
Image courtesy of Stuart Miles/ FreeDigitalPhotos.net
This is Week 26 of a Year of Living Productively
This week I tested Deven’s modification of one of Mark Forster’s Autofocus approaches that I called Focus & Relief. I worked from two lists–a Focus list with urgent and deadlined tasks and a Relief list for everything else. Up to three Relief tasks could also be moved to the Focus list. Scroll to the bottom of last week’s post for details.
How Focus & Relief Saved My Sanity This Week
- Gave me a true focus list. When I tried the original Autofocus approach, I had to hunt through an enormous list to find urgent or deadlined tasks. I really liked having all these tasks on their own list plus three more tasks that I just wanted to get to–and no more. I tend to overdo it on the “want to get to” tasks being added to my focus list. Both lists were short which empowered me to get more done. This advantage likely wouldn’t be present the longer I worked the system.
- Helped me accomplish non-deadlined tasks. Just the fact that these tasks were on a separate list motivated me to do them. It may be a language thing (calling these tasks “relief tasks”), but I also felt free to work on them whereas I haven’t before. I felt I should be doing urgent work or recreating and little in-between.
- Gave me an alternate reward for work. When I used Autofocus originally, I included absolutely everything I wanted to do–even fun, frivolous things. I realized partway into the week that I could do this again, including them on the Relief list. I found that the system rewarded my work with tasks rather than time as the Pomodoro did. Jacq, a blog reader and friend, calls this a “task sandwich” and it was very effective. Finally, I really enjoyed the Autofocus approach of crossing off and rewriting tasks that I had worked on but hadn’t completed. This functioned as a reward as well.
How Focus & Relief Made Me Crazy This Week
- Resisted starting with the Relief list. I understand the idea that we can get so stuck on urgent and deadlined tasks that we never get around to the not urgent, but important tasks. But feeling forced to start with that list didn’t work for me. Part of that is because I had urgent things to do that had to be addressed first thing and part of that is because I have already experienced the value of Eat That Frog. If the Relief list is used to record recreational tasks, there shouldn’t have to be a requirement to use it to be effective.
- Resisted the other rules, too. After writing down the focus tasks and relief tasks, I usually knew what I wanted to do and did it. At other times, I just wanted to scan the list in any order to decide what I wanted to do. As before, I both liked the paper list and didn’t like it. It’s very satisfying to cross off tasks and see the list shrink, but I hated carrying it around. I did like the approach I chose for listing tasks, however. I used the front of a notebook for Focus tasks and the back for Relief tasks.
- Difficult to identify the 3 Relief tasks on the Focus list. I didn’t use any kind of notation for the three non-urgent tasks I chose, so after I had completed a number of tasks, I honestly couldn’t remember what they were. I didn’t know if I could choose more or not, so I just didn’t worry about it. I found myself as happy to work on the substantive tasks in the Relief list as any other anyway.
Did Focus & Relief Help Me Get Things Done?
Yes, and I enjoyed it. I am starting to think that rewarding myself with a task could be even more effective than rewarding myself with time–maybe because the time feels too restrictive? I have serious concerns about using this method on paper long-term, however. I can see how it could become unwieldy over time. It would necessitate the use of stars and rules that I’m not wild about using.
**UPDATE**
I don’t use any type of long task list anymore. I now find it rewarding to work ahead and get tasks done before their scheduled time. I also enjoy the free time I have over lunch hour and after 8 p.m. That’s what I was missing before.
The Productivity Approach I’ll Be Using for Week 27
This week I’ll be testing the Accountability Chart from Sparring Mind. The day is broken up into 90-minute work periods followed by 15-minute breaks. You write down what you accomplish during each 90-minute block.
The concept. Research of masters of music suggests that those who practice for 90 minutes and then rest for 15-20 minutes achieve the most in terms of skill building. The idea is similar to Pomodoros, but allows for longer periods of work.
Research also suggests that dieters who record what they eat lose the most weight. Combining these two approaches should theoretically help us get more done. Either that or I will lose weight and be playing piano better by next week.
If you’d like to join me this week, here’s what you do. Read Sparring Mind’s article on productivity and watch the 3-minute video if you’d like. It’s one of those cool white board animations. Choose a method of timing your work and rest breaks and have something ready (notebook, white board, smart phone) to record what you accomplish during each period.
To see how I did with an accountability chart, click here.
If you’ve tried Deven’s Focus & Relief method to increase your productivity, please comment. I will no longer be including polls.
