Don’t let the internet kill your productivity

The Problem: Getting sidetracked by checking email or your favorite websites.

The Solution: When it’s time to get some serious work done, take some deep breaths, give yourself a big hug and…disconnect from the internet. If possible, unplug your router or your ethernet cord and put them in another room so you have to stand up and do something physically to get back online.

How it works: You’re putting an obstacle between yourself and distraction. When distractions can’t “sneak up on you” you feel more in control of your work. Later, when you do waste a little time online, you’ll actually enjoy it MORE because it was a choice.

Unplug and be free!

Topics: All Productivity Tips, Block out Interruptions, Stop Distracting Yourself 2 Comments »

Who’s guarding your Inbox?

Who is guarding your email?

Have you ever been hard at work, noticed that someone sent you a message on Facebook and headed over to check it out? If you’re like me, you might reply, surf around a bit and next thing you know it’s lunchtime. And there’s a little voice in your head saying, “crap. I just wasted an hour!”.

With your phone, it’s easier to turn off your ringer than hear phone calls, see who they’re from and ignore them. Good email filters are like turning off your phone. They can be strong for you when you would be weak. Email filters are bodyguards for your attention.

Important, urgent or actionable email should land in your inbox. For everything else there are just 2 possibilities:

Put ‘em somewhere else (archive, put it in folders, whatever works for you.)

  • Receipts: Amazon, Paypal, Netflix, etc. Filter by subject or from address
  • Social Media notifications. Facebook, Twitter, MySpace, etc. “Bob is following you” or “Bob replied to your message”…
  • Email discussion lists that aren’t a Top-Priority. Check ‘em out later.
  • Vacation auto-responders from other folks. Filter: (”we will reply” OR “has been received” OR “your inquiry” OR “will contact you” OR “will reply to you” OR “auto response” OR “for your interest” OR “for your message” OR “your enquiry” OR “out of office”)

Delete ‘em

  • If you have friends who forward you “funnies” (that you don’t want) but also real email (you do want), create a filter for email FROM them that ALSO includes another recipient on their list.
  • Mail from old accounts, services or organizations (eg. schools, old jobs, professional orgs) you don’t want to hear from. Some services offer a one-click unsubscribe, but others force you to log in, or contact them. In that case just add a filter and move on. Examples: (sales@dnforum.com OR marketplace-messages@amazon.com OR news@email.aircanada.com OR specials@ OR @futureshop.com OR DeltaAirLines@delta.com OR noreply@vbulletin.com)
  • Emails in other languages. I don’t know anyone who would email me in Japanese, for example. Filter: (秘 OR 密 OR 基 OR 地 OR を OR 作)

Other tips & tricks:

  • If you want to see email from your contacts before looking at new mail, some email clients will let you filter based on whether or not the sender is in your address book. Tip from Leo Notenboom, Taming Email
  • If you’re worried you’ll miss an important message when you’re working or away from email, check out Jared Goralnick’s service AwayFind.
  • Gmail users can create unlimited addresses with this format, for easier filtering and tracking how companies use your address: you+othertext@gmail.com

Any favorite email tips or tricks to add?

Topics: Block out Interruptions, Stop Distracting Yourself, Uncategorized 2 Comments »

The Checklist

The Problem: When you’re finally getting things done, the last thing you need is to be interrupted.

The Trick: Create a list of the ways you typically get interrupted. Examples might be a phone ringing or someone sending you an instant message. When you’re trying to focus, go through the list turning off anything that could distract you.

The Secret: Avoiding distractions is easier than ignoring them when they happen.

How it works: When the phone rings it’s hard not to look at who’s calling. That often changes your focus to who’s calling, why they might be calling and whether or not you should answer the phone.

If the phone can’t ring, it can’t distract you. Later when you’re finished working, turn on the ringer and check for messages.

Topics: All Productivity Tips, Block out Interruptions 11 Comments »