Achieve-IT!

Multitasking is Madness. 10 Tips to Stop

“If you can’t ride two horses at once, you shouldn’t be in the circus.” - American Proverb

Barbara Bartlein from the People Pro posted an article about the harmful effect of multitasking on your productivity. She points out how researchers warn of several problems with multitasking aside from decreased productivity including increased stress, stomach aches, and headaches

University of Illinois study of Microsoft workers reports that each time a person gets distracted, it takes a full 15 minutes to get back on track. Put another way, for each time your email dings with a new message, whether it’s a dire emergency or a picture of a cat with a melon skin on it’s head, it costs you dearly in lost time.

With the productivity losses incurred from multitasking, Barbara listed out 4 main ways to combat it:

• Accurately estimate the time to complete tasks. For one day, write down all the tasks you have to accomplish and estimate the time needed. Then truthfully time yourself. You will be able to find the percentage that you routinely underestimate and can adjust your work schedule.
• Use external memory as much as possible. Albert Einstein once said that he keeps nothing in his mind that can be easily retrieved from paper. A cluttered brain makes it much more difficult to be creative and productive. External memory can be as simple as a pad of paper or using technology more effectively. Use the calendar on your computer to remind you of important dates or appointments and quick lists to organize your tasks.
• Batch your work. Rather than checking e-mail multiple times per day, set times for reading and responding. Let your phone go to voice mail, if possible, and return phone calls during a specific time. Put similar tasks together, like paying bills and balancing your checking account, to increase efficiency.
• Remove distractions. Control interruptions and noise. If the workplace is loud, discuss with co-workers ways to control the volume. Set times for consultation or questions rather than allowing unlimited access to your time. And make sure you don’t “interrupt yourself” by running to get more coffee or making a quick phone call. Use “butt glue” until the task is completed.

They are all very good suggestions, however, I am torn on using the external memory as much as possible. I think it’s important to use both your brain’s memory as well as your computer’s memory. We are becoming so used to looking into the Google oracle that we might be losing some of our natural memory ability or at least sending it into hibernation. To combat this, I still use flashcards to test my memory on an almost daily basis.

Here are 6 of my own tips from my goody bag of staying focused and productive:

1. Repeat a Productive Mantra - As you work, try repeating the phrase “I will complete this task 100%” or you might choose “100%” as your mantra. Drive a wedge deep into your brain about how important it is to achieve 100% on a task. Five tasks 1/2 done are useless compared to one task completed 100%. This is also a good visualization strategy. When you are thinking about your goals and the steps needed to complete them, think “How can I complete task A 100% today?” It gives you a direction and focus.It may sound corny, but there’s the old song “One day at a time sweet Jesus”. Sometimes I find myself humming “One task at a time sweet Jesus.” That may not be for everyone, but it is a powerful reminder to keep my eyes focused clearly ahead.
2. Get back in the game faster - If you fall of track as the Microsoft workers did, do you really need to be off track for a full 15 minutes? Of course not. You can get back on the horse in 30 seconds if you stay alert. Therefore, make a note to yourself to be alert to when you are off track and then get back to the original task as fast as you can. Make it a game. Shoot for 100% completion. This will require some dedication on your part to develop it as a habit. But as time goes on it gets easier with practice.
3. Seal your environment - I like to call this tip sealing the environment. This means closing off all distractions by arranging your physical environment. What works good for me is to seal myself off from distractions with these 4 steps:
   1. Close office door - Nothing distracts like other people busting in with their immediate demands. I’m as guilty of doing this others as others are of doing it to me. But one universal symbol of DND (do not disturb) is a closed door. At least with a door closed, they typically knock, allowing you the freedom of finishing up a thought or setting a reminder to get back on task in 5 minutes.
   2. Adopt an earplug strategy - Noise gets me every time. Whether it’s my daughter singing Going to the chapel at the top of her lungs or a server fan going bad, noise can take the wind out of my sails. For these occasions, I keep earplugs nearby so I can pop them in and get to work. Sometimes in-ear headphones will do the trick too as long as the music isn’t too distracting. It might surprise you that I can still carry on a brief conversation while wearing earplugs. They also send a visual cue to my people that I am busy and don’t want to be distracted. So when they see me wearing them, they often turn and go the other way - or they at least keep our impromptu meeting short.
   3. Sit at a different seat - If I really need to get in the zone and my mind isn’t cooperating, I change my environment entirely. I will turn my chair around facing the opposite direction. I’ll stand at a countertop or place my materials on a bookcase and work from there. I’ll go work in my car with the radio off if I have to. The important thing is breaking the cycle of distraction through environmental change.
   4. Turn off gadgetry - Set your phone, computer and PDA to the off position and prepare for takeoff.
4. Shoot for 100% completion of each task before moving on - When did it ever become acceptable to 1/2 finish a task before moving on? For as long as I can remember, my family called that doing something half-assed. Sure, that term doesn’t make a lick of sense, but it is motivating in a way. From now on, shoot for 100% on any task you start. Following Barbara’s tip from above, see if you can estimate how long your task will take before you start. Based on that estimate do you have enough time to finish 100%? If not, pick a task you can complete in the time you have and don’t stop until it’s done.There’s something wonderful about 100%. It’s the relief of a job well done - a job done completely. Shoot for 100% and you can look back at your days feeling as though you were successful.
5. Keep your eye out for boring - All tasks can get boring or tedious. At the point of boredom it’s easy to move on to something else. When you get stuck or bored, try to work through the problem instead of jumping on email or something easy. Not everything you do can be easy - especially when your goals get bigger and brighter. There is some hard work ahead, some of it is boring. Just be aware that boredom can be a trick - don’t fall for it. Fight your way through boredom and there is light on the other side.
6. Unplug Your Internet connection - Internet take me away! Surfing, Facebook, Google; they can all take you away from what you are doing. Remember the Microsoft study - all it takes is a beep or boop and you’ve lost 15 minutes. Solution? Unplug your Internet cable. Granted, this can be difficult for some IT workers. But by disconnecting the Internet connection over a “break” and turning off your phone for an hour during lunch can be some of the most productive time you have all day.

