The Solution to Anxiety-ridden “Becoming”

The Pomodoro Technique aims to erase the uneasiness that come with “Becoming.” The “Becoming”concept is a tough one to explain. Yet, when you put it to practice, it instantly makes sense. At first, I couldn’t make heads or tails of it, but when I tried out the process, it clicked it. (More on that in a moment.)

So here’s the official definition of “Becoming” from Cirillo: “An abstract, dimensional aspect of time, which gives rise to the habit of measuring time (seconds, minutes, hours); the idea of representing time on an axis, as we would spatial dimensions; the concept of the duration of an event (the distance between two points on the temporal axis); the idea of being late (once again the distance between two points on the temporal axis).”

In general, the Pomodoro Technique shifts time away from the stressful “Becoming” to an approach that takes the pain out of working with it. The Pomodoro web site offers a free download of the book that explains all of this in detail. If it sounds complex, don’t worry — it’s actually quite simple when you start using it. The technique uses minimal tools and just five steps to help the mind focus better and get things done.

How to Use the Pomodoro Technique

Many of us probably fall into the trap that we find ourselves distracted by other things while working on a task that lasts longer than 30 minutes. The Pomodoro will slash these interruptions.

Want to give it a shot? Grab a kitchen timer, pencil, eraser and a sheet of paper before you get started. Apply the Pomodoro Technique by following these five steps:

1. Pick the task.
2. Set the timer to 25 minutes.
3. Do the task until the timer dings.
4. Take a short break.
5. Take a longer break for every four completed Pomodoros.

You won’t need to buy a timer if you use the free Focus Booster app, which applies the Pomodoro Technique with its built-in timers. You can try either the Adobe Air desktop or the web-based version.

My First Attempt

Intrigued? I was. I tried to write this article in several 25 minute sessions. I kept checking email during the first session. That’s one big bad habit I have there.  But my next session was much more successful: I worked on the article for the entire 25 minutes sessions after that without stopping — not even to read email.

Furthermore, I exercised for 25 minutes straight without letting myself stop for a minute to check my text messages or email. This approach does feel less stressful and offers a great option if I find myself in a rut. I can see how the Pomodoro provides a dollop of hope for those struggling with focus and time management.

Visit the Pomodoro web site for more info on the technique.

Have you tried the Pomodoro Technique? Does it work for you?

@pistachio — Laura Fitton

“One of my tips is to try to understand why I’m procrastinating. Sometimes it’s because my gut is telling me the task is the wrong thing to do. In general I’ve always restlessly sought out my ‘right’ work. Stuff I’m so driven and compelled to do that procrastination is a non-issue. That way I can even plow through the boring parts of it. But I do procrastinate when writing. Trying to understand why and reduce my fears helps.”

It’s true that something may be holding you back. Maybe you fear you won’t do well. Maybe you don’t like the assignment. Maybe you’re feeling down and really need something else to help you before you can plunge in. Maybe you didn’t do a good job the first time around, and fear you won’t be able to fix it the next time.

@RochelleVeturis – Rochelle Veturis

“1) Pump up the caffeine. Iced coffees are refreshing and healthy when taken with non-fat milk. 2) Vent to your tweeps, and ask for ideas. The encouragement is invaluable and I’ve gotten my best ideas from them. 3) Jumping jacks, a short walk or stretch. Motion creates emotion. 4) Change it up — film a video, write a different kind of blog post. This one is fool proof. You’ve got to shake things up or even the most creative folks and be starved by the doldrums. 5) Connect with media/clients via LinkedIn. Send a neat article and take your unproductiveness and turn it into a new, possible opportunity. Plus, media/client relations is always time well spent.”

Can’t. Talk. Now. Ex … er… cis … ing. A good workout makes you feel like you can take on the world, or at least a tiny part.

