A distraction on distractions

Following from yesterdays blog post on distractions here are some more articles worth reading if you are interested in productivity:

Blunt the e-mail interruption assault

The average information worker — basically anyone at a desk — loses 2.1 hours of productivity every day to interruptions and distractions, according to Basex, an IT research and consulting firm.

Media multitaskers pay mental price, Stanford study shows

But after putting about 100 students through a series of three tests, the researchers realized those heavy media multitaskers are paying a big mental price.

“They’re suckers for irrelevancy,” said communication Professor Clifford Nass, one of the researchers whose findings are published in the Aug. 24 edition of the Proceedings of the National Academy of Sciences. “Everything distracts them”.

Going on an e-mail diet

Booher’s surveys of clients have shown that 58% of workers spend up to three hours a day on e-mail. Though some of that e-mail time is undoubtedly related to getting their jobs done, she says, much of it is a waste because messages are either poorly written or have little or nothing to do with business.

So the more distractions you can eliminate the more work you’ll get done. Simple eh? But how many people are actually doing this? To me it seems like they are adding more and more distractions.

If you want to track your productivity I’d suggest you have a look at RescueTime, ManicTime or Wakoopa. They all have free options so there is no cost and if does at least allow you to better understand how you are spending your time that is still a good thing isn’t it?

Growth vs efficiency

It seems to me that one of the biggest fallacies of modern business is the idea that you ‘have to grow’. Especially in the small business end of the spectrum, why is it that I always hear how critical (and yet difficult) it is to grow? Apparently growth magically solves everything! The bigger your business the more money you’ll make, the less time individually you’ll have to work and everything will just coast along once you get to a critical mass.

So the question then becomes what is that critical mass? At what point will you know that you’ve reached ‘easy street’? I’m sorry to say that in my experience not only is this a moving target but the chances of success actually decrease the bigger that your business becomes. Why? Because unless you have refined your systems beforehand you are simply building any growth on the weak structure you’ve had as a small operator. This is a recipe for disaster.

It would seem to me that a far more intelligent pursuit would be striving to become more efficient. In essence producing at least the same amount of output with less amount of input. When you are not able to become more efficient then, and only then, should you consider growth as an option. The problem is how many businesses do you know that are constantly looking at ways to improve their efficiency? Not many I’ll bet.

The smaller you are the leaner you need to be simply because you don’t have the resources. You should spend your time firstly determining what you do well. Then you should determine what you don’t do well and either outsource it or stop doing it. Sometimes it is hard to stop doing something you shouldn’t because you truly enjoy it, however if you are running a business and not a hobby then the choice is straight forward.

Formula 1 cars don’t achieve the speed and performance they do by adding more, they become more and more efficient. The teams invest vast amounts of time and energy looking to squeeze the tiniest improvement in performance but it is exactly this that makes the difference between outright first and the first of the losers (i.e. second). Formula 1 is a business and those who don’t perform end up on the scrap heap.

Ask yourself whether you are a Formula 1 car or simply a lorry trundling along with stuff overflowing the sides. Efficiency is all about doing more with less which is difficult in a consumer world where the emphasis is always to ‘buy more stuff’. That however is the reason why not everyone goes Formula 1 racing, if it was that easy, everyone would be doing it.

So set aside some time to do some planning on how to become more efficient. Work out where you are spending your time. Look at ways to automate and outsource. Efficiency requires constant work and fine tuning but in the end is far cheaper, faster and easier to implement than any growth strategy. Just because people ‘say’ you need to grow doesn’t necessarily make it the correct strategy. Being efficient will always yield results where growth may not. To a business person the choice between the two seems obvious to me.

Are you addicted?

A recent article in the New York Times made me wonder whether in fact it is possible to be addicted to technology. The article is well worth the read and it harps back to what I have said many times about how multitasking is a myth. Is the real issue here that people have become ‘addicted’ to technology?

