Hasta La Ideas

Over the weekend, I read an article on 99U called “Setting the Scene for a Productive Day” that suggested that when you take advantage of “the fact that you have emotional and mental responses to specific places, you can dramatically increase your productivity.”

Where you sit (or stand) to work will have a big impact on how productive you can be on a consistent basis. Most times, everything has to be just right and you have to set the stage (not too cold or hot, comfortable seating, great lighting, aesthetically appealing) to get your productive juices flowing. But, there are many times when you just need to grab the opportunity to be productive no matter where you are. Ideal scenery or not, work must get done.

So how do you do it?

Change your background

There are some places where you can actually get stuff done that don’t look like your usual work space and can give you a change of scenery when you need it. For instance, if you want (almost) pin-drop silence, your local library might be the spot for you. Also, you’ll still get to be around people, but without having to interact them. Prefer working in an office-like environment with others? A coworking space or working alongside a group of colleagues in a conference room can be helpful. If being outdoors sparks your creativity, a park, campground, or botanical garden can give you the productive boost you need.

Take notice of places that help you to get more done

Using wait time (instead of just waiting) can help you cross a few things off your to-do list. As you stand in line at the bank or grocery store, you could take a few minutes to review your calendar for the upcoming week. Or, perhaps, those moments as you sit in the doctor’s office will give you an opportunity to check your voicemail or write a note in that card you’ve been meaning to mail. These are all great times in your day to take advantage of getting things done.

But, sometimes, you can accomplish a lot in places you’d least expect, like at the gym. You might be surprised that some of the most interesting ideas or thoughts on how to complete an important project could pop into your mind while you’re getting your heart rate up (and since you’re likely to have your smart phone with you, you can easily capture those thoughts using the voice recorder or on Evernote). In fact, studies show that exercise has a positive impact on how motivated you are, how well you concentrate, and your ability to meet deadlines.

Keep doing what works

Does this mean giving up your usual productivity spot in favor of someplace else? Not at all. Do plan and set up your workspace so that it helps you get your work done consistently well. For example, if you notice that some of your best ideas come to you in the shower, use that to your advantage and incorporate it as an important part of your productivity cycle. And, write down all those great ideas before they leave as quickly as they came. Aqua Notes waterproof note pads, Shower Notebook, or a diver’s slate will be a very useful tool for you.

The search for sustained productivity will likely never end. There will probably always be strategies and techniques to test out, including some tried and true ones, like a change of scenery. Every so often — no matter where you are — take a moment to check how much you are (or are not) accomplishing. Look around to see what is contributing to your ability to successfully tackle your tasks or what’s distracting you, and build a routine around what’s working. Don’t overlook that productivity can take many forms in a variety of places.

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When you want to remember to do something — especially something that spontaneously pops into your mind — it’s best to record it as quickly as possible so that it doesn’t float away as quickly as it came. You can do that by using a post-it note, you can put a reminder in your Notes or Evernote app, or you can try Due, a simple (new to me) task and reminder app. I tried the app over the weekend and immediately liked it when I realized that I could get started right away. I didn’t need access to the internet, nor did I need to create an account (great time saver).

Here are some additional features I found helpful …

Easy to create reminders

Creating a reminder is intuitive and requires only two steps: adding a title and selecting the date/time for the alert. The app also offers four pre-set times that you can quickly choose from.

Save time by recycling your reminders

All your old reminders are saved in Due’s logbook so you can track and reuse them by creating new ones (with the same title and reminder times). You’ll save a bit of time by recycling instead of recreating the alert.

Set multiple timers at the same time

Need to check the roast in the oven in 20 minutes or to call a client at a particular time? Want to get that 3-minute egg done just right? Due lets you set a timers for each one simultaneously (something the native iPhone app doesn’t allow you to do). And, you can start the timer with just one tap, or rather, flick of the switch.

There is much more that Due can do (like sync your reminders with iCloud or Dropbox, assignable tones for each alert, integrate with other apps), so take a closer look to see if this app is for you.

Platform: iPhone, iPad, iPod Touch (iOS 5 or later)
Cost: $4.99
Other iOS apps like it: Beep Me (Free for basic version, $4.99 for paid version), Sorted 2 ($0.99)
Android apps like it: QuickTodo Lite (free), Due Today ($2.99)

What are your favorite reminder applications? Share your recommendations in the comments.

Like this site? Buy Erin Rooney Doland’s Unclutter Your Life in One Week from Amazon.com today.

