

Once in a distraction-free zone, select an action and focus on it for as long as possible. Don’t try to multitask. Set a timer if you like. If you get interrupted, write down any request, incoming task, or important information. You can also record the interruption. Many smartphones allow you to record notes on your smartphone. David Pogue recommends reQall, a free voice messaging application for your iPhone or Blackberry. It converts your voice messages to text and emails them to your inbox. With reQall, you can also send notes to Google Calendar and Outlook Calendar. The point is you want to do it quickly without getting caught up in something you can do nothing about now. The briefer the interruption, the easier it is to get back to your project.

Take short energizing breaks

Taking a step back from your work can be highly productive. if you need to unplug for a few minutes, try pzizz. This software application for Mac and PC creates audio soundtracks that help you to decompress during the day in as little as 15-20 minutes. Download the MP3 soundtrack to your iPod and close your eyes. After 20 minutes, your brain feels clear, and you feel refreshed and ready to get on with your work.

Assign nagging situations and problems to a compost  list

Everyone needs a list to park situations and circumstances they are resisting. Don’t leave these ideas and thoughts in your inbox. They are more insidious than background chatter and hence more likely to throw you off your game. You don’t want to be hindered by things you simply cannot decide on right now. Get them off your mind and onto paper without indulging in unnecessary guilt. You are acknowledging things you want to move on, while not letting them get in your way right now.

Review your compost list once a day. You are not procrastinating but allowing the perfect solution to present itself.

How do you get rid of or control distractions to get your work done? Any tools, practices to share?

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