@chrisguillebeau – Chris Guillebeau

“Sometimes I give in to it, to be quite honest. But otherwise… To combat ‘not-in-mood-syndrome,’ I’ll use a variety of methods, including using the carrot-and-stick approach on myself, i.e., no lunch until I finish this thing I’ve been putting off. I also try to use the GTD two-minute rule (if you can do it in two minutes or less, don’t put it off). Lastly, I try to focus on the long-term view. Most of the time if I need to do something, I know it will be in my best interest to do it and I’ll be happier if I just suck it up.”

Some days we have to admit that procrastination has defeated us. It defeated me last weekend, so I resorted to laundry and “Zuma’s Revenge.” When this happens, maybe you can get something else done that’s not related to work. Exercise? Laundry? Playing video games (hey, it’s eye-hand coordination exercising)?

@JasonFalls – Jason Falls

“The best thing you can do is plan and work ahead. If something is due on Friday, work a little on it Monday, then Tuesday. The more intimidating the task, the more lead time you should allow yourself. Working a little at a time cuts down the intimidation factor. I would also say that the best motivator I have to blow through the procrastination bug is knowing if I miss the deadline or the work isn’t as good as it could be because I put it off, I have no-one to blame but myself. If you have much pride at all, that can get you through it.”

That’s why I work well when I don’t wait until the last minute. Some people thrive on the last minute rush while it kills others. Know yourself and your working style. When you understand how you work, you can prepare and plan.

@thewritermama — Christina Katz

“How do I battle procrastination? One word: deadlines. When something is happening or due on a particular date, I have to get it done. I have to plan ahead. I have to think it through. Without deadlines, nothing would ever happen around here. Not one thing. I have been teaching email classes since 2004 and what’s the one thing that helps my writing students improve that they rave about? The simple deadline.”

Reminds me of the quote by Douglas Adams, “I love deadlines. I especially like the whooshing sound they make as they go flying by.” Most of us don’t like that sound, so we get it done.

@chrisgarrett – Chris Garrett

“My main procrastination issue is ‘analysis paralysis,’ it’s something I struggle with and talk about a lot. Some people are goal-driven, others are more motivated by avoiding pain. I get over procrastination by focusing on the consequences of not doing something. If there are no clear consequences then I set up a situation where there will be. For example I will call a friend and tell her what my actions are and that she should pull me up if I haven’t done what I set out to do.

“Another example is to say ‘If I do not do this then I will donate $100 to this charity’ (or an amount greater than you would donate anyway). Other people I work with prefer to set up a treat, ‘If I do this then I get to buy myself a new Wii game,’ and so on. My best results though have come from arranging an ‘accountability partner,’ we hold each other accountable and make sure we do not allow excuses!”

Bribe ourselves, eh? Sounds good!

@scottsigler — Scott Sigler

“I work with a production partner so I have someone to whom I’m accountable.  If I slack off, I’m wasting not just my time, but theirs too. Helps keep me focused on the task at hand.”

Even if you don’t have a business partner, try to find someone to be your motivation partner. Plenty of people working alone and would like to team up with others to help push each other.

@CharJTF — Char James-Tanny

“Give into it for an hour. Play games, walk, make a phone call, cook, bake. When hour is up, do something related to work.”

Maybe your mind and body long to play. Let them have their fun time and maybe they’ll cooperate when your hour is up. Playing can put you in a good mood and a good mood equals motivation.

How do you deal with procrastination? Don’t put it off; leave a comment now!

For this post, instead of quoting yet more theories from books, I asked some experts and fellow Twitter users to share their real life tips for getting things done.

@bradshorr — Brad Shorr

“Always ask WHY am I doing this task, and HOW could I do it more efficiently.”

Sometimes we turn into zombies and forget to pay attention to what we’re doing and its effect on our work. Make a conscious effort to ensure whatever you’re doing has value. Fun counts, of course.

@Dana_Willhoit — Dana Wilhoit

“Once an hour, take a five minute break and get up and walk around.”

