Tag Archives | time
Pomodoro Kitchen Timer for Action Logging

Start Your Timers!

Pomodoro Kitchen Timer for Action Logging

Image by AndyRobertsPhotos via Flickr

Pomodoro technique until recently. I am was familiar with speed bursts and energy levels, but was surprised to know that there existed this whole school of thought and a plethora of online and mobile apps to support its usage. You learn something new every day! And if you don’t you are probably dead (that was my addition.)I have been ever so thankful to have unearthed this gem for sure! Here is a brief over view from http://www.pomodorotechnique.com/

What is it?

The Pomodoro Technique™ is a way to get the most out of time management. Turn time into a valuable ally to accomplish what we want to do and chart continuous improvement in the way we do it.

Francesco Cirillo created the Pomodoro Technique™ in 1992. It is now practiced by professional teams and individuals around the world.

How does it work?

The basic unit of work in the Pomodoro Technique™ can be split in five simple steps:

  1. Choose a task to be accomplished
  2. Set the Pomodoro to 25 minutes (the Pomodoro is the timer)
  3. Work on the task until the Pomodoro rings, then put a check on your sheet of paper
  4. Take a short break (5 minutes is OK)
  5. Every 4 Pomodoros take a longer break

For a more in depth discussion, you can download the PDF version of The Pomodoro Technique eBook or view the Pomodoro Cheat Sheet.

Since I tend to work and organize my tasks electronically, I use this technique in an electronic format. You can too! Instead of tracking my activities on a worksheet, I use my task list in Outlook and mark them complete as I go along. I use an electronic timer (I have been trying out some of the ones listed below,) but many varieties exist. You can use a web version, download a desktop version or find an app for your mobile phone…. use whatever works for you. I am finding myself competing against own productivity to see just how many segments I can complete and how much I can get done in 25 minutes!

Some resources to check out:

ChromoDoro – Google Chrome toolbar add-in -https://chrome.google.com/extensions/detail/edhkjecdcakijjmlelnjjiohjmlaikhb?hl=en-US

FocusBooster – Browser & desktop versions –  http://www.focusboosterapp.com/

OnlineClock.net – Online timers – http://onlineclock.net/about/

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hourglass_cropped

Tackle the time Wasters!

hourglass_cropped

Image by openDemocracy via Flickr

Simple Steps

Weekly challenge: Tackle the time wasters!

Identify 5 time wasters that eat up your time, your focus or your energy.

Then choose one item to reduce or eliminate. (I know you’re ambitious, but making one change at a time yields the highest rate of success. You can build on that later.)

Care to share? What are your time wasters and which are you tackling this week?

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Time

Important Question: How Much Time am I Willing to Spend on This?

“There’s a very positive relationship between people’s ability to accomplish any task and the time they’re willing to spend on it.” –  Joyce Brothers

 

Time

Image by alancleaver_2000 via Flickr

Before you start any new task, ask yourself, “How much time am I willing to spend on this?” If you are in a leadership role, the question might be, “How much of my team’s or company’s time am I willing to devote to this task?”

The answer actually answers two very basic questions:

The simple question

How much time will I set aside for this task? Set your timer or schedule this in your day and get going.

 The underlying question

How important is this task

to my career, my life, my business or my goals? Generally the more time you’re willing to devote to any task or project, the more important you feel it is to you.

So, perhaps the more interesting question is, “Should I be doing this at all?”

Question everything, move forward, enjoy the journey.

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How to Use Focus to Improve Productivity and Results

Focus = Improved productivity, faster progress, efficient time management & better results

Watch today’s Productive Life Minute

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scales

Are You Getting a Marginal Return on Your Time and Effort?

balance scale

Are you getting more than a MRTE (Marginal Return on Time & Effort?)

Is it better to be a perfectionist or just do enough to get by? Obviously the answer is neither. I think the answer is very simple: when the additional time or effort you invest exceeds the output gained, stop working on it. That is the point of “good enough.” Maybe you could change a few words, make a few tweaks, whatever the fine points are, but it is not a productive or efficient use of your time and/or effort.

Another way of looking at this is to make it a rule that you should stop working on any project or task when the extra input invested gives less output than doing a comparable task.