Here are the links to the productivity hacks I’ve tried so far:
Week 16: David Seah’s 7:15AM Ritual
Week 17: Another Simple and Effective Method
Week 18: Daily/Weekly/Monthly To-Do List
Week 19: Ultimate Time Management System
Week 25: Make it Happen in 10 Minutes
Hi Mel
Firstly, “recreational tasks” is an oxymoron! LOL! That’s probably what threw you off. The relief tasks are still work that you need to do but carry much less resistance. When you’re taking an actual break, you’re not working. That’s point of breaks. They refresh your mind. Your work list won’t get out of hand as quickly if you leave off the recreational activities and rest time. This is another reason I don’t like strict rules. If I feel as though I need a break, I take one. I don’t mask it by calling it “recreational tasks” because there’s no such thing. Sometimes working on something with high resistance for 20 minutes can be more mentally fatiguing than spending 6 hours working on something with a lot less stress or resistance. There’s no shame in taking a break when you need one.
I still took breaks. No worries there. I can’t sort tasks by resistance because that constantly changes for me. I tried it once. Regardless I liked having a list of focus and other tasks instead of one big list.
Hi Mel
For me,they aren’t sorted by resistance. I just choose the day’s MITs. Some MITs don’t create much resistance at all. When they do create resistance, I choose relief tasks to rest my mind and relieve the stress. I simply call them relief tasks. They are tasks that are easier to do but are worthy work. I might even use a low resistance MIT as a relief task. I usually do more tasks than the chosen MITs. I simply choose MITs to have focus and to make sure the important work is current. Devon’s system has all those rules and such. I just want to keep current and make sure that I’m staying on top of my most important work. That’s all. I need them in my face to remind me what they are and to give me focus. If I don’t have a focus, who knows what I’d choose to do? LOL!
I think we probably are using pretty similar approaches. I often take breaks to do tasks that are easier, even though at one time they might have had high resistance.
I’m with Vickie. What I do with the task sandwiches is (usually) pick a book that I’m currently reading – one that I really *want* to read, not some kind of War and Peace tome that I think I should have read. And use that as my relief for that day. After about 3-4 hours of going back and forth, a task/chapter at a time, eventually I realize it’s time, my work is done for the day and just read the whole book to the end. Now that’s *my* relief, YMMV. 😛
I think I could use a method like this in a workplace if I was in a procrastinating type of mode or anytime, since it’s kind of what I do naturally. Get up, go for a coffee and think about what I’m trying to do here.
What I wonder about is losing the spontaneity of life sometimes. Like today, the little guy and I went to Wally’s world and out walking/swimming the dog together. These things are tasks??? Really? Let me check off my list “laugh so hard my stomach hurts.” Ain’t gonna happen. But those are the moments memories are made of. (I know you’re not that anal, but I wonder if there isn’t some kind of system out there that tries to capture and replicate *feelings* like that.)
Very good point. I like spontaneity in recreation too. But sometimes putting “play ping ping with boys” as a relief task helps me to see it as a reward and not an obligation. There has to be a balance in there somewhere for me.
Hi Mel
AHA! NOW I understand why you might call some recreation as a “relief task.” You’re using the word task (a unit of work) to also mean an act of obligation. I can sympathize with you there. With 6 kids who all want quality time with you, I totally understand how it can sometimes feel like an obligation. You’ve written about obligations before. I suppose I can understand how you could interpret an obligation to feel like a unit of work! Playing a game with one of your kids when you’re in the mood to do some scrap booking but don’t want to mop the floors right now would feel like a “relief” in comparison.
You’re a saint compared to me. Sometimes I feel put out having to allow the dog to relieve herslef! LOL! I can’t even imagine attempting to meet the needs of so many human beings who depend on you for the quality of their life and the guidance and formation of their character which their future will depend on! WOW!
I would advise you to watch a couple week’s worth of footage of my real life before you pronounce me a saint in comparison. 🙂 It is a challenge sometimes for sure, but overall a blessing. I can get caught up in doing things for hours, so it’s good that I have all my little interrupters. For me, just having these things on a list gives me more of a feeling of choice. My biggest struggle is feeling like there are so many things I “should” be doing. Even my recreational tasks feel like shoulds. My family makes sure that I take lots of spontaneous breaks. I suspect I have an underlying desire for perfect control. That gets me uptight because, of course, I’ll never have it. If I did have it, I would probably hate it!
Hi Mel
All conscientious people feel like there’s so much that they should be doing. I suppose it’s the trade-off we must endure versus not giving enough of a damn.