I watched an incredible tennis match recently. On Centre Court at Wimbledon, the number two player in the world, Rafael Nadal, was in a heated battle with Lukas Rosol, a player ranked 100 and not very well known. Nadal, though being tested, was expected to not only win, but to do so in his usual commanding style. In the end, Rosol stunned everyone when he turned the tables and won. In the post-match interview, Nadal said, “I just played an inspired opponent.” Rosol, who also thought that he wouldn’t win, said that he just didn’t want to lose poorly. As a result, he was extremely motivated, focused, and played in a way that far exceeded even his expectations.

But, what happens when your focus and motivation seem to desert you? Even the most well-intentioned and commited person has days when he or she doesn’t feel motivated to do much of anything. Tasks (whether the plan is to take care of some long delayed “fix-its” around the house or complete an important project) can seem daunting, boring, or you just might feel like doing something else. Rather than focus on the things you shouldn’t do (like procrastinate), a better strategy would be to set your sights on things you can do until your motivation returns.

When you feel like putting your important goals on the back burner, consider:

1. Making a list and short-term plan. The first step is to create a list because that will get everything out of your head. Writing down the things you need to do (or entering them in your smart phone or a text file on your computer) will help you to categorize and prioritize your tasks, and, ultimately, create a short-term plan for that day. This temporary plan can help you to get moving, keep you focused, and allow you to include other activities you want to do.
2. Think of the end result. Thinking about the long list of things that you have to do probably won’t give you the needed push to get stuff done, but thinking about how amazing or proud you’ll feel when you accomplish even the smallest of goals, just might be all you need to jump start your productivity. To remind yourself of that amazing feeling, think back to a time when you did your best work. While you’re at it, look back at the steps you took to reach your goals to see if you can do something similar to turn your current situation around.
3. Go ahead and do something else … for a short while and then come back to your project or task. When you’re feeling stuck in lack-of-motivation land, you may need a change of scenery, a bite to eat, or perhaps a jog around the neighborhood to get your juices flowing. In fact, exercising can improve your mood and help you focus and work efficiently. The New York Times recently reported that:
   

   In humans, exercise improves what scientists call “executive function,” the set of abilities that allows you to select behavior that’s appropriate to the situation, inhibit inappropriate behavior and focus on the job at hand in spite of distractions. Executive function includes basic functions like processing speed, response speed and working memory, the type used to remember a house number while walking from the car to a party.

4. Start with the easiest thing first. As you look at your list, pick the thing that is the easiest to complete because you’ll be able to get it done quickly. You probably won’t need (much) help doing these types of tasks and you can cross them off your list immediately. When you get things done, you’re likely to be motivated to do more. Sometimes, turning your to do items into a game (how much can you accomplish in 10 minutes) or trying to beat your personal best (can you do more than what you did the day before) can also push you forward.
5. Phone a friend. Still feeling like putting your work plans aside? You’ll probably benefit from calling in reinforcements, literally. Having someone else encourage you or check-in with you can be very motivating. Sometimes, all it takes is a different perspective, a friendly nudge, or even a little healthy competition to get you moving.

   Or, maybe you just need a body double. Judith Kohlberg, the author of Conquering Chronic Disorganization and ADD Friendly Ways to Organize Your Life, describes a body double as a person who “… functions as an anchor. The presence of a human anchor focuses another person and makes it possible … to ignore distractions.”

   Though the body double (or accountability partner) is present while you work and not actively involved with what you’re doing (and quiet), they still help you to get things done by staying on task. If you think this would be too distracting, use a timer to keep you on track. When it goes off, you will be released from that task so that you can do something else.

There will always be days when you don’t feel like working. It helps to come up with a few strategies that can put you in the frame of mind to work productively (like a quiet room, clear desk, co-working, etc.). Test out some of the suggestions from today’s post to see if they’ll work for you. Usually, once you get started, you’ll be inspired to keep going. And, you just might end up having more spectacular days like Lukas Rosol did this past June.

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As a junior-high student I learned two strategies for tackling writing projects: brainstorming and outlining. The former was free-form and messy; the latter tightly organized and formal. The idea was to brainstorm first and get all the ideas out of your head, without hesitation or editing. Imagine a dump truck depositing a payload of sand onto the ground. It’s effective, but you’ve got to do some clean-up work before you can move on with your project.

After sifting through to find the usable nuggets, the next step was to arrange them in a tidy outline, which served as the backbone of the final project. Today, I still do these things, but with one change. The brainstorm has given way to a mind map, which combines the avalanche of sand with a little more order, akin to an outline. In short, think of a mind map as an uncluttered brainstorm.