Some examples:

  • See what the difference is when you spend 2 hours writing an article or 2.5 hours. Are you adding to content and readability or just changing a few words for aesthetics? Does the extra time really improve your result or is there another article that is waiting to be written?
  • What happens if you only spend 45 minutes checking email instead of 60 minutes?  Does your effectiveness decrease?
  • Does that extra hour spent scrubbing the kitchen tile really make a drastic difference when compared to the 15 minutes it takes to mop the floor? Could you better spend that extra time in another area or on something more readily visible like cleaning the front door or entryway (which might have more impact?)

The project or application does not really matter; the general idea is just to determine if spending more time on something is going to get you enough return to be worth the investment. There will be certain exceptions; there always are. You have to have standards, but just make sure your standards aren’t so high that they are costing you lost opportunities in other areas or on other projects. It’s all about valuing your time!

Question everything, move forward, enjoy the journey.

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Energy graphic

Use Your Energy Cycle to be More Productive, Successful and Happy?

Each of us has our own individual energy and focus “pattern” that cycles throughout the day. These cycles actually occur weekly, seasonally and yearly, but for now let’s concentrate on the daily “cycle.” Our energy follows a kind of ebb and flow pattern with a consistency that is startling.

The key here is to:

Understand that each person is different.

Be aware of what your pattern is.

Accept that this is not something that can be easily changed.

Learn to use your energy cycle as a tool to increase your productivity and enjoyment both at work and at home.

It’s a very simple shift actually. Zero cost, minimal time to implement and very effective. The best kind of solution.

First, can you answer the following questions?

  • What time of day are you most focused?
  • When do you have the highest energy?
  • When do you struggle to concentrate on the words in front of you or the person who is talking to you?
  • Does your mind wander at certain times of the day?
  • Are there certain periods in the day when you feel more social and others when you would prefer to be left alone?

You probably already know the answer to these questions, but if not simply observe your workflow and how you feel for a day or two and it will be very clear.

Next, whenever possible schedule work, tasks, meetings or family activities when they are the best fit. Try to shift current habits or commitments to fit into better time periods as well. Sometimes you have no choice due to employer constraints, family schedules or plain logistics. But wherever you can implement this strategy you will see an immediate increase in productivity and a decrease in stress.

I’ll use myself as an example. I love to be the “guinea pig” to try out new solutions.

When I started working for myself full-time, I was thrilled that I would get to set my own schedule and complete work when I wanted to. I got out a blank weekly calendar and created the “perfect” time map for how I was going to spend my work and family time. I scheduled time to write every day, blocks for calls, email, social media, project days, etc. (Yes, it’s a bit overboard, but I’m a planning addict, I can’t help myself.)

After the first few weeks I started wondering why I didn’t seem to be getting much done and I was stressed much of the time. I had done everything right. I planned my week. I used time blocks. I had my tasks and project lists. I eliminated distractions (if you don’t count the snoring dogs.) I even took breaks!

I was meeting my deadlines and getting work done, but it seemed like a struggle much of the time. I didn’t feel as though I was using my time and effort effectively and I was constantly frustrated.  I’m supposed to be an expert in this productivity game. If I can’t be highly productive and happy, then how can I teach others to live this way?

It’s those darn rules again. They keep getting in the way; hurting when they’re supposed to be helping. I’m going to sound like a broken record here. Forget the rules, especially the self-imposed ones.

Who says you have to write first thing every morning? What if I wake up with too much on my mind and I am more creative after lunch?

Who says you have to read to your kids every night before bed?  What if my son and I are falling asleep at bed time and we prefer to read each morning before school?

I have discovered a few other personal energy and focus preferences:

I have found that in-person meetings are more productive for me late morning.

Phone calls are easier mid-morning.

Projects and writing that require calm and intense focus go more smoothly in the afternoon.

I can more easily absorb information either first thing in the morning or after dinner, so that is a good time for research, learning and reading.

I enjoy physical household chores or exercising at the beginning of my work day or at the end, but not when I first wake up, at lunch or in the evening.