Addiction actually turns out to be something rather hard to define specifically. Everybody ‘knows’ what addiction is but few can actually satisfactorily define. I like this definition from Robert West (Theory of Addiction) –

‘syndrome at the centre of which is impaired control over behaviours, and this loss of control is leading to significant harm’

Unfortunately this definition also requires us to define what may constitute ‘harm’. For this case let’s consider that we have no more precious resource than time, for once it passes it is gone forever. Thus, let us consider harm as being anything that reduces the time we have.

Let me now ask you, when was the last time you totally unplugged from technology? When did you simply turn everything off for a day or two? Most people probably shudder at the mere thought but doesn’t being unable to do so indicate a loss of control? Doesn’t it indicate an impaired control over your behaviour? In short, doesn’t that indicate addiction?

Sure, there are plenty of great things that technology provides however as I have said before, your greatest strength can also be your greatest weakness. The secret is control which when it comes to technology we seem to have less and less of. The distraction virus is a growing problem facing individuals unable to control their dependence on technology. You know these people, there the ‘gunnas’ (i.e. going to do this, going to do that) or those who are always ‘so busy’ when in reality they are living in denial because it is all just an excuse.

This lack of control is causing us to focus on the wrong priorities, it is making us overlook the important, resulting in wasted time. Thus it is causing us harm. Therefore many are addicted but sadly many probably do not even realize it.

At the end of the day it is all about results. Most people don’t care how you get the result they simply care that you get the result. Technology can certainly be used to get results faster and more efficiently but likewise it can also lead us down the path of distraction and even perhaps to addiction. As the article in the New York Times talks about, an obsession with gadgets and technology could be altering your behaviour and if you can no longer control that behaviour then it sounds to me like you may be addicted. If you don’t believe me see how long you can go without checking email.

Use Linkedin

I was reading an article called “How Linkedin will fire up your career” and it made me start to think about how much things have changed when it comes to finding work these days.

We all know that it is not what you know, it is who you know right? For many, many years I stupidly ignored this in the mistaken belief that the way to succeed was to keep improving my technical skills. Unfortunately, Google came a along and ruined all this by making information about everything so readily accessible. Now you don’t need years and years of experience you just need to use Google to make you look competent. So with just about everybody competing on the same level these days how do you get ahead?

As much as Facebook has swept to the forefront of social networking there is a site that is older and much more businesses focused. That site is Linkedin. As the article says, if you haven’t got your details up on Linkedin then you are going to miss out on many of the most lucrative jobs because Linkedin is fast becoming the first place people look to connect with people for business. Linkedin has always been about business and allows you to document your business skills and experience. Many businesses are finding that rather than going through the traditional screening process for job applicants they are using the power of Linkedin to seek out suitable candidates.

Another great thing about Linkedin is that you can provide recommendations of people who you have worked with and as you know testimonials speak louder than any qualification. Linkedin also allows you to join business groups that suit you interests as well as have and contribute to discussions. The interface is still a little clunky and it doesn’t doing everything that something like Facebook does but Linkedin is certainly gaining in popularity as a business networking tool.

If you haven’t used Linkedin then I’d recommend you get your profile up there. If you haven’t visited Linkedin for a while I recommend you take a look at what’s changed, bring your information up to date and link in other applications like Twitter and SlideShare. You can also make your profile available publically like mine:

http://au.linkedin.com/in/ciaops

however, you get the most benefit when you join Linkedin and connect up with others there.

So if you are already on Linkedin then by all means feel free to connect with me. I’d also appreciate, if you are so inclined, any Linkedin testimonials and recommendations you can provide me as they all really do help. Think of Linkedin like your living CV that you can not only show a recruiter, customer or colleague but also something that others can use to find you and your skills. You can never have enough paths to your door in business I say. If you don’t believe me then have a read of “How Linkedin will fire up your career” as it may just change your mind.

iPad thinking

Apple is about to ship (in the U.S. anyway) it’s latest gadget known as the iPad. I thought that I’d cover why I think this device will have a similar impact as other Apple devices such as the iPod and the iPhone. The broad basis of my argument proceeds along two lines of reasoning: rational and emotional.