Web workers tend to spend hours in front of the computer. Give your eyes a break, and your body a little reviving.

@JaneFriedman — Jane Friedman

“Getting things done: Turn off email; check it only one to two times (and if necessary, tell people the times you’ll be checking).“

This is one habit I can’t break even though I know it would add more time to my day. As a compromise, I’m organized in other areas to make up for the lost time I spend compulsively checking my email.

@AmberCadabra — Amber Naslund

“I’m a ruthless email deleter. And I break up my day so I keep my brain fresh.”

Breaking up your day can involve doing different types of tasks. Writers, for example, can do email, edit, write, read, research and network to shake up their day.

@skydiver — Peter Shankman

“I get up a half hour earlier than I have to. Every single day. AMAZING what you can do in that first half hour.”

Some folks accomplish the most in the morning — that extra half hour can make a big difference.

@jonathanfields — Jonathan Fields

“Slow it down to speed it up. Hair on fire speed leads to mistakes and omissions that take even longer to fix.”

This reminds me of a discussion with my 7th grade teacher. I can’t recall the exact quote, but the gist was to take your time to do the task right the first time because it takes more time to fix it and explain yourself if you don’t.

@shel – Shel Holtz

“Best tip for getting things done: Celebrate task completions before moving to the next task. Check Facebook, watch a video. “

Be realistic about the tasks you assign yourself for the day. Trying to get 10 tasks checked off the to-do list puts you at risk of failure, and losing self-confidence. Pick three doable tasks — not projects — and celebrate every check mark.

@PhilGerb — Phil Gerbyshak

“I’m old fashioned: I use pen and paper, and write my to-do list out every day when I start my day. Works great and n0 downtime!”

Pen and paper never run out of batteries, or put a strain on your back as you carry them with you all day.

@PRsarahevans — Sarah Evans

“Mom’s advice, ‘Take one thing at a time and the rest will fall in place.’ Also subscribe (or try to) 7 Habits principles.”

Instead of focusing on the 10 things you need to do all at once and wasting energy, start on one thing. Put one foot in front of the other.

@djwaldow — DJ Waldow

“Best tip for getting things done is to hold ‘power hours’ or contests. Real examples below:  1. Power Hour: ‘In the next 42 minutes I am going to learn how to use widgetware.’ 2. Contests: ‘First to clean out your inbox’”

Nothing like a good clean fun competition to motivate you to get moving. Just be a good sport about it, whether you win or lose.

@ConversationAge — Valeria Maltoni “Best tip: focus on what’s important to advancing your business.”

This goes back to making sure the tasks you do matter to your business.

@iwearyourshirt — Jason Sadler “Don’t over extend yourself. Schedule time to focus on email, focus on blogging, etc. Don’t do it all at once.“

“Just say no” isn’t just a slogan for kids to shoo away drugs. It’s also a phrase we should all use when we just can’t add anything else to our plates. It’s okay to turn things down as long as you do it nicely.

I bet you have some tips of your own. I’d love to hear them in the comments below, or tweet me @merylkevans or @webworkerdaily.

I often give advice to people who are interested in starting online businesses. One of my “pupils” (so to speak) is new to social media, but after the recent media Twitter craze, he decided that he was going to use it to promote his site because, “that’s where everyone is.” A couple of days later, he emailed me and said that he wasn’t satisfied with his results, so he decided to follow the advice he read on a blog and try Facebook instead. Again, after only a minimal increase in his traffic, he wrote to me asking, “Have you ever tried StumbleUpon?” My immediate reaction was, “Social media marketing: you’re doing it wrong.”

This problem of constantly flipping tools doesn’t just happen with social media. I’ve had several clients who’ve spent weeks obsessing about Movable Type vs. Blogger vs. Joomla, for example.

So what should you be doing instead of obsessing about the choice of tools?