If you were to draw my energy/focus pattern out it would resemble the following graphic:

 

Energy graphic

My Energy and Focus Cycle

Since I learned to use the cycles of my energy and focus to my advantage, my productivity has increased dramatically. I get more work done in a shorter period of time and more importantly, the work is of a higher quality. The same is true of my personal time and activities.

I invite you to use this simple strategy and see how much your productivity increases, your effectiveness improves, your goals seem more attainable and your work becomes more enjoyable.

I think you’ll find that you are happier as well, because you are learning to work with your energy, instead of against it.

*Bonus – You might need less coffee as well, because you won’t need to artificially boost your energy when you don’t have it.

If you need help, you know where to find me…

 

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Are You Really Busy? Or Just Fooling Yourself

Productivity without a purpose is just busyness disguised as importance.

How much of the constant repetitive work we do either at home or at the office is because of our need to keep busy and not because it actually needs to be done?

It may seem counterintuitive, but busyness is often a subtle form of procrastination that keeps us away from what we really need to be doing. We may look better to the outside, be revered even for our hectic schedule, but we are still wasting our time nonetheless.

Carefully examine those tasks you do each day, each week and make sure they’re truly a valuable use of your time.

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How to Do More with Less – Economy of Activity

Guest post contributed by Bob Watson.

Sometimes, we all go a little overboard.  For myself, this happened when I was first learning how to touch type, a skill that intrigued me greatly around 1994, when I was first discovering the wonders of the personal computer.

I was thirteen at the time, and thanks in no small part to my addictive personality; I went far overboard in my quest to learn this skill.  By “far overboard,” I mean to say that I had gone to the library and returned with no fewer than eleven books which all promised to teach me how to type faster than your average secretary, and three pieces of computer software with which to practice.  Thankfully for me, my library was pretty good about letting me borrow far too many items, and when I brought them home, I fixed myself on them, banging away at the keyboard until my fingers ached.  When I took breaks, I poured over techniques and studied diagrams, and I even hand crafted a device that covered the keyboard, blocking me from seeing the keys as I went.  I simply holed myself up in my room and practiced, intent on figuring it out, for reasons that I can no longer remember.

This went on for a period of two or three days, until finally I was able to score 75 words per minute on a touch typing test, at which point I returned the books and software to the library and promptly began bragging to all of my friends as to how smart and crafty I was that I had already learned how to touch type before even making it into high school.  It was hard work, and I firmly believe that anytime you do something as awesome as this in so short a time period, you should take the time to commend yourself.

I never practiced all that much throughout the following few semesters, since I had little desire to write my research papers using my computer unless absolutely necessary.  Just two years later, when I finally took a touch typing course in high school, as part of graduation requirements, I started out very haughty, knowing full well that I had already mastered this skill.  But then I came back with a benchmark score of 38 words per minute, much to my astonishment.

I had mastered this skill long ago, and thirty eight words per minute is nothing to be proud of, or at least, it wasn’t to me, even as a starting point.  Working and working on it, I managed to finish the course with a much more respectable 70 words per minute score on the final exam, which was a fine score, near the top of the class if not the number one score in the class, and yet throughout the whole time of working on it, I was never able to outscore my initial 75 from years previous.

Aside from reminding myself what an outrageously nerdy kid I was back in high school, this story always strikes me as being something very important for me to remember.  Buried within the story are some of the most important life lessons I can impart to anyone who, like me, is very interested in personal productivity and self-improvement.

What I learned most from this story was not that practice makes perfect – I had learned that lesson long ago – but rather, that it is so much better to do more with less, and to make certain to learn things over time.  When I first started to learn touch typing, the eleven books I read all basically said the same thing.  The three software programs I brought home each taught the same set of lessons in more or less the same order, the primary difference being whether Mario would break blocks and assault Bowser’s Castle, or whether Michael Jordan would make a basket with each successful keystroke.  Had I brought home just one book, or one software program, would I have done any better for myself?

