This past weekend I have been fine tuning my life, getting all the tasks that were given to me during my weekly meeting with my supervisor into OmniFocus, and just in general trying to up my productivity so that I can handle both my life, and my PhD without having a breakdown as previously alluded to. During this process I’ve hit on a few things which may be useful if you yourself are trying to grapple with too much to do.
First, you need to understand that being productive is not just about ticking things off of a list, it’s about being able to quickly focus on one task before then focusing on another. This is one of the goals of GTD but it still needs to be understood. GTD lets your mind relax while it’s doing whatever you want it to do, without worrying that something is going to blow up.
Second, treating personal internet browsing as a coffee break. This way you’re not quickly sidetracked when you feel you ought to be doing work. Using full screen mode in a few browsers really helps one to focus on that one webpage, without being distracted by Twitter or your email. For this reason I have my dock hidden as I don’t need to know right now that I have 9 new emails. This would only serve to distract me from what I actually want to focus on. Also, turn off the sound notification for when you get a new IM/Skype message/email/tweet etc. If possible only check mail twice a day, once at the start, and once an hour or so before you leave.
Next, and a extension of my previous point, when writing text USE SCRIVENER. The most perfect writing environment for just getting text down before allowing you to compile the file and format it in Pages or Word. Using the full screen mode is key as it blacks out the rest of your desktop. You should also consider breaking up whatever you’re trying to write into separate subheadings in the form of new ‘pages’ in Scrivener. This will allow you to just focus (there’s that word again) on the one section of the essay/thesis/book/novel at a time. This will make starting each section a lot easier as you wont be concerned with the other parts of the piece, you’ll just be focusing on getting words on the virtual page which is of relevance to that particular section.
Finally, tidy your work area. Remove distractions and clutter to other shelves or into drawers. Only keep on your desktop what you need very quick access to eg. pen, pencil, post-its, highlighters, notebook. This way you’re not faffing about trying to find these items when you want to make a quick note, or jot down a thought which randomly strolled into your mind. Keeping your desk as tidy as possible will also allow you to focus on what you’re doing.
I hope this has been useful for you, and may make implementing GTD or just doing your work more effortless and productive.