My stance of you still remains. After all, every saint was also a “flawed” human being. Your virtues are not tainted nor lessened by having less than ideal human moments. LOL! (I’d hazard a guess that all saints were perpetually tortured by their conscientiousness.)
p.s.
We all try to have enough control to manage our lives. It’s sensible! LOL!
I think you’re conscientious because you value being a good human being and a good Christian. You value your impact on others. Uh, if that isn’t exactly attaining sainthood, it’s sharing their mindset. Like it or not, I admire you. LOL!
I look forward to reading how recording 90 minute blocks of time works for you. I think I may have already mentioned to you that at home on the weekends when my work isn’t centered around the computer that I still try to work in 90 minute segments with 20 minute breaks, but trying to track how I spent that 90 minutes doesn’t happen.
I expect it to be hard for me Robbie, but a good exercise. I’m looking forward to it!
Hey, Jacq!
Good to see you again! At least for me, I only need these workarounds when I’m trying to get boring and/or tedious work that doesn’t interest me out of the way. I might be able to hold my nose and burn out a couple of gaskets doing it all in one stretch, but why should I do that to myself if I don’t have to? “Just a spoonful of sugar helps the medicine go down in a most delightful way!” LOL!
There are lots of people who don’t even bother to keep to a standard in a responsible manner. If rotating high anxiety provoking work (because I really, I mean really don’t like doing it) with easier worthy work and taking breaks when I feel the need isn’t on par with all the theoretical productivity protocols, then so be it. I’m getting the stuff done in a timely manner on my own watch. Besides, I’ve figured out long ago, when I’m up against doing this kind of work, I ultimately get more done when I’m mindful of the effects of potential burnout! LOL! Trust me. We aren’t alone with these challenges and workarounds. On the job it was much easier to work straight through because I was earning a salary. Since I’m not earning a salary, I’m simply maintaining my life, what the hell does it matter how I get it done, yeah? BTW, I love that you call it a task sandwich! LOL! I call it getting the crap over with while trying to maintain my sanity. LOL!
It sounds as though Sparky is living the good life!
p.s.
Hey, Jacq.
I don’t think any work system factors that in but luckily it does happen. When you’re working with people you like you can be up to your eyeballs in stress but there’s always a few laughs to help make the work go better. I think the laughter helps diffuse the pressure of a huge amount of important work. I’ve quit a few jobs because I didn’t enjoy the atmosphere. People don’t get that if you are doing lousy work but are enjoying your co-workers, you can get much more done and get it done faster. My sister used to say that she could do any work if she had good music playing. I used to say that I could do any work if I had good company. If I were fit to work, I’d probably enjoy working with you. You’re intelligent, have integrity, charming and you have a razor sharp sense of humor.
“My mother taught me a value — rigid discipline. My father didn’t earn enough, and my mother took care of the money and the family, and she had no time for lightness. She always saw the glass a third full. She taught me to work and not to waste time.” – Woody Allen
http://www.esquire.com/features/what-ive-learned/woody-allen-0913
90 minute focus sessions followed by 15 minute breaks… really? This author does not struggle with procrastination or is prone to Scanner (see B. Sher) tendencies.
I’d wager big money that anyone sticking to these types of plans were nurtured this way – regardless what the “evidence” suggests.
IMHO, a much more helpful, albeit silly, options is this: http://alturl.com/euwi6
(cross posted at Forster’s site)
I’ve seen that video before. I think you were the one who linked it on the forum. Very funny.
I don’t think the music practice experience translates well to our work. I’m not working on one thing for 90-minute periods all day long. I’m changing my tasks which makes it much less onerous. But I’ll let you know how it goes. The truth is that every productivity hack requires *some* self-discipline.
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I have clients that STRUGGLE with pulling themselves away from their work. My hunch is that time-boxing works for these folks. For the rest of us, I think any of the following could work:
* Forster’s “little and often”
* B. Sher’s barn-raising & support
* Some variation of Stickk’s commitment contracts
* Godin/Ziglar’s suggestion to choose 4-5 goals, and journal what you did (or didn’t do) each day towards accomplishing the goal.
Avrum, definitely a different issue. I suspect those folks aren’t spending a lot of time reading about productivity. The right combination of tricks will vary as I’m learning. 🙂
Melanie,
Thanks for trying AF2NDP5. Can we continue this discussion on Mark’s blog? I’d love to improve the system further!
http://markforster.squarespace.com/forum/post/2168511#post2181661
Deven
I would be glad to, Deven. Thank you so much for encouraging me to test it.