Thought I would share this video recorded pitch I made for a lecture series on a topic of How to achieve more personal impact and fulfillment. Enjoy.
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Focus is important when you are trying to get something done. We can easily get distracted. How do we maintain focus? How do we reset our focus on target once we lose it?
I find my focus and my happiness are closely linked because I track these nightly as an exercise in noting and journaling. If you have smart goals and you are goal-oriented, you might notice the same. If you are not focused on the tasks that need to be accomplished toward your goals, it almost hurts.
Indistractable author Nir Eyal wrote that time management is closely tied to energy management (having the energy when we need to do something) as well as pain management (when we do things we need to even though we don’t want to).
So how do we reset our focus from dis-traction back to focused traction? Here are many of the things I do to reset my focus and regain focus needed:
Manage your time
To manage your time, schedule your time with one online calendar that follows you wherever you go. Not you going to your calendar to check what is on it. On your mobile phone is ideal. I happen to use Google Calendar that seamlessly appears on my laptop and phone. Noting in your calendar what you need to be doing when and for how long is a big help. Having it all online makes it accessible and flexible as things change so you and your calendar can adapt quickly to any change. If I need to do something later, I move it as needed.
Having one online calendar, just one, is key. I only have one set of 24 hours per day to manage, not several sets of 24 hours.
Be specific when noting what needs to be done in your online calendar. “Write book” is not specific enough, however “draft TOC for new book on [topic XYZ]” between 8am and 9am on Tuesday” work better as a doable smart task.
Breakdown a large project or tasks into a series of smaller more manageable tasks that are actually doable in a small time frame like an hour.
Schedule your own time or get your time scheduled for other people’s activities.
Some companies have scheduled hourly stretching breaks that help minimize aches, pains and workforce injuries. Even if you are stationed at a desk for hours, stretching and doing a few floor exercises each hour can help your mind and body.
Taking a walk outside is very beneficial to reset the mind in any weather provided you are dressed and prepared for it. Walking meetings are good as long as the slowest person is leading upfront to set the pace of the walk.
30-minutes of walking, biking, or swimming are great resets and gets the endorphins flowing. I don’t run, but you can if wish. I walk faster than most people jog. This keeps my heart rate lower, endurance higher, and furthers distance.
I will walk on the beach, at a wildlife refuge or my neighborhood for 15-30 minutes one direction (with a timer on to have me turn around and return when it rings). I will walk while listening to a podcast I have not heard before like Distributed, Tim Ferriss Show, Masters of Scale, or an audiobook in one ear while still being able to hear the ocean waves in the other ear is extremely stimulating for ideas.
Note-taking of those ideas on a mobile phone is the easiest so the notes are already in electronic form for digital repurposing, even if I email myself the notes. I loathe paper and avoid it like… a virus. Regardless of our age, ideas are fleeting, so capture ideas when they are at the top of your mind before the idea clutters your mind or even worse, you lose that idea. Email links or ideas with a note of context to a friend that would find them helpful and relevant to them. Even if the note is for your own consumption, email it to yourself with some context that you can lookup and find again in the future using some keywords. Getting content out of your head will lighten the load on your mind so you have less burden on your memory and fewer nagging thoughts. ABC = Always Be Capturing
Declutter your environment
If you become really frustrated and unfocused, take a look at your work environment or living space on what needs to be decluttered. We all have a pile of things to clean up and /or declutter somewhere somehow. Refocus your energy to cleaning up and decluttering that space wherever it is. Get it done. Check it off your list.
Eat and drink well
Notice that eating well and drinking enough water are very key to having the energy needed for focused work. Headaches go away when properly hydrated. If you get a headache, try rehydrating before medicating the issue.
You will notice about an hour afterward if you did not eat or drink well. Note what you ate and/or drank so you can track your reactions to it in your online calendar.
Occasionally, I will mediate using the Headspace app for 10 minutes. The app has options to mindfully work on your focus.
Once you refocus and get things done, reward yourself. I schedule an on-demand film to watch if I accomplish what I wanted done that day. If I did not get things done, I reschedule the reward to later when I believe it will be done and schedule something else that needs doing that night. Some serve themselves a small snack to replenish the energy they need to do the next thing on their calendar.
If all the above are not options for you, try box breathing which can be done to feel the effects about one minute, but longer works even better. It calms you, purposely slows the breath, and that helps reset the brain. Simply breathe in for 4 seconds, hold your breath in for 4 seconds, breathe out for 4 seconds, hold no breath for 4 seconds, and repeat. Easy and works anywhere, for any situation in 16-second cycles. We take our breathe for granted until it is compromised and then it is too late.
How do you reset your focus?
What is task batching?
Batching, task batching or batching tasks is simply grouping all of the same tasks at the same time. Doing all of the same tasks repeatedly and/or all together at once. Together is much easier, less time consuming, and more productive than using the typical start-stop-start-stop-repeat model when it comes up for the frequently reoccurring task. We all have tasks like this. It helps maintain consistency when necessary. It may be easier to schedule these batched tasks on a periodic basis.
For example, I write all the edits needed for my podcasts to be released next month within 1 or 2 days of this month. This can be on auto-pilot after you grouped up those tasks for the month and did all the work of figuring it out ahead of time.
You can document the process of said task and then possibly delegate that task too. Sometimes, when the tasks are consistent and exactly the same steps every time, the task can be automated.
For example, after converting them from XLSX files to CSV, I used to clean up the CSV files manually. Once I figured out all the steps and the sequence of steps to clean it up the CSV, an Excel macro was created to automate the cleanup process. The macro was iterated when there was a new consistent challenge to be fixed repeatedly.
How to record task and delegate a task
Figure out what is needed to do this task like pre-requisites, the sequence of steps, and the outcome when done.
Creating a written step by step checklist can help remember. Pilots use checklists. Chefs use recipes which are documented task checklists along with mise en place.
Documentation can happen as a screen capture video for a computer task, even while on a video conferencing tool like Zoom.
It can be a video recorded with you talking through each step, if not on the computer.
Even if you delegate a task, you should check the results on the given parameters that you provided earlier and have them iterate if needed.
What tasks can you batch together?
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