On the rational side I would say that there currently isn’t a successful ‘tablet’ style device out there at moment. Lots of people have tried to create something but they haven’t really taken off. Sure, the odds maybe against Apple here but that still doesn’t mean they can’t be successful and fill what is a current hole in the market.

Next, I’ll point to the fact that no matter what Apple bring to market a significant number of people will buy it. This alone gives the product momentum which many competitors fail to achieve. This is one of the differences about Apple, they don’t have users they have fans and fans buy whatever you peddle. Thus, the first shipment is already sold out and second one is also I believe. That’s a pretty good way to kick start any market acceptance.

We are now living a world where ubiquitous Internet is almost a reality. It is certainly more ubiquitous in the places that we frequent, i.e. at home, at work, travelling, etc. the iPad is a device for these places because it supports ‘instant on’ and access to the Internet. Wanna see what’s on TV? Grab your iPad and view the on line program. Want to catch up on the news before a flight? Grab your iPad and get the latest information. The key factors here are ‘instant on’ and form factor. Being bigger than an iPhone reading becomes less of a strain and you also don’t have to wait for it to boot. Also don’t overlook that we have an aging population and our eyesite isn’t getting any better.

In the places that we frequent where the Internet is not ubiquitous (like cars) the iPad will most likely drive connection there as well. Imagine a GPS screen the size of an iPad rather than that of a pokey iPhone? What about all those places you need to lookup while on the move? What about some entertainment (movies and games) while you’re travelling (on a bus or train rather than driving a car in this case)?

However, rationally I think the most powerful feature of the iPad will be as an eBook reader. Take a look at all the books kids bring home from school these days. Imagine if they were all available in a simple device like an iPad. Electronic books allows students to much easier search, mark up and share the information they use in their studies. I’m not only thinking of kids in school but what about those in technical colleges and universities? Need to check something in the text book while you are in the lecture? Just whip out your iPad to see. Again, in the past eBooks have never really taken off but that doesn’t mean they won’t now.

I do a lot of reading and writing everyday and I can see the iPad working in both aspects. I take a lot of notes in a paper notebook everyday simply because it is easier and quicker to do this than entering it in via a keyboard. I also don’t always have a keyboard in front of me and once again, most mobile devices screens are too small for this. However, an iPad is in a similar form factor to what I’m already using with my paper notebook so it has already checked off one box here.

As I said, I do read a lot of stuff as well everyday. From emails, to web pages, to magazines, newspapers, to RSS feeds, fiction and non-fiction I read it all daily. I certainly see the appeal of all that reading matter being in a single place. I see the appeal of it all be searchable as well as being able to remember where I’m up to. I also see the potential for this information to be delivered automatically to an ‘instant on’ device that allow me to read any of material whenever the mood takes me without me ever having to worry about how or when it gets onto that device.

I think you can start to see the rational reasons why the iPad may become widely accepted as a ‘new platform’ for IT in the very near future. But about the emotional reasons? These reasons have no logic but they are none the less just as valid in my opinion.

Firstly the device is from Apple and Apple is cool. Apple doesn’t make technology devices, it makes consumer products. As much as IT people love to discuss Apple technology it is the ‘huddled masses yearning to be free’ that buy their stuff. That’s why it looks the way it does and that’s why it is sold the way it is. If logic had anything to do with it we wouldn’t find the PC vs Mac ads funny now would we?

Secondly, to a consumer the iPad is simple. It doesn’t have a keyboard (which most users hate), it is just like a notebook. You simply point at what you want and it appears. Remember, I’m talking about emotion here not reality. I believe people secretly yearn for simpler technology, most use less than 20% of the features available in current software because it has become a case of feature overload. Something that is simple had great appeal.

Lastly, no matter what you think about Apple’s products you have to recognize that they have been successful. One could argue that iPod and iPhone were devices that changed our world and forced many others to reconsider the position in the market. Again, there is never any guarantee in a commercial world about what will be successful but if history is anything to go on then you’d certainly have to say it has a better than average chance.