Looking back on it now, knowing what I know, I think that I would have been much better off.  Instead of spending every waking moment reading about it, doing it, or fashioning elaborate (and quite useless) props to help me learn better, I took my time going through the course in high school, following a single book and using a single piece of software, which was, in fact, the updated version of one I had borrowed years previously from my local library.  I also, of course, had duties in my other classes, and at the time, I was working my very first job three nights a week after school.  I was, therefore, pressed into learning touch typing not in a crazy-hermit-in-his-bedroom style, but rather as a regular, non-obsessive youngster trying to pick up a skill.

To this day, I still fall into many of the same habits as I used to so long ago.  When I want to learn something or work on some skill that I wish to have, I still labor home from the library under the burden of numerous books by various authors, all of whom seem to promise the exact same thing (although nowadays my library is much less willing to allow me to borrow so many books from the same section).  I still invest in redundant software programs, audio CDs, or books of my own, or enroll in courses that only touch upon whatever subject I initially want to learn.  It is during this time that I sometimes have to sit back and remind myself of my debacle with touch typing.

The end of the story, at least so far as it stands today, is as follows.  After having taken this slow and steady approach to touch typing through high school, I noticed something marvelous.  Despite the fact that it was almost fifteen years since I first started that touch typing course, and I haven’t practiced all that much since, I can still do it.  An online typing test actually showed me typing at 80 words per minute now, with a 94% accuracy.

So for all of you personal development junkies like me out there, remember: sometimes less is more.  Take your time, and get through things at your own pace.  It would do you a world of good to approach self-help topics just like you do college classes, that is, five at a time over the course of months instead of one at a time over the course of weeks.

My new mantra is this: one book would suffice.  One piece of software would suffice.  Space out your learning over time, and you’ll actually learn a whole lot more than you will by reading ten books, cramming it all in over the course of a weekend, and slipping and sliding your way through everything you’d like to know.

Bob Watson is currently a mathematics and history teacher, working at a hospital with students with Emotional Disabilities.  He was, and remains wholly committed to self-improvement, particularly personal productivity, and created an online speed reading test to try to encourage interest in this with his students.

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No TV

My TV experiment: Successful Results

No TVIn the interests of full disclosure…It actually wasn’t an intentional experiment. I didn’t set out to give up TV, it just happened that way. Over the last month I was so busy with work responsibilities, wrapping up employment obligations, launching new career opportunities, dealing with life changes, transitions, and unexpected obstacles that I was forced to be very frugal with my time and energy.

Some things had to go. Since I have never been a big connoisseur of television, only a casual watcher at most, it wasn’t a big sacrifice for me to make. I chose to use that time instead to write, spend time with my family, read, (and sometimes work yes.)

My results – I found that without my weekly television shows and trying to catch up on my DVR episodes of my favorite programs I was able to accomplish so much more in far less time. This should not have come as a surprise.

Does that mean I’ll never watch television again? No. What it means is that if I want to accomplish more in my life, to get more done, to focus on those things that are truly important to me, then I need to make conscious decisions to minimize those activities that are not very important to me.

Those activities may be different for you. We each have activities that feed us, activities that drain us, things that make us laugh, things to help us de-stress and things that waste our time. For some it might not be television, it might be computer surfing, it might be social media, it might be gaming, it might be socializing and might even be doing useless work that doesn’t need to be done.

Whatever it is; to the extent that you can minimize the useless activities and wasted time in your life, you will find that there is a direct correlation in the increase of your productivity, your achievements, your forward progress, your satisfaction and a corresponding drop in stress and anxiety.

What can you experiment with?

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calendar space

Why White Space is Too Important to Ignore

calendar spaceAllow white-space in your calendar. I know that sounds blasphemous but really nothing substantial happens in a vacuum. Nothing new can be created unless there is room to allow for forward movement. Too much of anything, even good things are still too much.

Creating blocks of time in your calendar where absolutely nothing is planned contributes to a feeling of peace, the feeling that you have enough time. If you wait for everything to get done before you allow time for creativity, brainstorming and planning for the future, you’ll rarely, if ever, find it.

Instead, your schedule will quickly be filled up by the details of everyday demands as well as with the requests of others. It seems everyone wants and gets a piece of your time. Everyone, that is, except you.

Do yourself and your business a favor, leave some white space on your calendar. You may be surprised at how productive this time might be.

 

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