Define your goals. Goals give you direction, and without them you have no measurement of success. Do you want a one-time spike in your pageviews, or do you want to slowly build your subscriber base? In the end, your tool of choice (and how you’d use it) would depend on the goals you want to accomplish.

As much as possible, choose quantifiable goals so it will be easy to determine whether they’ve been achieved or not.

Find your audience. Who do you want to reach or help with these tools? Where can you find them? Answering these questions in detail will prove to be more helpful than telling all your email contacts to Stumble your latest blog post. Keep it simple. You shouldn’t pick a tool just because it has 500 features while the others have five. Know your needs and look for a tool with features that support those needs; nothing more, nothing less.

Stay authentic. This is especially true if you plan to use  social media tools for marketing. It’s not enough just to have a Twitter account. What’s more important is whether your tweets reflect a consistent, authentic message. It’s easy for people to detect “spammy” self-serving promotion; if you don’t have an authentic message your marketing will be ineffective.

Know when to stop. If it’s obvious that a particular tool or platform doesn’t work, no amount of force or prayer will make it work. When the results fall short of your defined goals, it’s time to either pick a new tool or rethink your strategy. What will you do if your tools don’t work out? Will you ditch them altogether or find another way to make them work?

If you have clients or colleagues who are experiencing “analysis paralysis” when it comes to tool selection, remind them that without a proper strategy, the tool won’t function as well as they expect. After all, what use is a good quality wrench in the hands of a poor mechanic? How did you choose your tools when you were starting out as a web worker? Were you overwhelmed with the number of choices out there?

Image by woodsy from sxc.hu

A program’s usefulness isn’t necessarily proportional to the size of its feature list. There are some apps out there which have only one function and a minimalist interface. This doesn’t mean that they’re less useful than their feature-rich brethren.

I’ve compiled a short list of free, single-function Windows apps that web workers can add to their toolbox. They’re worth looking at if you want some added useful functionality without putting too much strain on your computer’s resources.

PushPin

What it does: PushPin gives you the option to have any window “always on top”. This means that you can have inactive windows on top of your active window.

Why it’s useful: It’s a helpful tool when you’re copy-pasting text or code from one window to another: you don’t have to go back to the taskbar to choose another window. This is especially useful if the source of the text can’t be copy-pasted and you have to retype it, such as text embedded in PDFs, image files, etc.

Details: You can learn more about PushPin here. According to the web site, it runs on Windows 95 to NT4, but I’ve used it on both Windows XP and 7 without any problems.

Texter

What it does: Texter is a text substitution app that allows you to assign abbreviations to phrases or lines of code that you commonly use. Since I started using it, I haven’t found a single application that it won’t work with.

Why it’s useful: As a blogger, I often find myself typing long lines of code to format my blog posts. Since the code I use is repetitive, I can just save them onto Texter and use the abbreviations to type them automatically onto a WordPress text box.

I also use Texter for template messages and signatures which I use in Gmail, LinkedIn, and other social networking accounts. Although I use Gmail’s Canned Responses feature for email-specific signatures, I use Texter to save those template messages that I use across several communication tools.

Texter has some advanced uses, too, but I find that the basic uses are more than useful enough make the app worth downloading.

Details: You can download Texter from this post at Lifehacker. There’s an embedded video that shows you how it works, too. Taskbar Shuffle

What it does: Taskbar Shuffle allows you to rearrange items on your Windows taskbar and system tray, so you can put relevant items close to each other.

Why it’s useful: Windows usually arranges taskbar items chronologically, which isn’t very useful if you have lots of programs running and you need to switch between windows often. With Taskbar Shuffle, you can just drag and drop these items in an order that complements your workflow.

Details: You can get more info about Taskbar Shuffle from this site. The app runs on Windows 95 to Vista. Windows 7 users don’t need Taskbar Shuffle, since this feature is already built-in.

Sizer

What it does: It allows you to assign a different display resolution to a particular window. Available resolutions include 640 x 480, 800 x 600 and 1024 x 768.