If you like this post, please share it with others by book-marking it to del.icio.us, Digg or StumbleUpon - Thanks!!

Just Start by Putting Yourself in Motion

I haven’t mowed my lawn in 2 years.
No, it’s not as high as you’d think.  I normally pay a neighbor kid to mow it.  Well, he’s been away for the past 2 weeks. So I thought I should probably break down and mow it myself.
It’s amazing how used you can get to having a service [...]

April Says: Don’t Win the Darwin Awards, Cure Your Headache & Make a profit…

Here are my favorite 3 posts from April.   Which are your top 3?

8 Crucial Ways To NOT Win The Darwin Awards
Top 20 DIY Headache Cures That Bring Quick Relief!
7 Simple Ways To Develop A Profit Mindset

Master Time & Money By Accounting for It

“Those who don’t know history are destined to repeat it.” ~ Edmund Burke
An article by Melissa Raffoni asks if you are spending your time the right way. Well are you?
It’s a good question.
Her concept here is mainly geared toward managers, but I think some of the points are good for anyone who wants to [...]

Finding Your Most Important Task of the Day

If you have ever struggled with what you should do here’s a simple tip that can help.

We know we are supposed to first focus on our top priority.  But sometimes determining which is the top priority, that’s the $1,000,000 question.  

I know when I’m stuck between two or more top priorities, I get stressed and often it takes much longer to start.  So here’s a trick I use to sometimes find out what I should be doing so I can get to work.

It’s pretty simple really.

1.  Take the tasks that are on your immediate mind, write them all down.   You don’t have to spend an hour doing this, spend five minutes if you’ve got it.

2.  Rank each task for DIFFICULTY:   You might say that taking out the garbage is a 2, while sitting and writing 3 pages of your book is a 9.

3.  Then, simply pick the most difficult task on your list and get to work.

Odds are, the task you feel is most difficult is also your most important. We have a tendency to put off tasks that we feel are most difficult. But tough work is also what brings the highest value. We get more rewards for completing the tasks other We get a lot of benefits from doing the most important tasks on on our list. We might be paid higher, we might receive more love or more commitment or more energy.

Do you have any unique ways of divining your most important action of the day?  If so, feel free to let us know about it in the comments below.

Links of Late…

Here are some pages that caught my interest in the past few days:

My favorite Text to speech app Text2Go is on sale at BitsduJour today.
RulesofThumb is a Cool site discussing little DIYs, How To’s for just about everything. Information from building you McDonalds to never get into a fistfight, this is a great place to [...]

