5 Tips for Staying Focused

Some things that work for me.

I’ve been having trouble staying focused on my work these days. It seems that the number of distractions at my desk exceed the number of reasons I should work on my current work-in-progress, Excel 2007: Visual QuickStart Guide.

I’ve come up with a few tips that help me stay focused on a specific project or task. You may have heard some of these elsewhere; I’ve been reading a lot of about productivity tricks lately and have been linking to other articles. But this is my take on these techniques — whatever that’s worth.

  1. Organize your workspace so it has everything you need to work on the project — and just that. If you’re as likely to succumb to distraction as I am, anything handy that’s unrelated to the task at hand will pull you away from it. Ditto if you have to get up and get something that you need that’s not handy, especially if getting up takes you past the fridge, the phone, or any other distraction.
  2. List the steps you need to complete to get the job done. Think the job through before you begin so you know what has to be done. Amend the list as you work. Before starting any task that’s not on the list, ask yourself if it’s really part of the project. If so, add it to the list and do it. If not, don’t be tempted.
  3. If you don’t need an Internet connection to work on your project, turn it off. That’s as easy as turning off your AirPort card (on a Mac), unplugging your Ethernet cable, or turning off/unplugging your router. One tip I read online recently suggested using a light timer to turn off the router for a certain amount of dedicated work time each day. Personally, I like to be more flexible.
  4. Don’t check your e-mail. If you have to keep your Internet connection turned on for your work, don’t run your e-mail application. If you do and it checks e-mail periodically (as most do), you’re very likely to be distracted by an incoming e-mail message. I know I always am. Best to not to run your e-mail application at all.
  5. Don’t run applications you don’t need to get the job done. That includes (especially) Web browsers and other distracting applications. If you’re often tempted with games and are fortunate enough to have more than one computer, delete every single game you have from your work machine so you can’t be tempted to play when you should be working.

Remember, I work alone in an office, so I’m not usually distracted by other people. If you have distractions from others, be sure to check out “18 Ways to Stay Focused at Work” by Dave Cheung. His article includes some tips for keeping co-workers from ruining your productivity.

Only 2% of Web Users Use RSS?

Depressing but not surprising.

A Reuter’s article titled “Untangle the World Wide Web with RSS” by Robert MacMillan explains what RSS is and goes on to discuss why so few people use it:

So, why are so few people using it?

Only 2 percent of online consumers bother, according to Forrester, and more than half of that group is 40 years old or younger.

For starters, the name is deadly for attracting “average” Internet users — people who use the Web and handle e-mail, but quail at inscrutabilities like “service-oriented architecture” and “robust enterprise solutions.”

Then there are the orange buttons you find on Web pages. Clicking one produces a jumble of computer codes. It’s hardly the path to popularity.

I have my own thoughts about this. After all, I’ve only recently developed my own way to use RSS effectively after several false starts with the technology. Here’s what I think (for that it’s worth):

  • Too many feeds have excerpts only, thus requiring you to go to the Web site to read the whole article. I admit that I’m guilty of setting up my feed the same way. (Two reasons: some of my posts are so long that they simply don’t “fit” in a Feedburner feed (which has a limited size) and many of my posts are format-intensive, making them less easy to read/understand in an aggregator window.) I’ve since resolved that issue by using my aggregator as a sort of “index” to new articles, allowing the ones I want to read to load in Firefox in the background while I browse new topics, and reading them when I’m finished browsing. That’s my technique, but it might not work for everyone.
  • Posts aren’t always easy to read in the RSS aggregator window. Much of a site’s formatting is lost — at least in my reader, Endo) and sometimes that formatting helps readability.
  • Not everyone likes to learn how to use new software that might make them more productive. I’m like that. After wasting so much time learning software I wound up not using, I’m very hesitant to learn new software I might not use either. That’s why it took me so long to get an offline blog editor, despite Miraz’s glowing praise about MarsEdit. (I wound up with Ecto; go figure.) And for the record, she was right — how could anyone maintain a WordPress blog without an offline post editor?
  • Some sites have simply too much content. I subscribed to RichardDawkins.net for a full 36 hours before I was overwhelmed with the number of new posts. While I find his area of expertise interesting (atheism), I simply cannot devote that much time to it. This, by the way, is the same reason I don’t subscribe to mailing lists.
  • If you don’t check your RSS aggregator regularly, you can easily be overwhelmed with the number of new articles to review/read. This is what caused my first few false starts. I solved that problem by deleting all of the preprogrammed subscriptions and adding just the ones I found and liked. (Which is why an article I wrote on Monday asked for suggestions.)

