ILNews

Start Page: Fighting interruption addiction, continued

Kim Brand
May 22, 2013
Keywords
Back to TopCommentsE-mailPrintBookmark and Share

Kim BrandIn my last column, I confessed I was addicted to interruptions: email, voice mail, texts, phone calls, Twitter feeds, etc. Studies have shown multitasking lowers IQ.

This article continues where I left off. If you want the whole thing, send a note to info@ComputerExpertsIndy.com or check the March 27, 2013, issue of Indiana Lawyer. Search “Brand” at TheIndianaLawyer.com, and you’ll find it there, too.

Attention management strategies

Along the path to recovering my lost ability to focus and reserving more time to think, I’ve employed these strategies that have really helped:

• Make appointments with yourself. Respect those appointments the way you would if you were spending the time with a client.

• Dedicate blocks of time to a task and refuse interruptions during those blocks. The “Pomodoro Technique” is a popular system that has you set aside 25-minute blocks to focus on a particular task. But you can start with any size block and graduate to 25 minutes if that seems too hard. Aficionados actually use cute tomato timers to track their time. (Visit www.PomodoroTechnique.com for more.)

• Use guilt to reform your multitasking behavior. Think of multitasking the way you do of other unhealthy habits like eating fattening foods – it is! When you catch yourself multitasking, shame yourself into single tasking. Auditing your multitasking behavior and simply noticing the number of interruptions you are subjected to is a good first step on the path to a more productive lifestyle. Set attention goals and work toward them.

Use Outlook rules to ration attention

We all receive too much email. A 2011 report by The Radicati Group indicates the average email user exchanges over 100 messages a day. The main problem with email is that all incoming messages generally arrive in one place: your inbox. So the first step to reclaiming a big portion of the attention you pay to your inbox is to automate the redirection of some of those messages to folders you can check less frequently. Basically, that involves classifying messages and moving them by using Outlook rules.

Many people use folders to organize messages. I recommend adding at least five folders named for the source or target of the message. I call these folders “Attention Zones.”

Folder name/ Rule

Copied to me: All mail in which my email address appears in the cc: field

Internal :All mail sent to me from within my company

Lists: All mail sent from list servers

Read later: Interesting; but read later

Unsubscribe: Not interesting – get them to stop ASAP!

Mail which is copied to me does not usually require urgent attention. It was, after all, copied to me. I review the contents of this folder a couple times a day. I may want to do something based on the message, but it is not as high a priority as mail directed to me.

Internal email includes messages that were sent from my colleagues – in other words, from email addresses inside my company. These messages can safely be reviewed less frequently based on the assumption that if someone in my company needed to reach me urgently they could stop by my office or call me.

Lists are obviously less important. They only need to be reviewed on a “time available” basis. In my world that is synonymous with never. You can automate the redirection of Listserv email in a variety of ways, but the simplest is to use an alias when you subscribe. That way a simple rule can be used to direct all email sent to that address to the “Lists” folder.

“Read later” actual means try to read later. These are messages that may be very interesting or refer to subject matters you are researching and will want to have later. Some messages are moved into this folder manually – but using Outlook’s Quick Step feature makes it, well, quicker.

“Unsubscribe” is for email you never wanted. The trick here is to process them in batches rather than individually. Better yet, delegate this folder to a staff member who can do it for you. It’s easy to do with Outlook and an Exchange server.

Using this system, I have been able to save about an hour a week. Nobody has complained that I didn’t respond promptly, and I get to spend more of my attention on high-priority messages.

Rich or poor, we all have the same 24 hours in a day to pay attention to what is most important to us. Learning to demand a higher return on the attention we pay for is a 21st century necessity.•

__________

Kim Brand is a technology expert and president of Computer Experts, Inc. in Indianapolis. He is the inventor of FileSafe, the only on-premises file server priced like a cloud service. He speaks and writes frequently on technology subjects – making them interesting and understandable. The opinions expressed are those of the author.

ADVERTISEMENT

Post a comment to this story

COMMENTS POLICY
We reserve the right to remove any post that we feel is obscene, profane, vulgar, racist, sexually explicit, abusive, or hateful.
 
You are legally responsible for what you post and your anonymity is not guaranteed.
 
Posts that insult, defame, threaten, harass or abuse other readers or people mentioned in Indiana Lawyer editorial content are also subject to removal. Please respect the privacy of individuals and refrain from posting personal information.
 
No solicitations, spamming or advertisements are allowed. Readers may post links to other informational websites that are relevant to the topic at hand, but please do not link to objectionable material.
 
