Your life is busy. Work/life balance is a challenge. You feel like you’re spreading yourself so thin that you’re starting to disappear.
Most of us feel that way. But not all of us. The most organized people don’t.
As NYT bestselling author and neuroscientist Daniel J. Levitin explains, the VIP’s he’s met don’t seem scattered and frantic.
They’re calm, cool and “in the moment”, not juggling nine things and worried about being done by 7PM.
It’s not hard to figure out why: they have help — aides and assistants to take care of these things so the VIP can be “in the moment.”
Via "The Organized Mind: Thinking Straight in the Age of Information Overload":
In the course of my work as a scientific researcher, I’ve had the chance to meet governors, cabinet members, music celebrities, and the heads of Fortune 500 companies. Their skills and accomplishments vary, but as a group, one thing is remarkably constant.
I’ve repeatedly been struck by how liberating it is for them not to have to worry about whether there is someplace else they need to be, or someone else they need to be talking to. They take their time, make eye contact, relax, and are really there with whomever they’re talking to. They don’t have to worry if there is someone more important they should be talking to at that moment because their staff — their external attentional filters — have already determined for them that this is the best way they should be using their time.
Must be nice since you and I have to multitask and cut things short to try and get everything done, stressing the whole time.
But here’s the thing: You can be like that too. And it doesn’t require a staff of 10.
So who is your assistant? You are. Then who’s the VIP? You are. (Yes, I am actively encouraging you to develop a split personality.)
With enough planning ahead of time, you can make sure you’re as calm and organized as the president of the United States.
(For more on what the most productive people do, click here.)
We just need to get a few systems in place ahead of time. What’s the first step?
SEE ALSO: 6 signs you aren't cut out to be an entrepreneur
1. The VIP’s brain is empty. And that’s a good thing.
The president of the United States is not desperately trying to remember his to-do list.
He has outsourced to his staff all the things that come next so he can focus 100% on what’s in front of him.
No, you don’t have a group of aides but there’s still a key principle you can use: Get it out of your head.
Via "The Organized Mind: Thinking Straight in the Age of Information Overload":
Shift the burden of organizing from our brains to the external world … Writing them down gets them out of your head, clearing your brain of the clutter that is interfering with being able to focus on what you want to focus on.
Everything you’re worried about, every to-do, every concern gets written down in one place.
One. Not scattered across a notepad at home, your iPad in the office, your email inbox, sticky notes on your monitor, and your unreliable memory.
That scattering makes you wonder if you’ve forgotten something — and research shows it produces anxiety.
So get it out of your head and on one list. Afterwards, "Getting Things Done" author David Allen says break it up into 4 categories:
- Do it
- Delegate it
- Defer it
- Drop it
Once you have those 4 lists you know what you actually need to do and it’s all in one place. Just having that list is a big step toward VIP cool.
Why does this work? There’s some neuroscience behind it. Writing things down deactivates “rehearsal loops.”
Via "The Organized Mind: Thinking Straight in the Age of Information Overload":
When we have something on our minds that is important — especially a To Do item — we’re afraid we’ll forget it, so our brain rehearses it, tossing it around and around in circles in something that cognitive psychologists actually refer to as the rehearsal loop, a network of brain regions that ties together the frontal cortex just behind your eyeballs and the hippocampus in the center of your brain …
The problem is that it works too well, keeping items in rehearsal until we attend to them. Writing them down gives both implicit and explicit permission to the rehearsal loop to let them go, to relax its neural circuits so that we can focus on something else.
Research shows that when you leave things unfinished and worry, it actually makes you stupid. Solution? Write it all down.
(For more on how the great geniuses of history leverage notebooks, click here.)
So you got all the to-do’s out of your brain and onto a list. You know what can be delegated, deferred and dropped — and what you actually need to do.
Now how do you get through the day like a calm VIP?
2. “Mr. President, your next meeting is about to begin”
The President of the United States doesn’t check his watch. He’s scheduled down to the minute and aides tell him when it’s time to go.