Top 20 DIY Headache Cures That Bring Quick Relief…

Last week, I was suffering from a ragin’ headache.  Not only was it painful.  It was like the Energizer bunny…it kept going and going and going. 

I asked you - my marvelous readers if you had any advice to cure the 3 day headache and you really came through!  With so many tips, I went past having a headache to feeling energetic and breathing clear.  Considering it is springtime, breathing clear is a tough one.  But you did it and I thank you.

1.  C.G. writes:  You might want to have your eyes checked (if you haven’t done so already). I had a new pair of prescription contact lenses made for me about 4 years ago. But they always gave me problems. I stopped wearing them and I noticed that when I was working (and staring at a computer screen) I got headaches. But the headaches would last and last. I thought there was something else wrong with me. Long story short (too late), I had PRK laser correction surgery done and I’ve been headache free since. I’m fortunate not to have allergies so I don’t have to deal with that possibility.

2.  Royal8 writes:  Peppermint oil applied under your nose. (Be careful with application and wash hands!!)  Rice packs heated in the microwave for four minutes applied over eyes / back of neck.   Also take a hot shower w/ Dr. Bronners Peppermint Castile Soap (the liquid version) Oh it makes you tingle - see http://www.drbronner.com/DBMS/PEP.htm   **Have your blood pressure checked.**

3.  Sylvia writes: … during allergy season I would suggest you use a sinus rinse like Neilmed. Once I started using it regularly, it cut down on my headaches.

4 - 11.  Ria Kennedy sends in 8! tips : 

1.  Tiger balm on your temples, rub tendons in back of neck to release tension,

2.   Snort this twice a day:

• Sinus Rinse
• 16 oz. H2O
• 1 tablespoon kosher salt
• 1/2 teaspoon baking soda
• Mix.

       Pour some into palm of hand and snort.

3.   Brush teeth with flossing and mouthwash. Something about swishing, gargling, changing teeth positions, spitting, etc., makes it so you can clear your head a little.

4.  Gargle with salt water periodically to clear head/get rid of drip.

5.  Take a bath in fairly warm water. Submerge your head so your ears are covered. Even allow them to fill with water to put pressure on the inside of your head and help it drain. Then — KEY — sit up in the tub so that your wet hair gets cold. This is supposed to help shrink the nasal/sinus membranes and gives some relief. I imagine using a cold wet towel on the head might also help, but I think the bath steam helps and that’s why this is good.

6.  Eat hot stuff like chili peppers, salsa. Again, this helps drainage. Even a little bit of heat helps break things up.

7.  Cold compress over eyes to help the eyes stop swelling and bring some comfort.

8.  PS — Lie down and let head drain. Try with and without a pillow, side to side, head nose pointed up toward wall, and head pointed down toward feet, and rolling from one side to another.

12.  Terra Andersen writes:  Sleep, lots of fluids, and perhaps a walk. (I know this sounds lame,) but it helps the lack of blood flow, which is the initial cause of most headaches.

13.  Ruth writes  My daughter has used something called “Mygrastick.” It’s peppermint and lavender essential oils in a rollerball applicator. You apply a small amount to your temples and she said that she felt relief almost immediately. She recommended it to a friend of mine who gets migraines quite often, and she said that, although her headache didn’t go away immediately, it only lasted about 1/10 as long as usual. We bought it at a small, local health food store, but I saw that Amazon has it, too.

14.  Kate Davis writes: I suffered from a headache for several days earlier in the year. I went to a regular chiropractor appointment for my back and she adjusted my jaw and the headache went instantly. Apparently my jaw was slightly misaligned (apparently due to stress causing me to tense my teeth) and this was leading in uneven pressure in my head when I moved my jaw.  If the other suggestions don’t work I would recommend going to have a check up a chiropractor.

15.  Dianne (Moondreamer) writes:   I usually find headaches are due to dehydration, stress or tiredness. So upping my fluid intake, getting plenty of sleep or having some time-out (maybe a walk in the fresh air) will usually sort it out.  But if my sinuses are at all involved, steam inhalation helps (put your head over a basin filled with hot water and cover your head with a towel for 10-15 minutes. You can add aromatherapy oil or some herbs or a spoonful of vicks if you like.  A little lavender oil on your temples, the bridge and sides of your nose and across your forehead will help to relieve sinusitis and stress headaches.

