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Email Making You Stupid

Constant email interruptions make you less productive, less creative and – if you’re emailing while you’re doing something else – just plain dumb.

Joe Robinson

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Within the heart of your company, saboteurs lurk. Disguised as instruments of productivity, they are subverting your staff’s most precious resource: attention. Incessant email alerts, instant messages, buzzing BlackBerrys and cellphones are decimating workplace concentration. The average information worker – basically anyone at a desk – loses 2,1 hours of productivity every day to interruptions and distractions, according to Basex, an IT research and consulting firm.

That time is money. Computer chip giant Intel, for one, has estimated that email overload can cost large companies as much as $1 billion a year in lost employee productivity. The intrusions are constant: each day a typical office employee checks email 50 times and uses instant messaging 77 times, according to RescueTime, a US firm that develops time-management software. Such interruptions don’t just sidetrack workers from their jobs, they also undermine their attention spans, increase stress and annoyance and decrease job satisfaction and creativity.

The interruption epidemic is reaching a crisis point at some companies and shows no sign of slowing. Email volume is growing at a rate of 66% a year, according to the E-Policy Institute, an electronic communication consultancy. More people are texting. More are using Facebook or Twitter for work. It’s worse than it’s ever been. Staff at insurance companies, for example, are pounded by the avalanche of messaging. And it’s hard to stay focused when everything bings and bongs and tweets at you, and you don’t think. Yes, it is possible to blunt the interruption assault. But business leaders must go on the offensive in a realm most are oblivious to: interruption management.

The Myth of Multitasking

Human brains come equipped with two kinds of attention: involuntary and voluntary. Involuntary attention, designed to be on the watch for threats to survival, is triggered by outside stimuli – what grabs you. It’s automatically rattled by the workday cacophony of rings, pings and buzzes that are turning jobs into an electronic game of Whac-a-Mole. Voluntary attention is the ability to concentrate on a chosen task.

As workers’ attention spans are whipsawed by interruptions, something insidious happens in the brain: Interruptions erode an area called effortful control and with it the ability to regulate attention. In other words, the more you check your messages, the more you feel the need to check them – an urge familiar to BlackBerry or iPhone users. “Technology is an addiction,” says Gayle Porter, a professor of management at Rutgers University who has studied e-compulsion. “If someone can’t turn their BlackBerry off, there’s a problem.”

The cult of multitasking would have us believe that compulsive message-checking is the behaviour of an always-on, hyper-productive worker. But it’s not. It’s the sign of a distracted employee who misguidedly believes he can do multiple tasks at one time. Science disagrees. People may be able to chew gum and walk at the same time, but they can’t do two or more thinking tasks simultaneously. Say a salesman is trying to read a new email while on the phone with a client. Those are both language tasks that have to go through the same cognitive channel. Trying to do both forces his brain to switch back and forth between tasks, which results in a “switching cost,” forcing him to slow down. Researchers at the University of Michigan found that productivity dropped as much as 40% when subjects tried to do two or more things at once. The switching exacts other costs too – mistakes and burnout. One of the study’s authors, David Meyer, asserts bluntly that quality work and multitasking are incompatible.

Brian Bailey and Joseph Konstan of the University of Minnesota discovered that sleeve-tugging peripheral tasks triggered twice the number of errors and jacked up levels of annoyance to anywhere between 31% and 106%. Their interrupted test workers also took 3% to 27% more time to complete the reading, counting or math problems. In fact, the harder the interrupted task, the harder it was to get back on track. (A Microsoft study suggests it takes a worker 15 minutes to refocus after an interruption.) The damaging effects spread well beyond the office cubicle. Kate LeVan, a communications consultant, coaches executives whose brains are so scrambled by electronic interruptions that they stumble during key face-to-face interactions: board meetings, investor pitches, sales presentations. “They can’t have an extended conversation for more than a few minutes,” LeVan says. “That’s the impact of having all this data going back and forth. They have problems in conversation because they can’t focus.”

Here’s how the brain behaves when your attention slips away from a task: The hippocampus, which manages demanding cognitive tasks and creates long-term memories, kicks the job down to the striatum, which handles rote tasks. So the gum-chewing part of the brain is now replying to the boss’s email. This is why you wind up addressing emails to people who weren’t supposed to get them. Or sending messages rife with typos.The striatum is the brain’s autopilot. And no part of your business should be allowed to run on autopilot.

Paying Attention to Paying Attention

In her book Rapt, Winifred Gallagher argues that humans are the sum of what they pay attention to: What we focus on determines our experience, knowledge, amusement, fulfilment. Yet instead of cultivating this resource, she says, we’re squandering it on “whatever captures our awareness.” To truly learn something, and remember it, you have to pay full attention.