You may not have assistants but any smartphone has alarms and reminders.
Via "The Organized Mind: Thinking Straight in the Age of Information Overload":
Time management also requires structuring your future with reminders. That is, one of the secrets to managing time in the present is to anticipate future needs so that you’re not left scrambling and playing catch-up all the time.
Ironically, your phone probably interrupts you with unimportant texts, emails, and status updates — but not about the key priorities for your day.
Few of us have our calendar so organized ahead of time that we can let it dictate all our actions moment to moment.
What’s the key? Alarms don’t work with to-do lists.
As Cal Newport recommends, assign every to-do a block of time on your calendar. Then can you gauge how much you can actually get done:
Scheduling forces you to confront the reality of how much time you actually have and how long things will take. Now that you look at the whole picture you’re able to get something productive out of every free hour you have in your workday. You not only squeeze more work in but you’re able to put work into places where you can do it best.
You’re less like to procrastinate when an activity has an assigned block of time, because the decision was already made.
And once it has a time block, you can be the VIP. Alarms allows your mind to be calm knowing you’ll be reminded about the next thing.
(For more on the schedule successful people follow every day, click here.)
I know what some of you are thinking: But I get interrupted. I get distracted.
But there’s a way to deal with interruptions — even if you don’t have a Secret Service detail to keep people out of your office.
3. Set up filters
Every morning the president gets a top secret document with everything he needs to know from the agencies beneath him.
What’s key isn’t what the document contains, it’s what it doesn’t contain: 50 status updates, 100 tweets, 10 cat pictures and 1,000 unimportant emails.
He can focus on what matters because he isn’t distracted by what doesn’t. Meanwhile, you probably feel overwhelmed by information.
Via "The Organized Mind: Thinking Straight in the Age of Information Overload":
Today, our attentional filters easily become overwhelmed. Successful people — or people who can afford it — employ layers of people whose job it is to narrow the attentional filter. That is, corporate heads, political leaders, spoiled movie stars, and others whose time and attention are especially valuable have a staff of people around them who are effectively extensions of their own brains, replicating and refining the functions of the prefrontal cortex’s attentional filter.
“I have information overload!” you scream. But as technology visionary Clay Shirky says, “It’s not information overload; it’s filter failure.”
Your attention is limited and valuable. You need less information. You need good filters.
Via "The Organized Mind: Thinking Straight in the Age of Information Overload":
Our brains do have the ability to process the information we take in, but at a cost: We can have trouble separating the trivial from the important, and all this information processing makes us tired. Neurons are living cells with a metabolism; they need oxygen and glucose to survive and when they’ve been working hard, we experience fatigue …
A good low-tech solution is to hide for part of the day. I’m as serious as a heart attack. Go where people cannot reach you and get solid work done.
That’s not an option for everyone. I get it. No problem. But people who feel technology has left them overloaded with information are using it wrong.
Use technology like a DVR to time-shift your communications. People should reach you when you want them to, not when they want to.
Handle all communications in specified “batches“: a set time when you check email, voicemail, etc.
Some people say, “I can’t do that.” But you probably can more than you think, especially early and late in the day.
Maybe your boss wants you ridiculously responsive. Fine. Setup an email filter so only the boss’s emails get through immediately.
Via "The Organized Mind: Thinking Straight in the Age of Information Overload":
… you can set up e-mail filters in most e-mail programs and phones, designating certain people whose mail you want to get through to you right away, while other mail just accumulates in your inbox until you have time to deal with it.
And for people who really can’t be away from e-mail, another effective trick is to set up a special, private e-mail account and give that address only to those few people who need to be able to reach you right away, and check your other accounts only at designated times.
(For more on how to achieve work/life balance, click here.)
So you’ve got reminders and filters and you’re not running around worried anymore.
But when you sit down to work you realize there is still just too much to do. How can you keep calm when there are so many decisions to make?
See the rest of the story at Business Insider