This has been going great. When its working as it should, the result is a kind of ‘train’ of productive work. It feel like a train, it runs like a train and unfortunately it can get derailed like a train.

So I’m running with the train analogy today in what is the last part of my three part article of The Trance of Productivity which basically says: Always know what you’re doing NOW...and always know what you’re doing NEXT.

In the last few days of experimenting with this little time management technique I have identified ways - legitimate ways - in which the train can get de-railed. And now I want to deal with those.

First, a word about having a notepad or a sheet of paper to refer to. Turns out its crucial. Its the tool. You need that, and a clock to get things done. You don’t have to get things done, but if you have found you have been wanting to get things done and failing get a notepad and a clock. Brilliant.

So, with this notebook thing, one thing I have noticed over the past couple of days is that there is a big difference between big tasks and little ones.

It helps to separate those tasks into under 10 minutes and over ten minutes. There’s no need to get more specific than that - I don’t want to create some overly complex system here... Its just something I’ve noticed that helps.

But then there are things that don’t even fit into the ten minute catagory - in fact, they are so small it seems stupid to even write them down so the temptation is to just do them right then and there...and the danger is that these little things derail your train.

Then there are other small things that don’t lend themselves to being jotted down for doing later - like a knock at the door.

So lets look at those now.

Things that are quicker to do than to jot down.

This can be a trap. Is it really quicker to do than to jot down? Really? Well actually, sometimes it really is.

For example I was making boiled eggs for breakfast and to be honest, I totally screwed it up.

I know - I’m a genius.

For some reason I I thought 2 and half minutes was about right for a soft boiled egg. Turns out, thats a half raw egg. So it occurred to me a little later at my computer that there’s got to be an iPhone app egg timer. iTunes was right there. Yes, it was quicker for me to just type in EGG TIMER and download it there and then than it was to write it down and do it later. And why not? I don’t want to be a fundamentalist, I’m just trying to improve my time management.

It would have been stupid to write it down and look at it later.

If you Twitter, that’s another good example of something that’s just quicker and more logical to do then and there than to write it down, creating an extra unnecessary step.

Of course, the danger is that you do something ‘small’ and then it leads to something else.

In these moments it helps to think about it like this: what you are doing is putting the train on hold, doing the quick digression and then getting back on the train. Any more than 60 seconds and you’re the train you were on is going to leave without you.

So go ahead and tweet, but don’t then start reading other tweets and suddenly you’re on the wrong train. If you want to, jot it down and do it NEXT.

Not now. Your NOW is scared.

Things that you suddenly realize you could be doing now and NOT doing them now would be stupid.

These are things like putting on the kettle before you get into the shower. Again, being fundamentalist about all this is only going to result in a not as good situation. If you say “No, no, no! I am having a shower now and I will put the kettle on NEXT!” you’re wasting time. The kettle could be hot by the time you’re finished in the shower with just a slight digression.

So what do you do?

You get off the train. Again - briefly - and being fully aware that that is what you are doing.

There’s nothing wrong with that, if your aware of these moments and expecting them.

If you are writing and suddenly realize that you could be uploading a file that will take an hour to send, take a second to break from the train, start the upload and get back on the train. Never forget that you just stepped off a train and it will leave without you if you don’t get back on.

So if you go to upload that file, but you realize that you have to download new software to do it, realize what is happening. You are getting on a different train. Stop. Write it down for later, and get back on your train.

Those that require your immediate attention.

These things come up all the time. You suddenly need to use the bathroom! Fine. Its gets cold and you need a layer of clothing. Fine.

Just don’t forget that there is a train you just stepped off to do that.

The trick is just to be aware of what you are doing in that moment. It’s a ‘sub-now’ moment. It isn’t a derailment unless you let it be one.

Your attention is hijacked.

You get a phone call. Classic.

Be aware that you don’t have to answer it, but if you choose to - Just before you pick it up - think about what you are doing NOW, because it has just become your NEXT. NOW you are talking on the phone. And you should never have a NOW without knowing your NEXT.

If you don’t make that small mental note, you probably just had your train derailed.

You lose focus on what you are trying to do NOW.

That is a sure sign that you need to break down what your doing into smaller NOWs and NEXTs.

OK, so your cleaning up the kitchen, but specifically you picking this up, next that etc...

Get your NOW and NEXT small enough to you feel focused.

NOTE - You can stop when you feel focused or it’ll get ridiculous - NOW I am blinking, NEXT I am walking... :P

So how you know if your doing it right?

If you are looking at a page full of things that you want to do and feeling stressed out and paralyzed - you’re doing it wrong - in factyou are completely missing the point.

Remember that the notebook is not a TO DO list.

It is a repository of ideas of things you consider to be worth your time so that they don’t turn into a collection of things you wished you could find time for.

You shouldn’t even be looking at that list unless you are writing in it, or referring to it for your NEXT thing to do after the thing you are about to do NOW.

Enjoy the fact that you only have to think about the thing you are doing NOW and NEXT. Forget later. There is no later. There is now and next.

And if you are doing it right, it should feel liberating.

You should be amazed at what you’ve achieved in a single day.

And lastly, every now and then, get off the train and stroll around...

Lets be clear - I’m not interested in becoming a productivity machine.

Its just that when I want to be productive I want to be good at it. And sometimes I just want to lay down and read a book, or listen to a podcast to surf the net or watch some TV or go out with my girlfriend or whatever.

At that point you’re not even on a train. There is no train. You’re not being productive - and you’re enjoying it!

And thats a good thing.

The best of life goes beyond the scope of this little time management technique.

That’s all it is folks! A little time management technique - in the end, is all this is supposed to be.

Doug Suiter,
Berlin, Germany.
Sunday 26 July 2009.

Tags: productivity, goals, procrastination, focus