E-interruptions are making it so hard to do that that Google, Microsoft, IBM and Intel are members of the Information Overload Research Group, formed in 2008 to collaborate on research, develop best practices and host forums to share new approaches. It’s self-preservation as much as anything; computer engineers were among the first to show symptoms of e-interruption exposure. Ten years ago, Harvard Business School’s Leslie Perlow famously chronicled the interruption of a high-tech software company. Its engineers were interrupted so often they had to work nights and weekends. After studying the workplace for nine months, the source of the dysfunction became clear:

No one could get anything done because of the bombardment of messages. Perlow came up with an intervention: Quiet Time. For four hours in the morning, the 17 engineers worked alone. All messaging and phone contact was banned. In the afternoon, communication could resume. Given time to concentrate, the engineers got a project for a colour printer completed without the graveyard shift. Intel is using Quiet Time at two of its sites. Other companies, including US Cellular and Deloitte & Touche, have mandated less email use, encouraged more face-to-face contact and experimented with programmes such as “no email Friday.”

The results often are surprising: employees build rapport with colleagues – and they save time. Co-workers can settle something in a two-minute phone conversation that might have required three emails per person. Each change reverberates throughout a company, especially since – as a University of California, Irvine, study found – 44% of interruptions an employee experiences are from within the company. Nearly everyone needs such boundaries to get anything done in this 24/7 work world. Count Chad Willardson among the converted. He’s a senior financial advisor at Merrill Lynch Private Wealth Management Group and operates a financial services practice with a partner for Merrill in California.

He used to check for new messages every five minutes, a potential 96 interruptions during an eight-hour day. “The more I checked email,” he says, “the more anxious I would feel over every request and question.” Now he checks email manually, and only four times a day at prescribed hours – the schedule that Oklahoma State University researchers describe as optimum. He says he gets a lot more done, is more in control of his calendar and feels much less stressed. In fact, stress-management seminars often reveal executives driven to wits’ end by their own inboxes. During one session at the aerospace company Lockheed Martin, many managers vented this frustration – until one raised his hand. “It’s not a problem for me,” he said. “I’ve gotten my email checking down to twice a day.”

He explained that his staff knew he preferred to communicate by phone and they don’t send him email unless it’s important that the information be in writing. And because he checked email only twice daily, they had been weaned from the idea that they’d get an instant reply. Chances are this wasn’t just good for the manager, but for all his employees, too. By modelling interruption-management, he was probably reducing the volume of interruptions throughout his division. Everyone understood that he viewed excessive messages as a drain on his performance – and by extension, theirs. One thing was clear that day at Lockheed: when the manager volunteered his solution, it was as if he’d levitated. Other managers looked stunned. And envious.

Debunking the Multitasking Myth

Businesses praise multitasking, but research shows that it reduces productivity and increases mistakes.

In his book The Myth of Multitasking Dave Crenshaw sheds light on an interesting statistic. Studies have shown that each person on average loses about 28% of the workday due to interruptions and inefficiencies. Multitasking – or switchtasking – is probably the biggest culprit.

In Brain Rules: 12 Principles for Surviving and Thriving at Work, Home and School, John Medina quotes research that shows a person who is interrupted takes 50% longer to accomplish a task. Not only that, he or she makes up to 50% more errors. Medina also says that the brain is a sequential processor, unable to pay attention to two things at the same time.

Here are some more tips for surviving the daily torrent of communication:

  • Create an interruption-free zone at some point during the day.
  • Turn off your email, cellphone, instant messaging programme (and yes, the BlackBerry too), and see whether you get more done.
  • Write a “to-do” list in the morning. Stick to it and try to do each task one at a time. Use a pen and a notepad to manage your to-do list and record other information.
  • Put your cellphone on silent and respond to calls twice a day.
  • This way you manage the incoming calls, not the other way around.
  • Work on email only once or twice a day. This will stop you from spending hours answering emails when you should be working on your “to-do” list.

Joe Robinson is author of Don't Miss Your Life, on the hidden skills of activating life after work, and a work-life balance trainer and executive coach.

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Become A Life-Hacker

Life-hacking is about accomplishing more in less time, with less stress, at a lower cost with the use of simple digital tools.

Nadine Todd

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When Martijn Aslander was 17, he was running a company that had 60 part-time employees from the back of a classroom. By the time he was 21 he had two companies, and was directing 140 people. At 27 he decided to sell his companies, and ended up bankrupt as a result of the experience.