There’s lots of great software to help you create a mind map, though a pen and paper will do. Here’s how to create one, reap the benefits and find a software solution that works for you.

You’ll find many definitions of what a mind map is, but mine goes like this: A mind map is a diagram used to organize a brainstorm. It starts with a single word — often the topic or heart of your project — inside a circle. Supporting ideas are drawn around the main idea inside their own circles and connected with lines. As an example, here’s a mind map I used for this article (at left).

I started by writing “Mind Mapping” in the center, and then began to think about the topic. What about mind mapping do I want to share? That triggered the brainstorm and ideas came, like why do it, software available, organizational benefits, and so on. Each idea got its own “node” on the map. You’ll notice that “Software options” has three nodes of its own: Mac, PC and iOS. Those are referred to as “children,” as they all relate to the “parent” node, “Software options.” That’s where the organization comes into the process. Instead of generating a simple list during a brainstorm with no rhyme or reason to its order, a mind dump lets you group related ideas as you go, without hindering the brainstorm process. As you think of more ideas, just keep going, adding lines and nodes. Eventually you’ll reach the point of exhaustion and you’ll know you’re done.

At this point, I’ll review the diagram I produced and use it to create an outline and finally begin my writing project. This method really helps me feel on top of my project, doesn’t produce a jumbled mess that must be sorted into an outline, and results in a better final product every time.

As I said, there are many pieces of software available to help you create a mind map. I’ll introduce you to four: one for the Mac, one for Windows, and two for the iPad.

Mind Node (Mac, free lite version or $9.99 for Mind Node Pro)

My favorite mind mapping software for the Mac is Mind Node. It’s no-frills interface lets you focus on your project instead of getting stuck fiddling with colors and other little tweaks. Branches are color-coded (you can adjust with the colors if you like) and there are plenty of keyboard shortcuts if that’s your thing. Also, built-in Dropbox synchronization keeps your mind maps available across Macs or even with Mind Node Touch for iPad. Nearly every writing project I complete, from a book to a blog post, begins life as a mind map in Mind Node.

As for what’s different between the lite and pro versions, you’ll find features like image nodes, Wi-Fi sync between desktop and touch version, improved hyperlinks and improved printing options in the pro version.

Mindjet MindManager (Windows and Android; $399 for Windows version)

MindManager isn’t inexpensive but it’s extremely powerful. It will look familiar to anyone who has used Microsoft Office, as it uses a similar ribbon toolbar, which reduces the learning curve typical of new software, as does the built-in tutorial. Speaking of Office, there’s extensive support for Microsoft’s suite of apps built right in, and a number of export options, like PDF and Flash animations, making sharing easy, no matter what kind of computer your collaborators use.

MindNode Touch (iPad, $9.99)
IThoughtsHD (iPad, $9.99)

There are two great options for the iPad. The first is MindNote Touch, the sibling to the desktop app. It works in much the same way, but “touching” your ideas — to use a market-friendly phrase — adds some fun. Thanks to Dropbox, you can sync mind maps you make on your iPad with your Mac and vice-versa, which is very convenient.

IThoughtsHD is another mind mapping app for the iPhone and iPad. There are a few features that set it apart but my favorite is the ease with which you can create nodes, child notes and sibling nodes. While MindNode requires you to move from the keyboard to the mind map itself to create and label nodes, iThoughtsHD lets you keep your hands on the keyboard at all times. For example, hitting the space bar three times in a row creates a new child mode. No need to move your hands up to the map. Likewise, hitting the Return key three times creates a sibling node. It’s very fast.

I use mind mapping for writing projects, but that’s hardly its only use. I’ve also created map to organize a vacation, chart a video project, plan for a wedding and more. Give it a try the next time you’ve got a project on your plate that’s large or small, business or personal. You still have that powerful brainstorming session, but will avoid sifting through the resulting mess before getting on with the rest of the work.

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Reader Rachel submitted the following to Ask Unclutterer:

I know you are huge fan of David Allen and after years of “almost” using his GTD system I finally bought the book [Getting Things Done] and am working my way through it. As I prepare for my two day “gather, process and route,” I find myself with some clutter related questions. First some background points:

1. My husband is in the army, so i like to keep everything as modular and portable as possible, 2. I am currently prepping for a move, so I am currently in down-size mode, and 3. I love using my computer.

Okay, now for my questions: David talks a lot about the proper supplies and having a general reference file. I’m kind of resistant to the idea of investing in paper file folders and filing cabinets when there is so much technology and digital recording available that doesn’t take up near the amount of space. What have you found to be the best capture system for your files? Digital or old school?