And, of course, I agree with the Reuter’s article author that RSS simply isn’t user-friendly enough to attract less experienced computer users. Clicking an RSS link or “orange button” doesn’t subscribe you to anything. It just displays the feed’s source code on the screen. How can that make any newbie comfortable?

But, given time, I think RSS will catch on and attract more users. It has to. With all the content out there, anyone serious about keeping up has to have a good tool to get all the links and summaries in one place. It finally sucked me in.

And, by the way, I now know why I don’t read the news on Reuters.com: they split each article up into so many pages that you spend more time clicking links for the next page than actually reading.

Tools to Help You Minimize Distractions on your Mac

So you can get things done.

The biggest source of distractions for me these days is my computer itself. There are just so many other things to do with it (blogging, researching stuff on the ‘Net, e-mailing, playing with images, etc.) than the things I should be doing (working on my Excel book, writing articles for Informit.com, taking care of accounting matters, etc).

Evidently, I’m not the only person with this problem. It was covered on MacBreak Weekly, one of the podcasts I’ve been listening to these days. A summary of some of the tools discussed on the program is covered on 43 Folders: “MacBreak: Minimize distractions on your Mac.”

My favorite: Spirited Away to hide inactive windows.

If you’ve got the distraction problem as bad as I do, good luck getting over it.

How to Use E-Mail More Safely and Effectively

“Hacking Email: 99 Email Security and Productivity Tips”

I just stumbled across this article on the Web today. It’s got some really great tips and advice for using e-mail.

From Hacking Email: 99 Email Security and Productivity Tips on ITSecurity.com:

The 99 tips in this article make up the best in email practices. From how to ethically use the “BCC:” to what attachments will make your mobile emailing compatible with everyone else’s, this list covers everything you need to know about emailing.

Highly recommended reading if you use e-mail in your day-to-day communications — and who doesn’t these days?

Amazon.com Wish Lists

A great way to let people know what you want.

I’ve maintained an Amazon.com wish list for at least a year now. I do it for two reasons:

  • To keep track of the books, DVDs, CDs, and other items I want. When I place an order with Amazon.com for something I need and I either need another item to get free shipping or want to piggyback a little gift to myself on that order, I pick something off the list and buy it in the same order.
  • To let other people know about the books, DVDs, CDs, and other items I want. This is especially useful for family members around the holidays, when they don’t know what to get me. But it’s also nice for site visitors. After all, I’ve bought Amazon.com wish list items for other bloggers and software developers. I thought maybe someone might want to surprise me.

My list grows. I add more things to it than I actually get. In fact, I added about 10 books today (after going through a back issue of Bookmarks).

My Amazon.com wish list didn’t help my mother buy me a Christmas gift this year. I sent her the link to my list and she e-mailed me back saying, “Is that all you have on the list? Books and movies?”

When I told her that was it, she didn’t reply. But the Friday before Christmas, she e-mailed me to let me know she’d sent my Christmas gift late. I still haven’t gotten it, but I know she didn’t buy anything on my Amazon.com wish list. I’m imagining a sweater (I live in Arizona) from Belk, a Florida-based department store. I distinctly remember the fruit trees she bought me for my birthday a few years ago. Yes. Live fruit trees. Apple and pear, I believe. (Remember, I live in the Sonoran desert of Arizona.) I sent them back to her in Florida. They probably died en route — she never mentioned them. The trees are one of the reasons I created the wish list.

I don’t get it. The wish list includes items ranging in price from about $10 to $75. A person can choose any number of things to buy a perfect gift for his/her budget. Shipping is usually free for orders over $25. And ordering is as simple as clicking a few onscreen buttons. (She even has DSL now!) I know my brother and sister would have used the wish list if they hadn’t bought us a wonderful set of Calphalon cookware for a combo Christmas/Wedding present. (Something else on a wish list.)

So apparently it’s up to me to eat away at the wish list by piggybacking items with other things I need to buy. That’s okay. The wish list is there when I need it, so I won’t forget what items I want.

Anyway, I recommend creating an Amazon.com wish list if you don’t already have one. Then keep the link handy for the next time someone asks what you want for Christmas or your birthday. But if your mom is like mine, add a few things other than just books and CDs. Otherwise, you might wind up with a sweater, too.