So there you have it, why I reckon the iPad will be a success. Maybe not initially but the more I stop and think the more I can see an application for a device where one doesn’t currently exist. More importantly one where the iPad would fit the bill. I believe the real secret to the iPad is not that it is more technologically advanced but that it is simpler, or perceived that way, that will make it a winner with its target market – the average consumer. Too often technology people get seduced by the geez whiz factor and forget that the far bigger market is those who simply want something they can use easily and makes them look cool. That my friend will be the iPad I believe.

Guest reviewers wanted

After my recent productivity postings on www.sbsfaq.com (part 1, part 2 and part 3) the cat is out of the bag that I’ve just about completed a book about productivity. It will be called “Being busy is just an excuse” and I am aiming to have it out on April 1 (no joke).

Before then I’d really like to get some people to read it for me and let me know whether it is good or bad. I’m looking for constructive feedback. If it is good let me know why and likewise if it is bad then let me know how it can be improved. It is always difficult to develop something in isolation so I’m looking for some fresh opinions as to whether the book in its current form is ready to go to market.

If you think you have some spare time, can plough through about 70 pages or so in a few weeks and are prepared to give me some feedback I’d love to hear from you. Contact me via director@ciaops.com and we’ll take it from there.

Productivity Part 3

Here is a copy of the last of three guest posts that I’m doing for Wayne Small over at www.sbsfaq.com on productivity. You’ll find Part 1 and Part 2 there also

Many of the concepts developed here come from my upcoming book on productivity – Being busy is just an excuse.

The last two articles have hopefully given readers a starting point as well as destination, we now need to look at getting from the one to the other. This article will provide you with a some techniques that can be used to become more effective and productive to ensure you enjoy your life more.

Probably the biggest drain on productivity most people face is their email. It is normally the first thing they open every day and the thing they always have running. The problem is that your inbox is a priority list set by someone else and unless you take steps to manage it correctly it will steal away your time. The first major issue with email is that it promotes distraction. If your workstation dings, flashes a warning and leaves an icon telling you there is an email the temptation to go and see what that email is can be extremely overpowering. Chances are that the email wasn’t important but what has happened is that you have been distracted from what you were doing and now need to spend the time refocusing. Some studies show you can lose up to 15 minutes when a distraction like this happens and if you multiply that by a week or a month the lost time really starts to stack up. So, step one should be to turn off any email notification in your software.

Step two is that you should limit your email use to three or four times a day, say 10am, 1pm and 4pm. Don’t open your email in the morning until you have accomplished some other task because the chances of you finding something in your email to distract you is very high. When you do work on your email process your emails until your inbox is empty. When you go to your letterbox at the end of your drive you don’t take just a few items and leave the rest for storage do you? Why should your inbox box be any different? You need to process it to zero. This means you need to have a good folder structure in which you can move emails for later if needed. A good system is to have folders like, archive, hold and followup as a minimum in which you can place items from your inbox.

Another huge boost in productivity can be had with the use of multiple monitors, not just a single large monitor but actually two physical monitors. Studies have shown that productivity can be raised by over 38% by simply connecting up an additional screen. Having more screen real estate allows you to more easily ’spread out’ rather than constantly having to swap windows.

After you have finished with the socks you are wearing today you don’t rush home and wash them do you? No, you throw them in the hamper with other clothes and wash them all together. This is because it is far more productive and efficient to do things in batches. The same concept applies to much of the work you do. From the audit of your time you conducted in the first article in this series you should be able to see how you can aggregate work and make more effective use of your time. You should also be able to determine at what time these batches are most productive for you. If you favour doing your accounts in the morning, then schedule one day a week to do all your accounts rather than at random times throughout the week.

Another excellent habit to get into is to stop and ask yourself regularly throughout the day, what is the most important thing I need to do next? What should I be spending time doing to get the maximum return? This allows you to pause and refocus on what needs to be done because otherwise you could be wasting time on something that really doesn’t have much value.

In summary, there are plenty of simple easy ways that you can improve your productivity. However at the end of the day you must determine what works for you. This will no doubt take some trial and error but you need to view this as an investment that will be rewarded in the future. If you know what your goals are then determining a strategy to get there is much easier.

