No, That’s not a typo.  StayFocusd is an app available through the Chrome Web Store.  I.Love.It.

An important part of my job is staying on the cutting edge of productivity products and research.  You wouldn’t believe how much there is to learn about attention, perception, learning and communication styles.  I dedicate several hours a week to reading up on these topics.   My job is also to try out productivity apps and software, so I can make appropriate recommendations to my clients.

Tell me you know someone who never surfs at work, I will answer that I have a bridge to sell you.  StayFocusd is an app designed to help people self-impose boundaries on their web-surfing, in order to get back on track after a deviation.

To illustrate, I regularly buy printer ink on Ebay.  I also love to shop for deals.  On anything I need, and some things I don’t.  StayFocusd gently interrupts my surfing at intervals I choose, and hints “Shouldn’t you be working now?”.  I much prefer that to Instant Boss’ sharp “Back to work!”.  Certainly better than wasting time when I could be getting valuable stuff done.

Over the past 4 years, I’ve been waging a passive war against all things Microsoft.  Maybe I’m just bitter to still be working mainly off a 5-lb laptop “equipped” with Windows Vista (much like a donkey is equipped with a full load that will eventually break its back).  Each update brings at least one noticeable new glitch.  With an average of one update per month, over several years.. you get the picture.  This did nothing for my productivity.  In fact, the psychological stress of it all was bringing me down.

First, I got around MS Office with Open Office, a free, open-source office productivity suite comparable to Windows Office, except its free (in cost and of glitches) and open-source.  Open-source means that the software is constantly being developed and improved by a network of “volunteer” software engineers (some professional, some not).  The result is the most mind boggling example of virtual collaboration I can wrap my head around.  And that just makes me smile inside and out.

Google has been my favorite browser and search engine for years.  Want to know how to fix or do anything?  ”Google is your friend” is my answer.  Provided you know what you are looking for, and don’t get lost in the centrifuge of information available, the Google search engine is a fabulous time saver for research.  the Chrome browser isn’t perfect, but it beats the heck out of Microsoft IE (I can’t even bring myself to type the full name).

Now, Google apps are in town, as part of Google Chrome.  I could go on and on about how much I love Google Apps, but I won’t, mainly because blog writing is supposed to be concise.  I now happily use Google apps for everything from accounting and invoicing (Wave) to time management (StayFocusd!).  I am moving to the cloud, where my information is anyway safer than on a laptop that could implode at any moment.

It’s in the most critical situations when the Elements of Productivity are the most apparent.   Mood, wellness and motivation are the first to jump ship.  Worse, negativity we let in during these hard times spreads to other projects and people, sucking in everything in its path.  And its all downhill from there.

When you can no longer control what happens, you can still control how you react to it.  In the very worst of situations, your attitude may well be the only thing you can control.

Here are some actions you can take to beat negativity and stay productive during the toughest of times:

• Stay in charge

If you won’t do it for yourself, consider that you owe it to all the people who support you, and who you support. When you’re busy being in charge and getting things done, you’ll create a better outcome for everyone.

• Avoid avoidance

It takes courage and strength you may have to look hard for, but addressing the situation in the face is your best strategy for coming out ahead.

Avoidance behaviors may disguise themselves as relaxation, procrastination or even denial.  Focusing on un-related projects or favors and not staying busy at work are perfectly fine when the house isn’t on fire.

Be aware that depression is not an avoidance behavior, and you should consult a physician of you feel like you can’t function because you are depressed.

• Look forward, not down

We see it happen all the time  - business people, athletes, politicians weather dismal public failures.  Turn around a few months later and there they are, back in action.   These are people who know that failing in one area of your life does not make you a complete failure.

The only way out of a deep, dark hole is up.

• Watch your mouth – and your ears

Reinforcing the negativity already present with failure is like lighting a long fuse.  The things we say and do affect how we feel, and how others feel about us.  Ultimately, this can lead not only to making a bad situation worse, but in losing your team’s support.

In the same way, protect yourself from nay-sayers and bad news, even if they are right.  Dwelling on the negative is unproductive and unattractive.  You owe it to yourself and those around you to phrase facts in a positive or neutral manner, and to avoid making and participating in negative conversation.

• Look to hindsight constructively

We can choose how we use hindsight.  One of the blessings of failure is that we get a clear picture of what was lacking for success.  Whether you plan to try again or redirect your talent elsewhere, you now know what you can build on to help ensure success next time.