What looked like a complete disaster actually ended up being the single best lesson Martijn could learn. He woke up the next day and everything was still there. He had his arms and legs; he had his health. And the worst had happened, which meant that nothing could go wrong anymore. From that moment, anything was possible.

He then asked himself a key question: How big is the chance you will do this again? The answer was simple: There was no chance. Big lessons had been learnt. At that moment, Martijn realised that there was no point in ever getting upset when something goes wrong. It happens. The next time you will fly.

Martijn believes that we are always looking for the next challenges. Millionaires want to be billionaires. Billionaires want to win a Nobel Prize. There is always another goal. So how do you find success and happiness? By asking how you can contribute the most to mankind. In many ways, Martijn was already a life-hacker. At 17 he’d discovered a way to make money without doing much work, simply by being smarter and spotting a niche.

At 27 he learnt that possibilities are what you make of them, and the more you share, the greater your impact, and the more you will receive.

Related: 15 Scientifically Proven Ways To Work Smarter, Not Just More

These are his rules to becoming a life-hacker, and doing more in less time, with less stress, at lower costs.

1. Don’t operate on untested assumptions

Most of the fears that people have, and particularly entrepreneurs, are based on assumptions that they haven’t tested. And most untested assumptions are simply not true. They live as ghosts and monsters in your head, but they’re not real.

We live in a very interesting time, where it’s actually risky to be safe. Safe doesn’t exist, and it never has, because you are never in charge of all the events that take place around you. Change is the only constant. For centuries we’ve operated on the notion of survival of the fittest. He who is strongest will win. This is also a faulty assumption. Success today isn’t about strength — it’s about the ability to adapt to new circumstances. Over the last ten years more circumstances than ever before have changed, and the rate is just accelerating.

You have to have an open mind; you have to learn to be flexible.

2. If you’re in the business of doing business, you will soon be out of business

How do you measure business success? Be careful that your strategy isn’t focused on possessions — fancy offices, a big building, or cars as status symbols. If you’re too focused on things, you’ll be too afraid of losing your stuff. Entrepreneurs who are focused on a higher purpose concentrate on improving themselves, their people and doing the best for their clients. They’re far less afraid of sudden changes and turmoil, because possessions aren’t as important, which makes them agile and adaptable — exactly who you want to be in a changing world.

I see it as the rise of the ‘funpreneur’. The rise of a new breed of people who are focused on doing what they love, and who aspire to a higher cause, instead of just focusing on the business side of things. It’s tough to compete with people who don’t do business models, but focus on purpose instead.

3. Give your teams the freedom to adapt

There are two types of teams — those who are flexible, have an open mind, and are willing to adapt to new conditions and environments, and those who are terrified of making mistakes and therefore seldom venture out of the established norm.

The type of team that forms the foundation of your business is up to you. Are you hiring people with flexible, open minds and giving them the freedom to make mistakes, or do you stifle innovation in your organisation?

Remember that mistakes are often the only way to learn something. If people are really dissatisfied with their own errors and performance, they will internalise the experience far more deeply. There will always be some mistakes. My advice is to create an environment where everyone learns from mistakes — their own and those that others make — and try to make mistakes that you will benefit the most from by encouraging your team to take chances. This doesn’t mean it’s okay to make mistakes on purpose, but create a safe environment and deal with mistakes in a way that shares the lessons, and instils the learnings in your business.

Related: 50 Jobs, Gigs And Side Hustles You Can Do From Home

4. Make a ‘not-to-do’ list

We’re so busy making ‘to-do’ lists that we forget to make ‘not-to-do’ lists. Remember that you’re in charge of your life, and you can go in any direction you want. Yes, there will be circumstances that influence your life, but ultimately you can change everything. There’s less financial risk than ever before in doing business. You don’t need big offices, buildings, or cars. Everything you need to make an impact is at your disposal. The only things holding us back are our assumptions.

While you are creating your to-do lists and strategies, take some time to write down what you shouldn’t be doing — what you don’t want to do, what you should avoid — the business or person you don’t want to be. Focus on what you love, and build a great life around those principles. Don’t allow yourself to live in fear.

5. Leverage the holy trinity of dynamics

I believe there are only three things you need for success: People, information and ideas. With these three things, you can set anything in motion.

An idea in itself is worthless.  It’s really nothing else but combined information; creatively connecting unconnected dots. The ability to make ideas materialise in this world however holds value, and for that you need people and information. Information is the bridge between ideas and the people who make them happen. What’s incredible is that we are living in an information society.

There are more people connected than ever before. We’re living in a network age and an information age, which means you can focus on all three, connect the dots, and unleash an unprecedented amount of ideas.

