during the breaks , satisfying that nagging sense of things you need to do around the house . You can use a timer app such as Pomodoro on your smartphone or computer and / or a time logging app to keep track of your various activities during the day ( eg : Rescue Time , Lazy Cure ) so you can review at where you actually spent your time .
Batch tasks This is the process of grouping similar small tasks together and then blocking a specific period of time in your calendar to complete these tasks in a single batch . This allows you to have larger blocks of times to fully focus on your key tasks and then a shorter , concentrated block of time for attending to a range of small and similar tasks . Use this ‘ batch time ’ for activities such as processing emails , returning phone calls , writing up invoices , paying your bills , check in with social media etc . I use the term Strategic Reserve Time ( SRT ) for these batch times — it ’ s time set aside in advance to deal with a range of smaller issues that will always ‘ pop up ’ during a typical workday .
Single Focus The research proves that multitasking does not work . Trying to do this can decrease your productivity by as much as 25 or 40 or 100 per cent , depending on the complexity of what you ’ re doing . It ’ s better to ‘ single task ’ by working on just one thing at a time . One of the biggest drivers of multi-tasking is interruptions from email , phone and / or visitors . Hopefully , working remotely should eliminate visitor interruptions . So , turn off all email and social media alerts and schedule a few times during the day to check these . I call these strategic reserve times ( SRT )— time set aside specifically to deal with the unexpected ‘ stuff ’ that crops up every day . You can use these dedicated times as an incentive and / or reward for staying focussed and getting some of your important work done and finished .
Take breaks It ’ s important to step away from your desk between tasks . This will improve your productivity and reduce your chances of making mistakes in your work . Use these breaks to stretch your legs , grab a drink , check the letter box , do a quick domestic chore etc .
Create a dedicated area for work activities It ’ s very hard to be fully focussed on work activities in your everyday home environment . That ’ s why it ’ s important to create an area dedicated to your work activities . A specific room where you can close the door works best but maybe you can find a little nook or corner of a room for this . It helps you make the mental switch between work and non-work activities . Set up your work space using Triage Zones where your A zone ( within arm ’ s reach ) is for items you use all the time ( eg : keyboard , mouse , notepad , pens ); the B zone is where you have to stretch to use less frequently used items ( stapler , sticky tape , phone etc ) and the C Zone is where you have to move from your seat to reach items such as filing cabinet , book shelf etc .
Use a halogen desk lamp Good lighting is as important as a comfortable chair so use a halogen lamp on your desk to create a lighted area that helps to relieve eye strain and generally make it easier to focus . Lighting designers recommend we rely on two light sources — overhead , indirect lighting to generally brighten up a room and ‘ task lighting ’ for a small direct light source that can be focused on the paper you ’ re reading or some other task at hand . Fluorescent and other options are fine for general illumination , but halogen bulbs are better for detail work , because halogen renders colours with greater clarity than other types of lighting .
Use a second screen A second screen or monitor ( or split a large screen , using windows icon + left arrow ) will make you at least 20 % more productive . My colleague Pete Cook suggests using your main computer for ‘ production ’ tasks to do with your work and a separate computer , tablet or phone for ‘ consumption ’ activities like viewing social media , video etc . In addition , using headphones will help to increase focus and block out background noise . If you do listen to background music , some say the Baroque period is best for enhancing concentration . It generally travels at 50 to 80 beats per minute , which helps create a strong mental environment for focus and studying .
Have a shutdown routine It ’ s important to be able to separate your work activities from your personal life , to disengage and reenergise . Modern technology makes it difficult to ‘ switch off ’ when leaving the workplace and now it ’ s even harder if you ’ re working from home . That ’ s why it ’ s critical to have some sort of end of day shutdown routine or ritual and make the distinct mental shift from work to home . An important step is the powerful symbolic gesture of shutting down your computer . This helps you make the psychological switch from work mode to home life .
www . steuartsnooks . com . au
THE EXPERT
Steuart Snooks is an email and workplace productivity expert who works with busy professionals to help them get control of all their emails . He has developed a series of workshops , presentations , webinars , coaching and resources that outline the best practice skills for mastering your email .
Issue 2 2020 | Chief of Staff 63