• Take care of yourself

Healthy diet, exercise and sleep habits are absolutely crucial to attention, learning and memory functions.   There’s a second dimension to taking care of yourself, though.  These habits are a sign that a person values his or her well-being.  Maintaining and expressing a healthy self-image is one of the best things you can do to survive and stay productive in the face of failure.

ARoundTuit offers individual and Corporate Services designed to help companies stay productive through hard times.  This can be as part of your company’s Training & Development, Employee Assistance or Wellness program. Just contact me for more information!

I first learned about the TimeTimer while researching time-awareness and attention aids for children with developmental disabilities.  Difficulty sustaining attention (with or without a diagnosis) is a hallmark of modern life.  With so many competing priorities, and (way!) too much information coming our way at all times, many people find it difficult to simply hanker down and get done what matters most.

The TimeTimer is simple and effective.  Unlike a standard alarm, the TimeTimer allows you to visually track your time without having to read it.  Interestingly, this small difference in appearance makes a huge difference for our neurological processing.   Not only are these visual cues quicker and easier process,  but, as a result, they are also minimally distracting.

Its frankly amazing to me how we can all benefit from these simple tools.  If you’re struggling with productivity at work, the TimeTimer is worth a try!

Question:
Hi Lauren,

Many moons back I contacted you and you very kindly told me that there are places around Atlanta where I could take documents to be shredded. I would like to take a great number of boxes worth.  Could you recommend some places?

But before I can get to that stage, I need to actually get through way too many years worth of bank statements, old bills and credit card statements.  I am afraid I am daunted by the task.  I have probably 40 or 50 banker boxes worth of bills/statements that I have just pretty much thrown into those boxes.  Do you have any suggestions on how to cope with this mound?  I know the old saying “How do you eat an elephant?  One bite at a time.” but still I feel a little paralyzed.

Shawn

Answer:

Hi Shawn,

I recommend you start with the most recent boxes, since that is where you are most likely to find documents you may need to keep with your last 7 years of tax filings.  Set aside documents you are unsure about, and ask
IRS-EA (a tax preparer certified by IRS to represent clients in audit) or a CPA.

As you said, you can’t eat an elephant in one bite.  The most effective approach is to break this down into many mini-projects with goals and rewards.

Schedule specific, regular blocks of time to work on this. Turn off your cell phone and computer to reduce distractions. Take one or two boxes at a time into another (comfortable) room, away from the stockpile.

You may quickly find that once you gain momentum, you will do more than planned, and come away feeling great about it.  Some people like to set a reward up for themselves, like a favorite restaurant or activity.  For many,
though, simply seeing your results is reward enough!

Here are the IRS publications related to records retention guidelines for businesses and individuals.

Regarding the shredding service: It really depends on your location, for convenience.  In Atlanta, I  usually recommend Peachtree Secure Shredding, who do on-site and drop off shredding by the pound.

For now – you are right – you can let the boxes of “to shred” papers accumulate in a seperate area until you have enough to make it worth the trip.

Thank you so much for coming back to me for your questions.  I appreciate your confidence, and look forward to hearing about your success!

Wishing you a meaningful and productive day,

Lauren

According to a 2005 study published by the University of London Institute of Psychiatry, “ Workers distracted by email and phone calls suffer a fall in IQ more than twice that found in marijuana smokers”.

The most benign interruptions have a similar effect on productivity as arriving at a 4-way-stop intersection. It is just not possible to make frequent stops and maintain speed at the same time.  So, even if you don’t get lost, you’re still not making very good time.

Frequently, repeat interruptions create a sort of panic effect, causing a new association, and a new “priority”.  Before you know it, an hour has slipped away, and the number #1 item on your desk has not been addressed.

This is the constant challenge of  individuals with attention challenges such as with ADD and other neuro-exceptionalities.  For everyone else, common wellness issues such as sleep or food deprivation, or even a stuffy nose can lower alertness to this point.

Living up to the multitasking myth is a daily struggle for many of my clients. This is where adapted productivity tools come in to play.  Tools such as visual and auditory cues, as well as an appropriately organized workspace, help many people get back on track, in spite of interruptions.

We live in a time where multi-tasking is a requirement, even if it is not ideal for productivity.