We may remove messages that are unrelated to the topic, encourage illegal activity, use all capital letters or are unreadable.
 

Messages that are flagged by readers as objectionable will be reviewed and may or may not be removed. Please do not flag a post simply because you disagree with it.

Sponsored by
ADVERTISEMENT
Subscribe to Indiana Lawyer
  1. State Farm is sad and filled with woe Edward Rust is no longer CEO He had knowledge, but wasn’t in the know The Board said it was time for him to go All American Girl starred Margaret Cho The Miami Heat coach is nicknamed Spo I hate to paddle but don’t like to row Edward Rust is no longer CEO The Board said it was time for him to go The word souffler is French for blow I love the rain but dislike the snow Ten tosses for a nickel or a penny a throw State Farm is sad and filled with woe Edward Rust is no longer CEO Bambi’s mom was a fawn who became a doe You can’t line up if you don’t get in a row My car isn’t running, “Give me a tow” He had knowledge but wasn’t in the know The Board said it was time for him to go Plant a seed and water it to make it grow Phases of the tide are ebb and flow If you head isn’t hairy you don’t have a fro You can buff your bald head to make it glow State Farm is sad and filled with woe Edward Rust is no longer CEO I like Mike Tyson more than Riddick Bowe A mug of coffee is a cup of joe Call me brother, don’t call me bro When I sing scat I sound like Al Jarreau State Farm is sad and filled with woe The Board said it was time for him to go A former Tigers pitcher was Lerrin LaGrow Ursula Andress was a Bond girl in Dr. No Brian Benben is married to Madeline Stowe Betsy Ross couldn’t knit but she sure could sew He had knowledge but wasn’t in the know Edward Rust is no longer CEO Grand Funk toured with David Allan Coe I said to Shoeless Joe, “Say it ain’t so” Brandon Lee died during the filming of The Crow In 1992 I didn’t vote for Ross Perot State Farm is sad and filled with woe The Board said it was time for him to go A hare is fast and a tortoise is slow The overhead compartment is for luggage to stow Beware from above but look out below I’m gaining momentum, I’ve got big mo He had knowledge but wasn’t in the know Edward Rust is no longer CEO I’ve travelled far but have miles to go My insurance company thinks I’m their ho I’m not their friend but I am their foe Robin Hood had arrows, a quiver and a bow State Farm has a lame duck CEO He had knowledge, but wasn’t in the know The Board said it was time for him to go State Farm is sad and filled with woe

  2. The ADA acts as a tax upon all for the benefit of a few. And, most importantly, the many have no individual say in whether they pay the tax. Those with handicaps suffered in military service should get a pass, but those who are handicapped by accident or birth do NOT deserve that pass. The drivel about "equal access" is spurious because the handicapped HAVE equal access, they just can't effectively use it. That is their problem, not society's. The burden to remediate should be that of those who seek the benefit of some social, constructional, or dimensional change, NOT society generally. Everybody wants to socialize the costs and concentrate the benefits of government intrusion so that they benefit and largely avoid the costs. This simply maintains the constant push to the slop trough, and explains, in part, why the nation is 20 trillion dollars in the hole.

  3. Hey 2 psychs is never enough, since it is statistically unlikely that three will ever agree on anything! New study admits this pseudo science is about as scientifically valid as astrology ... done by via fortune cookie ....John Ioannidis, professor of health research and policy at Stanford University, said the study was impressive and that its results had been eagerly awaited by the scientific community. “Sadly, the picture it paints - a 64% failure rate even among papers published in the best journals in the field - is not very nice about the current status of psychological science in general, and for fields like social psychology it is just devastating,” he said. http://www.theguardian.com/science/2015/aug/27/study-delivers-bleak-verdict-on-validity-of-psychology-experiment-results

  4. Indianapolis Bar Association President John Trimble and I are on the same page, but it is a very large page with plenty of room for others to join us. As my final Res Gestae article will express in more detail in a few days, the Great Recession hastened a fundamental and permanent sea change for the global legal service profession. Every state bar is facing the same existential questions that thrust the medical profession into national healthcare reform debates. The bench, bar, and law schools must comprehensively reconsider how we define the practice of law and what it means to access justice. If the three principals of the legal service profession do not recast the vision of their roles and responsibilities soon, the marketplace will dictate those roles and responsibilities without regard for the public interests that the legal profession professes to serve.

  5. I have met some highly placed bureaucrats who vehemently disagree, Mr. Smith. This is not your father's time in America. Some ideas are just too politically incorrect too allow spoken, says those who watch over us for the good of their concept of order.

ADVERTISEMENT