I would like to start by saying that you’re right in pointing out that I have enormous respect for David Allen. He is able to communicate his ideas about information organizing and productivity better than anyone else writing on these subjects today. This art of communication is a true talent and it is rare. Most importantly it is extremely helpful for those of us looking for guidance and sanity as we work and live. If anyone reading this hasn’t read his books, I strongly recommend them.

That being said (i.e. I’ll stop being an exhuberent fangirl for a moment), I don’t use the GTD system exactly as he prescribes. It’s not that I think his system is flawed or bad or wrong; it just doesn’t completely work for me and my preferences. And, at least in my personal experience, I’ve found that this is the case for most GTD enthusiasts. We gobble up all we can from his advice and then put our spin on it so it will be something we benefit from and use over the longterm.

If you’re like me, a good amount of the information you collect likely comes to you already in digital form or can easily be scanned and/or digitized (images, emails, PDFs, calendar appointments, etc.). To take these out of a digital form during the processing and organizing phases would be a waste of time and resources, and Allen doesn’t advocate you print these out, either. The most important thing to do is to capture this information in a way so you can reliably process, review, and do all the things you need to do to get things done.

I use a couple plugins for my Mac-based email program Mail that are created by the company InDev: Act-On (which let lets you apply rules to incoming messages) and MailTags (which color codes emails with tags). These are nice for adapting GTD processing and organizing actions, as well as helping to creation action items. Even if you didn’t use the GTD system, these are great plug-ins for email management. I incorporate these plugins to work with my personal email filing system, which I’ve outlined in detail in Unclutter Your Life in One Week. In short, I use Archive, Project Folders, and Read Me folders. The Archive folder is where all messages go after I schedule the work on my calendar or in my project management system. The Project Folders are where I stash project-related information until I can move the email to the Archive folder (e.g. where I put Ask Unclutterer emails until I review them and decide which one I will select for the week’s column). And the Read Me folder is for long emails or emails containing links to articles, typically sent from friends or family, that don’t require immediate attention and that I can read in full the next time I’m standing in a line or waiting on hold. Once I read the Read Me emails, they are moved to the Archive folder.

People who use Outlook as their email client might benefit from a GTD-themed add-in from NetCentrics. And, if you’re a Gmail user, I’ve heard good things about using the ActiveInbox plug-in. (A good ActiveInbox tutorial can be found in the article “ActiveInbox Turns Your Gmail Labels Into an Effective GTD System” on Lifehacker.)

As far as my personal to-do list (action items) and calendar, I do keep these in paper form. I like the physical actions of writing and greatly enjoy crossing things off lists. For the past six months, I’ve been using an Arc customizable notebook from Staples for the list and calendar. I’ve tried to do it all digitally, but I always seem to come back to the paper items for these two things. Comfort is a powerful creature. For work, I keep everything in Basecamp so everyone on staff and our clients can see important dates, to-do items, as well as communicate with each other. It’s ridiculously simple to use, which oddly is why some people don’t like to use it. There are hundreds of digital to-do list and calendar programs on the market and a few are probably already installed on your computer — just find one you love and will use and review.

In regards to other digital paperwork (the general reference stuff), I have set up my Evernote account to mirror the GTD workflow. Everything digital is dumped into it and it syncs with all my handheld devices and can be accessed anywhere in the world there is an internet connection. I also back it up to my desktop and back my laptop up to an external hard drive and again to Backblaze (I’m a wee bit maniacal about backing up my data). I save all my documents locally in a document management program (DevonThink), which I’ve discussed recently in “What tools should I use to digitize my paper piles.” If Evernote and DevonThink aren’t your style, check out OmniFocus for Mac and I know many of our readers use OneNote who have the MicroSoft Office Suite (be sure to check out the free, downloadable templates from MicroSoft to save yourself time).

Thank you, Rachel, for submitting your question for our Ask Unclutterer column. I hope I was able to help you in your pursuit to get things done and adopting Allen’s GTD system for your digital needs. Also be sure to check the comments for even more advice from our readers. I know we have numerous GTD enthusiasts who read the site and are active in our comments section.

Do you have a question relating to organizing, cleaning, home and office projects, productivity, or any problems you think the Unclutterer team could help you solve? To submit your questions to Ask Unclutterer, go to our contact page and type your question in the content field. Please list the subject of your e-mail as “Ask Unclutterer.” If you feel comfortable sharing images of the spaces that trouble you, let us know about them. The more information we have about your specific issue, the better.

Like this site? Buy Erin Rooney Doland’s Unclutter Your Life in One Week from Amazon.com today.