How I Stay on Task and Manage Distractions
I’m a distractible person. In fact, I sometimes wonder whether I have attention deficit disorder. Given my distractibility, I’ve long been experimenting with ways to stay on task. Here’s the best method I’ve found.
The Sand Timer/Notepad Taskmaster
Materials Needed: (1) A lined notepad, (2) a pen, (3) a sand timer, and (4) a music player with headphones. Note: I use a three-minute sand timer purchased here (aff) for $1.50.
Here’s what to do . . .
1. Put on Headphones
Play music that helps you concentrate. Headphones help you focus, keeps out other distractions, and reminds others that you are working. I’ve found that baroque music or even white noise helps, but the Awakened Mind System (aff) from Dr. Jeffrey Thompson has uncanny and magical powers that keep me focused and insightful (I’ve done a lot of experimenting).
2. Start The Sand Timer
Start the sand timer and flip repeatedly and make sure the sand stays in continual motion. The constant need to pay attention to the sand timer and keep it in motion forces your awareness into the present, keeps you from getting lost in thought, and prevents other distractions.
3. Write Down Every Task
- Only allow yourself to do written tasks. If your written task is "clean up desk," you can’t check that new email that just came in or quickly check the NyTimes.com front page.
- If you need to change tasks, cross out your current task and write down the new task. So if you’re cleaning up your desk and realize you need to email Stephen ASAP about tonight’s meeting, cross out
"clean up desk,"and write down "email Stephen." - Once you’re done with a task, cross it out and move on to the next one. So after I’ve emailed Stephen, I cross out
"call Stephen"and write "clean up desk."
Final Note
The Sand Timer/Notepad Taskmaster is effective for at least four reasons. First, it forces you to do only one thing at a time. Second, it forces you to consciously decide on each task before beginning it. (Because task transitioning requires you cross out tasks and write down new ones, you’re forced to become more purposeful about what you do). Third, the constant need to pay attention to the sand timer and keep it in motion forces your awareness into the present and keeps you from getting lost in thought. Finally, the headphones and music stimulate your mind, filter out external distractions, and let others know you are trying to work.
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[tags]stay on task, focus, avoid distractions, staying productive, manage distractions, time management, Sand Timer/Notepad Taskmaster[/tags]
Jared Goralnick said,
Wrote on March 22, 2008 @ 4:00 pm
Whatever works for you, Clay ;-). It is, after all, amazing how hard it is to stay focused with the internet and the ease of multitasking.
The thing that I’m most curious about is the sand timer–about how it “forces you to stay in the present.” Most of the more difficult things for me are ones that take extended periods of thought, writing, and/or some looking things up. I question why I would want something else for me to concern myself with every 3 minutes? Is it to remind me just how much time I’ve wasted when I’m getting distracted (”shoot, I just spent THREE MINUTES checking out that chick’s photos?”) or is there some deeper or more existential meaning? Could you elaborate on how it keeps you i nthe present…
sterling | bizlift said,
Wrote on March 22, 2008 @ 4:37 pm
Not sure if flipping a sand-timer every 3 minutes would work for me when doing complex programming or other tasks that requires a lot of concentration.
I use free software on my MacBook Pro called AntiRSI. I set it to take 15 second breaks every 10 minutes and 8 minutes breaks every 50 minutes.
My original motivation for AntiRSI was to minimize eyestrain by remembering to look away from my screen at regular intervals. But its also helped with productivity as it make it easier to delay distractions until my next break.
JEMi @ InMyHeels said,
Wrote on March 22, 2008 @ 6:48 pm
No fair! I’m writing something about this! Boyyy you best get outta my head!
:-D
Nah, you can chill for a while. ;-)
This week I haven’t used a timer but I HAVE done the write things down thing. I think a lot of it has to do with the fact that my laptop isn’t around and I’m forced to come upstairs in the cold to use the pc up there and my sound system in my bedroom is still on the fritz - so I can only watch dvds or sleep in there. The horror.
I’ve found myself DOING stuff though. I’m one of those people who have millions of thoughts swimming around at once. It’s like exponential mind mapping with me. Things just pop into my head - all important or creative.. so I’ll stop midtask and do something else. But! But I say! When I write everything I need to do down, force myself to focus on completing one task at a time, not only do I feel a million times more productive, I ALSO notice just how much time I can waste doing non-important things.