If you or someone in your team is having trouble keeping up, it could be that adapted tools and skills would make a huge difference.  A productivity assessment will give us the answers you need to have a happier and more productive life.  Visit the Corporate Services page of my website to find out how I can help you and your team beat the multitasking myth!

There’s a story of two travelers cruising on the highway:

The passenger says, “I think we’re lost.”

The driver replies, “We are lost, but we’re making great time!”

Productivity is not about doing things faster.  It’s about choosing the right actions (or inactions, sometimes!) to get you where you want to go.  Obviously, the first step is trip planning is to know your destination.

I love helping people get clear on their big picture, by asking how they can be most effective in the different roles they play, at work and at home.  By taking on the habit of exploring possible actions and outcomes, you will be on track to stop chasing after your life, and start leading it.  Imagine that!

If you don’t have these clear in your mind, then just going faster wont help.  You’ll still feel like you’re spinning your wheels.  But, once you have a better sense of the big picture, getting organized and efficient will definitely get you where you want to be sooner.

As a productivity coach, I specialize in helping you get clarity on your own vision, and work together with you to make it happen.  Sound like a plan?  You are one click away from learning more about Productivity That Works.  Go for it!

I’ve been inspired by a long-term relationship into which I have fallen head-first – with an unmerciful winter cold.  Since the start of the month, there has hardly been a night where I haven’t felt like I’m not suffocating from congestion or that I could not actually cough up my toes.  I’ve tried medication, soup, tea, vaporizers and “rest” (but who can rest like this?).  I’m just plain weary.  You get the point – I know you’ve been there yourself.

All this is not enough to cancel everything and stay in bed, yet it is enough to have me staring like a deer into headlights at my computer screen, as it taunts me for another creative endeavor.  Not a chance.

Most people have a time of day during which their energy and creativity run slightly lower.  That’s the best time for routine work and “tidying up” projects.  Going on my fourth week of this seemingly interminable state, what can I do to make the most of my low energy time?

1. Take care of simple routine work that may have been placed on the back burner back when I was shooting creativity fireworks.  Renewed professional associations and subscriptions.  Bought a new printer online.

2. Delegate anything I can to keep the ball rolling. This can mean hiring a virtual assistant to keep my routine admin up to date, or to take care of the holiday mailing which, unfortunately, seems moot by now (mea culpa).

3.  Simply forget about unessential tasks that won’t be delegated. I can’t hire a concierge service to do all the routine personal tasks that normally leave me only slightly dizzy.  The house won’t look spic and spam, we’ll eat rotisserie chicken and bagged salad for as long as it takes, the kids will watch more movies than usual (they won’t mind) and “keep in touch” meetings are whittled down to a bare minimum.

4. Use an out of office message for part of the day, even every day.  Consolidate return correspondence into a time when I’m not seeing double.

With this combination of delegation and self-preservation, my productivity should maintain a forward-moving momentum without sacrificing sanity or well-being.  Do you have a productivity secret?  Please share it with us in the comment space below!

Wishing you healthy, productive and meaningful holidays!

I was recently asked to contribute to Stephanie Callahan’s amazing Productive and Organized blog topic “106 Thoughts on Overcoming Overwhelm in a Freaked Out World”"

Many people occasionally experience overwhelm from changes that occur throughout our lives.  However, feeling chronically overwhelmed over personal or professional issues can cause productivity to take a nose-dive.  This is because one major side-effect of being overwhelmed is that we become unable to keep our commitments to ourselves and others. Knowing how to step out of the storm, and put things in perspective is so essential to regaining ground.

Many warm thanks to Stephanie Callahan of www.ProductiveAndOrganized.net for this blog post and all her great work!  Here’s my contribution.  Enjoy, and please let me know what you think (there’s a space for comments under the post)!

31. Survival Skills For Living In A NOW World In my productivity consulting, the single most common woe I hear is that clients feel they can not keep up with all the demands placed on them in different areas of their lives. Some people are naturally better at maintaining balance. What’s their secret? REFRAME YOUR EXISTENCE What’s the best use of my time and energy right now? What will matter in one year? What really doesn’t matter, even if it *seems* urgent? What could we recover from, and what would cause damage? We live each moment only once, and then it’s gone forever. By investing your energy mindfully, you may eventually find you spend much less time chasing after life, and more time actually living. Thanks to Lauren Davidson of ARoundTuit Organizing & Productivity