I take this opportunity to thank you for investing the time in what I have laid out here over these three articles. I would like to thank Wayne Small for providing me the opportunity to write something here on his blog. I hope that it was worthwhile and if you have any feedback, comments or questions on what I have talked about here please add them as comments on this post so everyone can benefit. You can also contact me directly via director@ciaops.com. You’ll find information about myself and my business at www.ciaops.com.

Productivity Part 2

Here is a copy of the second of three guest posts that I’m doing for Wayne Small over at www.sbsfaq.com on productivity. You’ll find Part 1 there also.

Many of the concepts developed here come from my upcoming book on productivity – Being busy is just an excuse.

In the last post I covered how there are three major tasks that you need to examine when seeking to improve your productivity. Firstly, you need an idea of where you currently stand. I covered this in the last part when I recommended that the best solution was to track exactly how your are spending your time. Next, you need an idea of how you are going to get to your destination and finally you need to know your final destination. In this second article I’ll look at determining where you want your productivity to take you, that is, your destination.

If you were financially independent and didn’t need to work what would you do? What would fill all the time you currently spend working? When I ask that question of people many can’t answer it because they have been so busy working they haven’t even considered what they are working for. They have fallen into the trap of simply working for works sake. Likewise, when you ask people what excites them you typically get answers that are far removed from what they are doing or have done recently. This divide between desire and reality promotes frustration and stress. If you want your situation to be different from the way it is now, you are the only one that is going to make it happen.

Let’s say that you want to aim to work only 40 hours a week and leave the office by 5pm every day. That’s your goal, now you need to start working backwards to achieve that. You need to be ruthless in many ways and cull the items in your agenda which don’t allow you to achieve your goal. Likewise, you need to examine the other things you do and determine whether they can be done more efficiently. Given that you already have a detailed report of where you spend your time each week (from part 1 of this series) you should be able to determine whether you can achieve your goal. Remember it is all a matter of priorities, If you want to finish by 5pm then you need to be disciplined and stick to this goal.

Many people say that they can’t leave at 5pm because everyone else is still there in the office slaving away. My response to that is simple. What do you get typically paid for? How you do your work – or the end result? Most good bosses don’t really care how you get your job done as long as you get it done. If you can do it more efficiently than others why shouldn’t you reap the benefits? It is a sad state of affairs when we measure an employee’s worth by how late they stay in the office. Who knows how much time those other employees in your office have wasted during ‘normal business hours’. If they have been fiddling on Facebook while you have been productive why should you feel guilty leaving at 5pm? Don’t let them dictate how you spend your time. They are just jealous that you are getting things done.

Now, just because you have created extra time in your schedule by removing bad an inefficient practices doesn’t mean that good and efficient ones are going to take their place. As I said earlier, if you didn’t have to work what would you do? What would you fill your time doing? I’m sure that most people can fill those initial hours with stuff that excites them but what about after that? Don’t you want to have more free time for the rest of your life? You need to look at how you are going to spend the free time you generate now and forever, not just for the next few weeks.

As I said in my earlier post, there is no doubt that you won’t be able to do everything you want to at the office if you plan to work 40 hours a week and leave by 5pm. However, you should certainly be able to do everything that you “should” be doing with some time left for some things that you would “like” to do. This will typically come at the expense of things that you “should not” be doing, but why the hell are you doing stuff that you “shouldn’t” be doing I ask you? Here’s the key, it is all around priorities, for remember, once you allocate your time you can’t recover what’s been spent.

So now with your current situation and your destination in hand all you need now is a plan to get from one to the other. That’s what I’ll cover in my final part which will give you some techniques to help you improve your productivity and give you more time so you can meet your goals and be able to do more of the things that excite you.

As always if you have any feedback, comments or questions on what I have talked about here please add them as comments on this post so everyone can benefit. You can also contact Robert direct via director@ciaops.com. You’ll find information about myself and my business at www.ciaops.com.