And I guess my version of the headphones thing for the week was listening to this lecture by Dr. Dyer over and over..guy has an awesome speaking voice- what can I say.
Timing? Well cute sandtimer, I could use it in the morning while fixing my hair before I head to the gym. But I catch your drift on it helping you stay i the present - here’s how
For instance when I head to the gym, I tell myself I have an hour (maybe 1.5) to execute an amazing workout. I watch the time now because I get distracted and easily waste time checking ou- I mean, not doing what I have to do with consitent continuity. I find that I am a LOT more effective when I say “ok JEMi.. you’ve got x amount of time to do this” Studying isn’t so endless, laps around the track have a forseeable end - it’s a beautiful thing.
This entire post of a comment to say “bravo” and give you another round of applause for the useful content found on here.
I think my 3 minutes are up
*gets of TheGrowingLife stage. Til next time*
:-D
Pat R said,
Wrote on March 23, 2008 @ 12:45 am
Good time management suggestions, Clay. Now, that I have a full-time job I don’t have the time I used to have. I guess I need to write down on my tasks, “Get on Task”.
Thanks for your support fellow “New Blog of the Weeker” at Blogging Without a Blog.
Evelyn said,
Wrote on March 23, 2008 @ 2:57 am
Thanks, Clay, for your tips!
I would like to add one more: I let all my friends know when my busy hours are, in order to reduce the number of phone calls. People tend to think that just because I’m home means I’m free to chat on end. On the contrary, I prefer not to be disturbed while I’m on my shrine (PC).
Have a great weekend!
Evelyn
Kelly@ SHE-POWER said,
Wrote on March 23, 2008 @ 6:26 am
Clay
Man, if you can do this then I bow down to your feet as the great Anti-Distraction Taskmaster. Seriously, this takes major discipline.
If I put headphones on and played white noise while flipping a sand timer the only thing that would happen is smoke would come out of my ears then I’d stand up, spin around and explode something like a fembot (though with a bigger butt).
Glad it works for you though, and this post makes me realize I’ve probably embraced my procrastinating, unproductive ADD self. In fact, it’s a miracle I’ve focused long enough to write this comment.
Beep… I’ve timed out.
Kelly
Amy said,
Wrote on March 23, 2008 @ 9:09 am
Thanks for this simple lesson, Clay…yes, it does take alot of motivation and discipline to do this…you have to practice at it.
I have to agree…it may take a person with ADD/ADHD alot more effort to tackle this simple process…BUT do not dismiss the power of those focus CD’s…they work! Before you “poo-poo” them…try it for an extended length of time…there has been many studies about it and most proved to be highly successful (i.e. The Mozart Effect) Check out Kelly Howard’s CD’s on Focus, Creativity (Brain Wave theory) or “Mozart for your Mind: Boost Your Brain Power”. Many of my graduate study papers and thesis was written with this music/brain wave therapy playing in the background…all received high praise…superior grades. I don’t work with out them now…especially if I am on a deadline of any kind.
Please check out my blog, where I have written a comment on this blog article.
Thanks again, Clay…I like the way you think…I’m digging it!
Amy said,
Wrote on March 23, 2008 @ 9:12 am
Sorry…I must have gotten distracted…here is my blog address:
http://eleganceofawoman.blogspot.com
:-)
Paul Montwill | Sharingmatters.com said,
Wrote on March 23, 2008 @ 9:36 am
Clay, I would like to use this post to recommend a Time Management lecture by Randy Pausch. Just watch it. http://www.youtube.com/watch?v=oTugjssqOT0
Clay Collins said,
Wrote on March 23, 2008 @ 5:08 pm
@Paul: I watched the video and it’s great. Thank you for recommending it.
Clay Collins said,
Wrote on March 23, 2008 @ 5:21 pm
@Jared: Thanks for your great question. I completely forgot to link to my previous post about my use of sand timers. Check this post. This post pretty much explains everything, but if I skipped over something then please do let me know. The sand dimer seems to be anti-distraction rather than distraction.
Barbara Swafford said,
Wrote on March 23, 2008 @ 5:25 pm
Clay,
I’ve always been a list maker. I break down a larger task into smaller tasks. I love to cross things off my list, so if I do something that’s not on my list, I add it, then can cross it off. Sounds silly, but it makes me realize how much I got done.