16.  Andrew Seltz writes:  If your headaches are allergy related, I have started using a neti pot on a regular basis and found it to be very helpful for relieving sinus congestion.  The result is similar to the nasal rinse suggested above, but I’ve done both and much prefer the neti pot. I mix a little sea salt with warm water in the pot and rinse out my sinuses during my morning shower. 

17.  Bill Ferrante writes:  My worst headaches from barometric pressure. When I feel one coming on, I’ll typically check the weather to see if a front is moving in. If it appears the weather is causing it, I’ll take an Excedrin migraine early on. I hate taking pills, so acting early really does the trick in my case.  I’ve wanted to purchase a barometer for some time now so that I can get used to seeing the measurement every day. This way I’d intuitively know what my “feel good” vs. “feel bad” ranges are.  Was there some poor weather in your area while you were in pain? If so, a barometer may be a wise investment so you can start using your peppermint oil early on. =)

18.  Liz Layne writes:   (1) Chlorpheniramine Maleate 4 mg tablet (Walgreens Wal-finate Allergy 4 Hour Tablets)  (2) Ibuprofen 200mg each and an ice pack. Usually he find that it starts to go away in 20 minutes, but he gets a little sleepy. Try it next time. I also use this for tension headaches.

19.  Leigh writes:  I found that when I reduced my wheat and milk intake my headaches disappeared.

20.  Paul writes: Make sure you are hydrated. You can get migraines triggered from dehydration.

Achieve-IT! Desktop Edition Beta Release & And the War on Persistence…

Other people, and circumstances both beyond, and within your control, are fighting a war on your persistence. . .Here’s an example:

We’re at War!

Sorry guys, it looks like I made the same strategic blunder that Microsoft did when building Vista.  I tried to update all of Achieve-IT! core components at the same time, rather than update them one at a time and release them as they were done.  I had to overhaul so much on the Windows Mobile and Desktop platforms - AND to build a build a backward compatible yet expandable database structure, for Internet syncing.  Then ensure they all worked flawlessly together. 

Where Microsoft at least has thousands of developers, I am just one person, with no venture capital.  So, in a nutshell, this has been a war on many fronts for me personally.  There was the battle of hopelessness, the battle of "please quit NOW",  and the battle of "I don’t know what the F*** I am doing!!!  Sell everything and move to the beach already"

These battles were all unpleasant.  And although the war is still raging, I feel I am advancing well into enemy territory.  

Achieve-IT! Desktop Public Beta Released:

Through many battles, both big and small, I’m happy to post a new public beta for my desktop goal management software Achieve-IT!   This version has so many tweaks and bug fixes I can’t begin to list them all.

A few of the big enhancements:

• Screen Resolution fix for high dpi settings
• Quote of the Day feature added
• Improved speed and optimization
• New password security to protect your database
• Interface improvements such as full screen, minimize and custom size screen size
• Many bug fixes

It is compatible with Windows 2000, XP, and Vista - Requires some version of Microsoft Office for the exporting features to work.

Download The Achieve-IT! desktop beta here

Note about Menus:  The menus aren’t quite the way I want them to be.  The hover and click sometimes sticks.  I am working to solve that ASAP. 

New Release Strategy

Like I implied above.  I am going to release components one at a time.  Just because I made the mistake of holding all or nothing, doesn’t mean I have to continue down that path.  Today is the Desktop beta release.  I will fix any bugs you find (please leave them in the comments below) and then release the updated version.  And so on.

Release Strategy for Pocket PC and Sync

I know there has been delays with the syncing of Pocket PC to desktop.  Frankly, this took much more time that I ever expected!   The second I had a working and safe sync component, Microsoft release WM 6.0 and everything became incompatible.  :(   I also had resolution issues between the VGA/QVGA devices and my new sync framework.  So what this means is my 1 project (i.e. sync for Pocket PC) is now 4 full development projects. 

1.  VGA version will come first.  It will be compatible with all Pocket PCs but the small screen devices will require scrolling.  If you have a square screen or small QVGA device, please wait on the QVGA release.

2.  QVGA version -  Will work on the smaller screen devices.

3.  Windows Mobile Sync - Once bugs and issues are fixed on the Desktop and Pocket PC devices, I’ll release the sync component for testing.

