Archive for the '48 Minutes' Category

As I have been working in a focused manner over the last few months at my desk at home, I’ve discovered some things that make the experience much more enjoyable. When you sit in one place for 48 minutes straight it’s nice to have music playing, a beverage, a comfortable chair, and good lighting. When working on the computer, it’s important to have a multi button mouse and a comfortable keyboard.

I’ll list out some of the tools that have worked for me.

For background music I find that smooth jazz without vocals works the best for me. Artists like David Sanborn , Joe Sample, Earl Klugh, and Boney James top my list.

For beverages I usually like coffee or tea while I’m working. It’s nice to be able to keep the beverage warm while sitting or actually have the coffee maker in the room. An insulated caraffe works well to keep up to three cups warm for at least an hour. A coffee warmer works well for a single cup. And a personal coffee maker is great for brewing one cup of coffee, tea, or other hot beverage right at your desk.

As far as my chair goes, I’ve been trying different models at work to see what works the best. We have leather chairs, fabric chairs and one with a hard plastic back. One of the more unique models is one with an adjustable backrest. I think a chair is a personal preference as many of my co-workers like different ones. I personally like a chair that is adjustable and that has armrests.

For lighting there is a world of difference between light sources. There is the warm yellow lighting that brings out skin tones, soft flourescent lighting that is easy on the eyes, or a special lighting that simulates real sunlight. What really seems to help is a desk lamp to brighten your work area. Since bulbs are cheap I would recommend trying a few different kinds and see what works for you.

A few months back I picked up a great computer mouse that was inexpensive but had some internet enabled buttons on the sides. This little unit really speeds up web searches as it has a back and forward buttons for web browsing. This reduces arm movement and makes the whole browsing experience much more enjoyable. This is especially helpful if you have a large widescreen monitor.

To finish up your computer interface you might want to try one of the new slightly ergonomic comfort curve keyboards. These have a slight curve to them for comfort but without being cumbersome.

And to finish off your focused working environment a digital countdown timer is a must. This will give you feedback when you need it and keep you on task.

Well my timer is going off… you might want to check out our other articles on Optitasking and working in a focused manner.

The Amazing Power of Optitasking

Optitasking at Work

The Power of 48 Minutes

Technorati Tags: multitasking, productivity, business

I’ve been under the influence of some huge projects at work this month. Projects that are tedious at best. I work with databases and all sorts of data on a daily basis. Sometimes data can be a 500 pound gorilla on your back. Currently I’m moving over 60 specialized user accounts from one server to another. Each one takes about 15 minutes and requires a lot of concentration.

This type of work requires a focused approach. I have found that when I try to multi-task in these situations that I become distracted and tend to lose my place. Once I lose my place I end up having to start from scratch, which adds more time to an already arduous task. Unfortunately phone calls, e-mails, and visitor distractions abound in my workplace. So.. what to do.

I have found that closing my door, turning off e-mail, and letting the phone go to voice mail really helps with this type of task. I get some soft jazz playing in the background, and the minutes tick off smoothly. I still do not like this type of task, but when you optimize the work environment it really helps get the job done.

I work for 48 minutes at a time in this focused manner and then take a 12 minute break. The 12 minute period is the key to making this whole process work. This is the time to get up and stretch and refill the coffee. But it is also a time of communication.

This is the time to answer e-mail, return a phone call, or talk with others in the office. Since I only have a few minutes to get these things done, I’m much more cognizant about how much time I spend doing them. It also helps me to delegate tasks to others.

This is also a time which works well to get background tasks started like data backup, copying files, and software installs. I try to find something that I can start that doesn’t require my attention for at least 48 minutes. This way I’m using my time in a more optimal manner. I spend 48 minutes in a focused approach while something or somebody is completing another one of my tasks.

Liz Strauss, over at Successful Blog had a great idea to tweak the system…

How’s this for an idea? Spend every other 12 minutes connecting with people. Call a client to check on a project. Email a friend to make sure that he’s okay. Write a thank you that you’ve been setting aside. Then spend 48 on a project.

This type of communication idea has helped me think outside the box a little. Instead of just focusing on work communication, I might spend some time focusing on other people’s needs. Just spending a few minutes on a thank-you card, or a quick call to see how a co-worker is doing can really change the focus of a day and make an unpleasant task go faster.

Optitasking at work really helps. I try to spend at least an hour or two each day in this focused approach. When the Big Ugly Stuff comes, I may set aside half a day to this work style. It really works well on the tedious stuff and helps you be able to say… “I’ve accomplished something” at the end of the day.

