Recently a friend asked for advice on staying focused and organized while working from home. I’ve been doing that for several months now and have some practices that work well for me. If you work from home, or if you work for yourself and find it hard to stay motivated, or if you suffer from monkey mind/lack of focus, perhaps some of these things will help.
A caveat. I like to joke that every parenting book should contain the words “My Kid” somewhere in the title.
What to Expect When You’re Expecting… My Kid.
Parenting My Kid with Love and Logic.
What works for one person doesn’t work for another, and this list is not one size fits all. That said… this stuff works for me and maybe it will for you too.
I also accidentally stood someone up on a phone call this morning. So clearly I have room for improvement.
It starts with a comprehensive to-do list. The to-do list is the backbone of getting stuff done. Notice I say “a” to-do list. If you’re using your email as an adjunct to-do list, you’re bound to miss stuff. (Plus you’re forever combing through your inbox, leading to distraction and inefficiency.) Get all of your items into one place. I use Things from Cultured Code and it’s simple and clean and functional and let you organize by project. But there are probably shinier new tools out there. And a paper to-do list gets the job done fine too.
But the to-do list is useless by itself. To-do items must connect with your calendar or they will sit on that list, stubborn, refusing to budge, forever. So each evening I look at the next day’s scheduled items in Google Calendar, then I look at the to-do items I want/need to tackle, and I merge them into a single written document. I use a small sheet of paper—the size of a grocery list, something I can carry in my pocket or purse so I don’t need to have my phone or laptop handy—and write out an agenda. For each block of time I will list an appointment or a task.
Think in terms of 90-minute blocks. I recently heard a podcast lifting up 90 minutes as the magic unit of time in terms of productivity. That’s about how long we can focus on a task without needing a hard reset. Since then I’ve been trying to think in these terms. I used to covet 3-4 hour blocks for writing, and I’d smoosh the rest of my life together to give myself those long expanses of time. I no longer do that. If I have the luxury of 3-4 hours, I still break it up into 90 minute chunks.
Break your time blocks into Pomodoros. Sometimes 90 minutes is too long to focus on one thing without getting distracted. The task is hard or unpleasant, or you feel scattered in your thinking. I love the Pomodoro Technique, in which you work for X amount of time and reward yourself with a short break. I like 12 minutes of work, 3 minutes of break. Pomodoros trick your brain by breaking a large scary task into small pieces. You can do anything for 12 minutes, can’t you? And I often find by the fourth or fifth Pomodoro I’m so immersed in the task, I bag the break when it comes.
And yes, there’s an app for that.
Celebrate what you accomplished–specifically. I like the sheet of paper for the feeling of crossing stuff off. But sometimes interruptions rule the day, or your energy takes you in a different direction than you’d planned, and it’s discouraging to look at the day’s agenda and see how many things did NOT get crossed off. To combat that discouraging feeling, at the end of the day I will turn that piece of paper over and make a list of things I DID do, even if they were things I hadn’t planned to do. (I think there’s a spiritual practice in there somewhere—one side, your best intentions; on the other side, the reality. Then you recycle the piece of paper and start anew.)
Think energy management as much as time management. This is an idea I got from Dan Blank. You only have so much control over your time. But you have more control over what you give your energy to (although that too is often dependent on other people). And when you’re energized by certain kinds of tasks, you can pursue them all day without feeling as drained–giving you some fuel in the tank for stuff you aren’t as jazzed about. For example, today I was meeting with several moving companies. I knew that process would drain me (in addition to taking time) so I decided to keep the rest of my goals modest. So instead of tackling that article I needed to write from scratch, I decided to do some editing instead. I’ll tackle the article another time. And I know it won’t fall through the cracks because I:
Do a weekly review and schedule blocks. Because I do both freelance writing and author-based projects, it has helped me to take 20 minutes every Friday to look at the following week’s appointments and to-do items. Then I will designate certain days as “freelance days” and others as writing/speaking work days. Do they often bleed into one another? Do I find myself swapping and adjusting? All the time. But even if your intentions get shot to pieces, I find this weekly big-picture time to be essential.
Answer yesterday’s email today. I know lots of people who claim to check email just once or twice a day. Frankly I think they’re lying. Or they have way more self-control than I do. I haven’t been able to kick the habit of checking email frequently, and honestly, I’m tired of expending the will power necessary to try and pull it off; it can be put to better use, like keeping me away from the canned frosting aisle of the grocery store. Instead, I check email at idle moments throughout the day and answer truly urgent ones then and there. Everything else gets a response the next day. I answer them all at once, which is more efficient than working in dribs and drabs all day long.
I can hear the protests from here. Yes, you are so very indispensable, or your industry is so fast-paced that it would never, ever work. OK fine. But some of you can do this. And believe it or not, you can train people to expect an answer the next business day. If it really can’t wait, they can use that old-fangled thing called the phone.
Put together an ad hoc staff. One of the hard things about working for yourself is the lack of accountability. Especially as writers. Nobody’s clamoring for that article I want to pitch to a magazine (though I hope they’ll love it once I do!). So find a writing group, or a bunch of fellow entrepreneurs, or whatever you need for your situation, and set up some accountability measures. I’ve got a small group of writers and we share weekly goals on Facebook. It’s just enough structure so I feel like I’m not out there all by myself.
Well, there you have it. My best wisdom (largely gleaned from others) that helps me get stuff done. What helps you? Would love to hear.