Clay Collins said,
Wrote on March 23, 2008 @ 5:25 pm
@Sterling: My suggestion would just be to try the sand timer. I actually wrote an earlier post about why the sand timer is so effective. Check out this post. I find the sand timer to be anti-distraction because it grounds me in the present. I think it’s a matter of chronological awareness: we often get so lost in our heads and become unaware of time and this leads to poor time management. You’ve reminded me that perhaps I should write a post about the psychological experience of time and how this affects our time management skills. Thanks for the great comment.
Clay Collins said,
Wrote on March 23, 2008 @ 5:28 pm
@JEMi: Thanks for letting me chill in your head and for standing atop TheGrowingLife stage for a bit. You’re welcome to have it for longer :-)
Clay Collins said,
Wrote on March 23, 2008 @ 5:29 pm
@Pat R. I’m glad you liked the suggestions and I wish you luck with your new blog and your new job. I selfishly hope you continue to make time for your readers despite the new job.
Clay Collins said,
Wrote on March 23, 2008 @ 5:30 pm
@Evelyn: Yeah, I have the same problem when I’m at home. Stay at home workers need to set good boundaries, I think. It’s difficult when much of the world has a different life setup than we do.
Clay Collins said,
Wrote on March 23, 2008 @ 5:39 pm
@Kelly: Thanks for the comment. The white noise is not something I use very often, and I much prefer classical music or the brain sync music that I recommended. The sand timer actually isn’t a distraction. It takes less than a second to flip it, and after a while you know WHEN it needs to be flipped. It’s really something that has to be done to understand (I thought I was crazy the first time I tried it). I wrote a post about why sand timers are great; it can be found here. Check it out if you like. It’s kind of counterintuitive. The sand timer would seem to create more distraction, but it actually helps me focus. To each his own :-), but if you have one sitting around I’d recommend at least giving it a shot. It’s nice seeing you here.
Clay Collins said,
Wrote on March 23, 2008 @ 5:42 pm
@Amy: Thank you for your comment and for linking. And yes, the new “brain sync” music does seem to work well for me. I’m going to your blog now…
–Clay
Paul Montwill | Sharingmatters.com said,
Wrote on March 24, 2008 @ 2:11 am
@Clay: I hope you also watched his “Last Lecture”. It is great. Really.
@Barbara: I do the same - write tasks down and cross them off the list. I can’t believe that we all have so many things in common. These little funny habits. I always use red pencils, for example. I don’t like blue or yellow ones. I am a stationary maniac. Recently I have purchased some great Moleskine notepads :)
sterling | bizlift said,
Wrote on March 24, 2008 @ 2:37 am
@Clay - Thanks for the link to the previous article. I can see the value of the hourglass as a tool to be aware of passing of time.
My earlier comment about stopping to flip every 3 minutes was from a completely different point of view.
It was about getting a complex task done (like programming) regardless of how long it takes. Sometimes I’d rather stay in the zone and concentrate without worrying about time. Kind of like a painter deep in the flow not caring how long it takes to work on his creation.
If I can’t reach easily reach the flow state, the hourglass sounds like a great idea. Or if I really need to be aware of a limited amount of time to accomplish a task. Thank you for the tip.
Clay Collins said,
Wrote on March 24, 2008 @ 10:54 am
@Sterling: This makes total sense. If you’re in the flow state then that sense of timelessness can be powerful. Perhaps the last thing you want in the flow state is “chronological awareness.” I understand what you’re saying and it’s certainly something to think about. I think the sand timer works better when doing mundane “tasky” tasks that you’d rather not be doing. Thanks for the distinction and insight.
Maya said,
Wrote on March 25, 2008 @ 11:21 pm
I like the sand timer idea..definitely better than my noisy beeper (although it is a great productivity tool) I’ll have to get me a sand timer for my desk soon!
sanding said,
Wrote on March 26, 2008 @ 2:06 pm
[...] recall.It turns out to be sodium dichromate — a highly toxic chemical which can learawstory.comAn ADD-Proof Method for Staying on TaskI’m making my kid do this tomorrow. Great illustrations. It’s called "The Sand Timer/Notepad [...]
Clay Collins said,
Wrote on March 27, 2008 @ 2:01 am
@Maya: I LOVE sand timers (that’s obvious). These little ones work well, but you can also get larger wood ones that rock your desk.