Technorati Tags: multitasking, productivity, communication

Over the past two months I have experimented extensively with the idea of a focused work period. The concept is to take an hour time interval and divide it up into two periods. The longer period you work in a focused manner on one task and only one task. The other shorter period is for doing everything else.

I have found two time allotments that seem to work best. If you like working with fractions such as 1/2 and 1/4, a focused time period of 48 minutes is great. It is easily divisible into 24, 16, 12, 6, and 3 minute intervals. This leaves a 12 minute rest period which is enough for stretching, getting coffee, and using the restroom.

The other time allotment is a 50-10 arrangement which works well if you like working with a decimal system. 50 minutes is easily divisible by 10 which makes 5 minute time periods which are easy to implement. The 10 minutes which are left over are plenty for a rest period.

Both of these systems work well and have really helped me become more productive. Working in a focused manner keeps your mind from quickly switching between tasks which has been proven to actually slow you down. The human mind, unlike a computer, works best when it is clearly focused on one task.

Last week I discovered something that made the whole system come to life. Something that had been staring me in the face but I didn’t see it.

The real power in this whole system is the 12 minutes… not the 48 minutes.

The 12 minutes holds the key to amazing productivity.

Twelve short little minutes can optimize the whole system.

Twelve minutes is magic!

How you ask..?

What can you do in twelve minutes that can make such a difference?

You can get coffee, use the restroom, and stretch and relax. Or…

You can also start another task!

Another task that doesn’t require your attention for at least 48 minutes.

In 12 minutes you can…

• Put clothes in the washer and start a cycle
• Put dishes in the dishwasher and start it.
• Start a computer backup or disk defragmentation.
• Send a large job to the copier or printer.
• Delegate a job to someone else.

This is the power of Optitasking.

Find something that you can start that doesn’t require your attention. This way you are using your time in an optimal manner. You spend 48 minutes in a focused approach while something or somebody is completing another one of your tasks.

When your 48 minutes is up you will have completed multiple tasks.

Now when I get ready to spend 48 minutes on a task, I spend 12 minutes first, getting something else going.

This is a simple but wildly effective tweak to the system.

In just 12 minutes my clothes are clean and my dishes shine!

This works especially well when you work in multiple focused periods back to back. I can wash the clothes in one period and dry them the next. Give this a try today and see what you can accomplish!

Technorati Tags: multitasking, productivity, focus

I just picked up a new book by author Sally McGhee, entitled “Take Back Your Life Using Microsoft Outlook.” This book has been a real surprise as it includes a unique time management system similar to David Allen’s, “Getting Things Done.” Over the next few days we’ll delve deep into the system, but today I’ll just cover a few of the highlights.

The first key that I have seen so far in the book is the use of Meaningful Objectives. This is the main concept in a complete workflow system built around Microsoft Outlook. Sally explains…

Meaningful Objectives are your North star, your guiding light, and your reference point for success or failure. Without meaning, objectives become dry and nothing more on a to-do list that you might (or might not) look at every now and then. You won’t be motivated to work on your objectives, but you’ll feel guilty if you don’t.

I like the term , Meaningful Objectives as it describes the importance of the items on my to-do list. It takes some of the Covey “7 habits” principles and adds them into a Getting Things Done framework. This is really exciting for me as I have found uses for both systems in my life. This book melds some of the concepts together.

When you have meaningful objectives and you tie them in with your “next actions,” you get Strategic Next Actions. The book explains…

The next step in the cycle of productivity is to create Strategic Next Actions that link to your Meaningful Objectives. You need to ensure that these actions are critical and don’t have any dependencies. You can only move forward in the cycle with an action item that can physically be completed in one, simple step.

The next step in the cycle is to schedule and complete strategic actions. This is somewhat different from the GTD model as next actions are scheduled on the calendar and marked off when completed. Sally explains…

My company’s statistics prove that there’s a 75 percent greater chance of a task being completed if it’s scheduled on your calendar rather than tracked on your task list or in your head. Placing a task on your calendar ensures that you see it and have time to complete it. When it’s on your task list, you may not look at it, and if you don’t allocate time to do it, it probably won’t happen.

There is definitely something to this. When I schedule time to do something it usually gets done. My experience with a focused 50 minute work period prove this. I am so much more productive when I’m working in a focused manner. Sally’s system would tie in very well with a 50 minute work structure and the strategic next actions would form the backbone.