6. You don’t need a budget to innovate

The Chief Commander of the Dutch Army approached me to help him find a way to innovate that didn’t involve cutting into his budget. My question to him was, ‘Why do you need budget?’ There are 50 000 geeks in the Netherlands who dream of flying in a jet fighter or being submerged under the ocean. Simply by redeploying assets they already have, the Dutch Army can make these dreams come true.

So many organisations miss this crucial point. Money is naturally scarce, and the dynamics of money are weird. People are afraid to spend it because it’s scarce, and they’re uncertain if what they’re spending it on is a risk or not. As soon as there’s a financial risk, and you don’t know the outcome, you’re hesitant to jump in. And this ends up stalling innovation, because there’s an over-riding belief that you need money to innovate.

But what about applying other resources other than money alone? Always consider what you can do with the resources you already have. This will take financial risk out the equation, which will lead to less fear. Once fear is gone, people step in, open up and contribute. If you get rid of the risk, you enable your team. In many cases, finance is not an enabler, it’s a disabler.

Imagine if you could stop asking for money and setting your price, and instead asked your clients to pay what they believe your services are worth. You’d quickly either make more money, or realise you’re helping the wrong businesses, or not demonstrating your value clearly enough.

Entrepreneurs know this — they’re used to bootstrapping and being creative. The problem is that as we grow, we forget, and start becoming reliant on money to grow. And this stifles us.

So how do you begin to use the resources you have? Start by targeting the one percent of your clients that are able to do 100 or 1 000 fold what they are paying you in terms of money. What can you barter or trade with them? What resources can you offer each other that are actually more valuable than money? What could your clients potentially do for you that would actually save you money? Or what would they love to pay for, that you potentially aren’t offering right now?

Every single organisation has resources that they can deploy without financial loss. Start with 1% and build on it.

7. Build your social capital

Social capital builds monetary capital. It’s not the other way around, and yet so often we focus on monetary capital first. Instead, focus on achieving something that will lead to monetary capital. I give away my social capital freely. I share my books and ideas for free. It clears my mind, and I know that I can create ideas faster than you can steal them anyway. That’s how you should view ideas. Giving away social capital gives you access, and then you don’t need money — that’s the secret to success.

People are too careful with their social capital — particularly their ideas. I promise you this — the chances of becoming a millionaire with just one idea are miniscule. If that’s your strategy, it’s not only dangerous, but you’re wasting your time. If you become someone who can share ideas freely, and focus on bringing people, knowledge and ideas together instead, your chances of success have grown exponentially.

Remember, people love to share, and you want to tap into that. Look for zero plus, not zero sum.

Related: 101 Efficiency Hacks For Busy Entrepreneurs

8. Become a life-hacker

The term ‘life-hacker’ was coined in 2005 by tech journalist Danny O’Brien. He was covering a group of programmers who were very productive, and yet they weren’t stressed. They were satisfied. How did they manage to be productive and stress-free? The secret wasn’t only in what they were doing — but in how they were sharing those secrets and tools.

I personally use a few hundred tools that allow me to do a lot more in less time, and I’m happy to share the tactics that help me to work smarter. This is why I launched the lifehacking.nl website, but all the contributors on the site share the same philosophy — we freely share our insights to help others. This is a critical element to life-hacking. There is so much information out there, so many ways to access insights and information. Are you using them? Are you learning and using the tools available? There are tools that can save you hundreds of hours a year. Tap into them. We can learn so much from each other; get the best people possible in your posse and in your community.

9. Understand the dichotomies of knowledge workers

Knowledge work is something new. Traditional business systems are based on hands. You exchange time for money. But today we are working with our heads, and the reality is that you cannot work with your head for eight hours a day, particularly in artificially-constructed work hours. One third of the population work best in the evening, and yet they’re expected to arrive at the office at 8am sharp. Not only are they causing traffic jams, but they’re not working in their optimal conditions either. We need to rethink the model. We need to stop treating computers like modern typewriters. We seem to think that answering hundreds of emails is working. It’s not. We’re all just distracting each other.

Digital skills are nowhere on the strategic agenda of boards. The time and skills of your employees are the most valuable asset you have, and yet we aren’t doing anything to help our employees become life-hackers. Digital skills won’t only help your teams to work smarter and save time, but become real assets, and not just glorified typists. If you focus on digital skills, your ability to find information and ideas faster than anyone else will grow, allowing you to spread those ideas, learn faster than your competitors and entrench strategic skills in your organisation. Take these skills and invest in them heavily. It’s a true differentiator.