4.  Smartphone devices - Although I have the code I am not sure if I want to go down this path just yet.  SmartPhones (if implemented) will come last in the release cycle

Other Thoughts…

I feel very close in bringing all of this together, but as you can see it is an overwhelming project.  This is my allegorical Vista build - hence when Ballmer said there will always be people working on things that take years to come to fruition, I know what he’s talking about.

Will you give it a try and let me know of any bugs or problems in the comments below? 

Download:  Achieve-IT! Desktop Public Beta

This beta will expire on May 15, 2008 - which beforehand, I will release at least 1 build.  Subscribe to my RSS feed to keep updated of the latest Achieve-IT! software builds. 

8 Crucial Ways To NOT Win The Darwin Awards

There’s an old joke that goes "What does a redneck say before he dies?"

Answer: "Hey, watch this!" 

Of course the Darwin Awards are a tribute to some of the most lame-brain ways of dying or suffering major injury on record.  Before you think I’m being mean, check out this robbery attempt and the story of the drunk, naked man who tried to attack bears. 

We all make mistakes, but usually, they aren’t permanent.  By permanent, I mean death, loss of an arm or being sent to the pokey for the rest of your life

8 Ways to Avoid Winning The Darwin Awards

1. Think

Many of the Darwin Award winners never bothered to think through what they were doing.  They saw an outcome they wanted and went for it.  Thinking is what separates us from animals.  We can think ahead and plan what we are going to do.  Impulsive actions can be deadly given the wrong circumstance. 

2. Plan

Even rudimentary planning has it’s benefits.   You see a what you want, maybe it’s attention.  Do you stand on top of a painter’s scaffolding?  Or do you seek the attention by getting up and performing for an open mic night.  Both have the same outcomes (attention) but have far less risk to human life. 

3. Delay gratification

Many of the award winners are criminals who just couldn’t wait to get their grubby hands on some cash… that just so happened to be stored at the police station or in the back of a squad car. Crooks have no patience.  What they want is what they try to get with no delays — often for our amusement.

4. Learn How Gravity is not forgiving

There are certain laws to the universe.  One is gravity pulls us downward, no matter whether we are standing on the ground or sitting on a lawn chair suspended by weather balloons.  Explosives explode.  Gasoline burns.  Elephants weigh a lot.  Trying to violate these laws will result in some embarrassing injuries if not death.

5. Avoid drunkenness

It should go without saying that drinking alcohol or using illicit drugs can impair your judgement. But alcohol plays a role in many of the Award winner’s situations.  Drinking one or two, might be ok, but getting drunk in public, with an unmanned jackhammer nearby is a recipe for disaster. 

6. Observe warning labels

Have you ever seen a warning label that seemed so ridiculous it was funny?  Like a warning on a blanket that says "Will not protect you from tornados".  Or like Jess points out a curling iron that says "Caution, this product can burn eyes."  or the hilarious Danger: Avoid Death sign.

Why warn you of the obvious?  Because some poor schlep did what they are warning against!

If it looks too dangerous it probably is

7. Stay Away from Large Ferocious Animals

Now this might be tricky for some, but there’s a big difference between a Labrador puppy and a Bengal Tiger.  I know, I know, the differences are subtle.  But one, will rip your arms off and then get mad at you for not dying fast enough.  The other will lick you with a smelly, but otherwise harmless tongue. 

However, it appears some people confuse the two animals.  If this sounds like you, take a class or something. 

8. Leave some things to the Pros

I’ve tuned in to the Darwin Awards for years now and each year there is someone who tried setting off professional fireworks while suspended above them.  hmm..  Who thinks up this stuff? 

There’s a reason for professional fireworks, they are dangerous.  The same could be said about tightrope walking and building your own flamethrower.  Unless you’ve worked years to develop an extraordinary skill in these areas, leave the real work to the pros.

Some up and comer Darwin Candidates

Man Dies wearing fake seatbelt

See document: man-dies-in-accident-while-wearing-fake-seatbelt

Man Wins Bet to Swim to Crocodile Trap

See document: a_lesson_for_us_all_if_a_crocodile_is_about_to_eat_your_wife_jump_on_its_ba

Power Posts from March ‘08

Today being the number 1 fools day of the year brings to close a cold and windy March. And March, although a tough month, was good for the self-development posts here on Persistence Unlimited. (How’s that for a segue?)
Here are 5 of my favorites:

The Little Roomba That Could; Or 5 Reasons Why Persistence [...]