The last step in the cycle of productivity is to review and acknowledge progress toward objectives. This is the check and balance system that keeps you on target towards your meaningful objectives. If something isn’t working, this step will get you back on track in a hurry. This step is very important…

Acknowledgement is critical because it’s the fuel that motivates you to keep completing the cycle of productivity. Reviewing is essential because it keeps you on course with your meaningful objectives, much like steering a ship, you have to continually adjust the helm to ensure you reach your destination.

The four step system can be visually summed up with the workflow diagram below.

I have been experimenting with some of Sally’s workflow setups using Microsoft Outlook and they show some real promise. In the next few days we’ll take a look at her “Four D’s of Decision Making,” and take a look at her complete workflow diagram. If you are looking for a productivity book that matches your lifestyle and you use Microsoft Outlook, this may be the system for you.

“The answer is not in doing more. It’s in slowing down so you can make better decisions and produce better results.” — Sally McGhee

Technorati Tags: outlook, e-mail, GTD, productivity

50 minutes has changed my life. The concept of working in a focused manner for 50 minutes and then taking a 10 minute break has revolutionized the way I work. I find that I am much more productive when I work in this manner. Instead of multi-tasking mania, this focused approach has led to single-tasking nirvana.

I currently use this approach at home at least once per day in the morning for writing or designing. At work, I have successfully taken this approach by closing my office door to distractions and working straight through for 50 minutes. This strategy works well but the reality of modern business life is that I need to be open and accessible most of the day.

Unfortunately in my workplace distractions abound, with e-mail constantly annoying, the phone ringing, and a myriad of people walking by my office all hours of the day. I wondered to myself what would happen if the workplace was changed to reflect a 50 minute mindset.

Imagine what would happen if…

• Knowledge workers work from the beginning of an hour until the 50 minute mark.
• E-mail is restricted to receive only
• Non essential phone calls are restricted to emergency only
• Workers are highly encouraged to stay at their desks for the 50 minute period.

At the end of 50 minutes everyone takes a 10 minute break to…

• Go to the restroom or breakroom if needed
• Open and dispatch E-Mail
• Answer phone calls

This scenario could be repeated multiple times throughout the day.

Would something like this work?

Would workers enjoy this or find it too restrictive?

Could it be done at least once per day for a productivity hour?

Obviously this would not work for certain office situations but for the right group I think it might be highly effective.

These are questions that I think would be fun to explore. I find the focused approach helps me get so much more done that I think it would be a major improvement in many offices. Just taking away the constant distraction of e-mail and phone calls would be a major improvement to most people.

I would like to hear your comments about this scenario. Have you ever tried something like this in your workplace?

Some of our other 50 minute posts…

• The 50 Minute Zone
• Daily 50 Minutes
• 50 Minutes to Perfection
• 50 Minute Goals
• Draw 50: The Productivity Game

Technorati Tags: productivity, 50 minutes, e-mail

I couldn’t believe it. I was hearing something that was totally foreign to me. My stereotypes were shot. It went against everything I had ever been told about women.

After all…

• All women love to cook
• A woman’s place is in the kitchen

As I walked around my office I kept asking the same question…

Would you rather do yard work or cook a meal?

The answers kept coming back the same…

• I hate to cook!
• I hate the cleanup, I would much rather be outside.
• Give me a push mower over a frying pan anytime.
• My idea of cooking is Banquet and a Microwave.
• I love my roses and being outside. The kitchen is too confining.

The answers were part of my research into my card game called, Draw 50: The Productivity Game. The game consists of 10 housework cards that you shuffle and present to your spouse or significant other upside down on a tray. The reward for doing the task is placed at the top of the tray. This is usually money or a written note. The object of the game is to pick a card, do the task in 50 minutes and get the reward.

When I showed the cards to some of my co-workers the answers came back almost all the same. Out of the 10 cards, Women preferred the “yard work” card over all of the others. Their most despised card was “cooking a meal.” (They excluded the “Changing the Oil” card since they didn’t know how to do that.) For the guys, their answers were more varied.

As a guy, I was really surprised by the finding, with 8 out of the 10 women that I asked preferring yard work over cooking. Interestingly, the 2 women that preferred cooking were passionate about it. They didn’t just like to cook, they loved it.

I really thought that all women loved to cook. I was really wrong on this one. I guess that is why fast food is so popular!

The Draw 50 game has been very popular. You can download it for free and print it out at home or work on Avery business card stock.

I would love to hear your choice… cooking or yard work.??

Coming soon… Draw 50 for kids… including the ever popular “clean your room” card.

Technorati Tags: cooking, kitchen, yard work, games