IN YOUR TOOLKIT

Create your own time

Life-hacking is all about learning from others and using tools and technology to do things smarter and faster. There are many ways to achieve this goal — you just need to be open to them. Take Pepe Marais, co-founder of Joe Public United, South Africa’s largest independent advertising agency.

Four years ago, Pepe decided to employ a driver. “This solution isn’t for everyone, and it took me a full three months to get used to the idea, but once I got over my own insecurities, it was a revelation. I have gained 32 hours a month — that’s the equivalent of one full work week — simply through using my travel time constructively.”

Related: 7 Tools To Increase Productivity And Efficiency

Learn from the Titans

learn-from-the-titans

Tim Ferriss is the master of getting more done in less time — and he’s made it his business to share these tips and lessons with others.

Read this: Tools of Titans, Tim Ferriss’s epic amalgamation of hundreds of tactics, routines and habits, collected over the course of two years from the world’s most successful business people and world-class performers, and distilled into a notebook of tips and tricks to use in your every-day life and business.

Listen to this: A summary of the book is available on Audible.com (another key tool for life-hacking and a great way to maximise your time in traffic and the gym by listening to business ‘how to’ books and top biographies).

Watch for free: Accelerated learning with Tim Ferriss is a 13-minute video available on Youtube and below. If you want to maximise your ability to learn quickly and efficiently, start here.

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14 Of The Best Morning Routine Hacks Proven To Boost Productivity

These morning rituals will give you a boost toward success.

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Developing the perfect morning routine that maximises your lifestyle and predilections while squeezing the most productivity out of your days is a trial-and-error process. One size doesn’t fit all. You have to know yourself in order to customize the best morning routine. Do you need coffee to even get into the shower? Then build it into your routine, and prepare your coffee maker the night before, so you simply have to wake up and hit the “on” switch.

The good news is that there are best practices in the morning that have been proven to make the most of time and capitalize on the body’s biorhythm and that have been widely practiced by wildly successful business moguls and entrepreneurs.

So take a look at the next 14 slides to see what morning routine hacks you can build into your ritual to ramp up productivity and create your best life.

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Finding Your WHY This Year (Why Do YOU Get Up In The Mornings?)

If you wake up every day for something you believe in, you will live your purpose.

Jade Amic

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I had a long conversation with a colleague and I asked her if she knew why she did what she did. What was her reason for getting up in the morning?

I contemplated the question I had just asked and realised it was not such an easy question to answer. I had spent years figuring out what’s important to me in my life and my career but had not yet figured out exactly why I do what I do. Why do I get out of bed every day and do this advertising thing? What do I believe in and why do I believe in it? What is my why?

This led me down an interesting road of self-discovery, and it soon led me to Simon Sinek. I immersed myself in his podcasts, TED talks and books and began to understand why some companies are successful and why some aren’t. I learnt about the Golden Circle and how all companies know what they do and how they do it, but very few know why. I learnt that people don’t buy into what you do, they buy into why you do it.

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Simon says, (sorry, I had to!) “There are only two ways to influence human behaviour: you can manipulate it or you can inspire it.”

Related: 50 Inspirational Quotes To Help You Achieve Your Goals

We are inspired by leaders and organisations that communicate what they believe in. They have the ability to make us feel special, safe, like we belong, and like we’re not alone.

Steve Jobs, Martin Luther King and the Wright Brothers are great examples of people that started from the inside out, they all started with their why.

Sinek points out that “Leaders have a rank but those who lead, inspire. It’s leadership’s responsibility to point North, say where we’re going and allow everybody else to figure out how to get there.”

I could see the value in these great leaders finding their why but I hadn’t quite answered my own question – What is my why?

Using the Golden Circle I worked my way from the clarity of my ‘what’ to the fuzziness of my ‘why’.

The more I unpacked this, the more I realised how it influences so much more than just my career choices. It influences my life choices as well. It impacts my relationships with my colleagues, my goals and it helps me prioritise what is important and what isn’t.

I’ve learnt that to truly understand your why, you need to understand what it is that you believe in and value. You need to allow these beliefs and values to guide you – to become your North Star. Your compass. When you know where you’re going, (and why) you’re flexible along your journey. But if your destination is unclear, the route you’re taking and the obstacles that come with it become your focus.

Knowing what you do is easy.

Knowing why you do it, that’s the part that takes work.

But once you’ve figured it out, you’ll find yourself being drawn to people and organisations that have a similar why to you. You’ll find your work has more meaning, and doing that work, becomes more meaningful.

If you wake up every day for something you believe in, you will live your purpose.

Start with why by Simon Sinek.

Related: Follow These 8 Steps To Stay Focused And Reach Your Goals

PC: impactbnd.com

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