Why is it useful: Web workers who want to see their blogs or web sites in different resolutions can do so automatically. You don’t have to change your monitor’s resolution or view your designs from different computers.

Details: Click here to access Sizer’s official web site. Although it works with older versions of Windows, Sizer doesn’t work with Windows Vista and Windows 7.

USB Disk Ejector

What it does: USB Disk Ejector does exactly what its name implies. It allows you to eject USB devices more smoothly.

Why it’s useful: It’s a hassle-free way to eject USB devices such as memory cards, external hard drives, and flash drives. I hate it when Windows tells me I can’t eject a device because it’s currently in use (even if it isn’t, as far as I can tell).

Details: You can download USB Disk Ejector from this site. It works on Windows 2000 and later versions. Do you have other simple but useful apps to add to this list? Share your suggestions in the comments.

If you haven’t found satisfaction with any of the productivity tricks you’ve tried, it’s possible that you’re mistaking some of the myths for facts.  These myths could come from something you’ve read, or they could be your own preconceived notions.  To get productive, you need to get rid of these myths.

What are they and how do you debunk them?

There is one system to rule them all.

Once you get into David Allen’s Getting Things Done, or other similar productivity systems, it doesn’t mean you have to stick to its rules permanently.  There is no perfect system that’s already pre-made for you.  You need a bit of time, as well as trial and error, to find something that works.

Organized = Neat

If your office is neat, does it mean that it’s organized?  If your office looks messy, should you clean it up?  Before we start criticizing ourselves for not being neat enough, we need to get our semantics straight.

Neatness or cleanliness is more of an aesthetic value.  Organization, on the other hand, is more about how things function.  For example, if you have a stack of folders and all those folders are aligned on top of a dust-free desk, that’s neatness.  The stack of folders are only organized if they are arranged in a way that makes each folder easy to access.  So even if the desk is dusty and the folders aren’t perfectly aligned on top of each other, as long as they’re arranged in a way that makes sense to you (chronologically or alphabetically), then they are organized.

If you’re the type of person who has a messy office and hates it when someone comes in to “clean it up”, you know what I’m talking about.  Just because things don’t look orderly or like they were arranged by a robot, it doesn’t mean you’re not organized.  If you can find anything in your office within 2 seconds, you’re doing great – whether you’re neat or not.

The more tools you have, the better.

With all the number of Web 2.0 tools out there, and the number of web workers eager to try out each tool that comes along, it’s a surprise that we get any work done.

As for me, I prefer to stick to the least number of tools, and I try to avoid daily usage if it isn’t necessary. Tools should be there to help you out, not suck up your time and attention, which, of course, is better spent on other things.

Your schedule should be tight.

As someone who focuses mostly on creative work, I’ve realized that both routine and randomness have their place in your schedule.  My partner used to be very specific about my schedule.  She even created a spreadsheet that listed what I was supposed to be doing every hour.  When I told her I wanted some randomness, she blocked out a few hours in the weekend and labeled them “Randomness”.  Not quite what I meant.

The one thing that should be absolutely rigid and non-negotiable are your peak working hours.  These are the hours of the day when you are most productive and creative.  As such, those hours are when you should get the bulk of your work done.

As for the rest of the day, I prefer to make a simple list in Google Calendar of the major things I should accomplish, both business and personal tasks are included.  I find that I can’t do more than 7 major tasks each day.  What I do in between those tasks depends on what I feel like doing, whether it’s taking a walk, reading a book, carpentry, or even working.  It’s the random tasks surrounding my routine that makes my day more interesting.  They even make my work feel more fulfilling.

The key is not to worry if you feel unproductive at times, there are still some ways for you to feel accomplished at the end of the day.  As long as you get your few major tasks done, you shouldn’t obsess about working during every waking hour.

What preconceived notions on productivity did you have?  Which of these notions were true, and which were false?