Tag Archives: workflow

Second monitor

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At work I just updated and replaced computer monitors for my staff. It was time, especially for my online teachers and secretaries, who spend the vast majority of their day looking at screens. Two of my secretaries use 3 monitors, and many teachers and myself use 2. My setup is that I use my laptop as my keyboard and usually have my calendar on that screen, then my two monitors are on the raised platform of a desktop stand-up desk behind my laptop. A couple of my teachers have the same setup, while others put their laptop between the monitors on a flat desk.

No matter what the setup, all but two teachers see great value in having additional monitors. I like having additional monitors so much that I’m considering a second monitor at home. The reality is that more screen real estate means better productivity. Some people might think it means more distractions, but that’s not the case. If you are going to choose a distraction, more monitors won’t add to the distraction. If that’s what you are choosing, one screen is enough.

However, for productivity a second or third screen is invaluable. Almost nothing I end up doing requires just one screen. If I’m dealing with an email about a student, I have email open, and then I might also have our student management system open to see what courses they have with us, and I might also have the ministry data system up to see their transcript of courses. That’s just one of many examples where 3 screens are far better than either jumping from one online system to another or splitting your screen to see different tabs or systems that then require scrolling.

If you spend a lot of time on a screen, do yourself a favour and add at least one more monitor, then watch your speed at tasks and overall productivity increase… but a fair warning to you that once you do it, you can never go back.

PS. And even if it isn’t something that works for you, don’t let that stop you from providing it to others in your organization… it will increase productivity!

The shiny object

“Highly focused people do not leave their options open. They select their priorities and are comfortable ignoring the rest. If you commit to nothing, you’ll be distracted by everything.” ~ James Clear

I call it squirrel brain with a hat tip to the dog in the animated movie ‘Up!’. He has a collar that allows him to talk, but that doesn’t matter once he sees a squirrel… the distraction is too great.

It’s that scattered sense of paying attention to the closest shiny object, the new distraction, the most recent email, the interruption, the grumble of your tummy. Sometimes it’s a needed break, but most times it’s a distraction. It’s inefficient and ultimately ineffective.

“If you commit to nothing, you’ll be distracted by everything.”

Sometime you need to put blinders on, and intentionally block or reduce the distractions. You need to resist the urge to get the newest distraction done before moving on. The shinier new thing that popped up can wait. The notification can stay unread, and the ‘to do’ list should be just that one thing that needs to be focused on, and nothing else until this one priority is completed.

Focus is not easy to maintain, but productivity soars when focus is given and distractions are left behind. Although sometimes the trick is realizing what really is the distraction. When I used to spend 15 minutes looking for an image to go with my blog post, that was 15 minutes that I wasn’t writing or meditating, or working out. Was the image essential enough to take that much time? Probably not. But at least I did it after writing… unlike today when I broke my writing stride to find the image above of the dog from Up!

I’m definitely a work in progress with my attention and distractions. The trick is to recognize priorities and reduce distractions that detract from those priorities. And like with most advice, this is much easier said than done.

Notifications are interruptions

For the past few months I’ve been turning off most notifications on my phone. I tend to keep my phone on silent most of the time. I still get banner notifications for a few things, but most of my notifications only go to my Notifications Center, they don’t pop up and interrupt what I’m doing. What that results in is a phone filled with red notification dots, every time I look at it. I know this would drive some people crazy, but I don’t mind.

I use the dots to remind myself that I’m in control. I don’t need to see what’s on social media, it will still be there when I choose to look. I will see all my email, but I won’t let email determine my schedule. I won’t let email interrupt what I’m doing now. I let my staff know that I will frequently look at Microsoft Teams, and that this is a faster way to connect with me than email.

This shift to MS Teams allows me to prioritize my staff over the last 10 emails that came in after a staff member asked me something on email. It allows me to contextual the conversation rather than letting outsiders determine what distracts me, simply because they were the most recent item in my email inbox. This shift has reduced my total daily emails, and it has also reduced my time on email further because I’m not getting emails I wish I saw hours before from my staff, and my staff know what to, and not to, add to my email.

I’m the first to admit that I probably still spend too much time on my phone, especially at home. It’s where I read my news, listen to audiobooks and podcasts, consume social media, and even create these daily blog posts. But I also know that reducing notification interruptions has helped me stay more focussed on the tasks I’m trying to complete both at work and at home.

Stuck on the ’To Do’ list

I seem to be running out of digital ink right now. I’ve got well over a dozen drafts for posts started, but every one of them needs more time than I’m ready to put into them. I have a backlog of ideas without the ability to follow through. This kind of backlog doesn’t just happen for writing, it can also happen with ‘To Do’ lists.

How many of you have something on your ‘To Do’ list that feels too big to get done? Some of these can be broken into smaller parts but that takes time too. Some just need a big chunk of time to be dedicated to them. Some need other people to act as well as you. And so sometimes a week later, that big item is still on the list. It also sits on your mind.

Other things get added to the list, and they also get completed and removed from the list. Meanwhile the big task(s) remain. They loom. They weigh you down. The little things jump ahead because they are easier, and the reward of completing them is closer.

[[Insert strategies, advice, and wisdom here]]

The reality is that I don’t have any great strategies for dealing with these. I let them sit – procrastinating a bit too long – then I block time off, (or stay late, or come in on weekends), roll up my sleeves, and just get’em done.

I’m open to smarter suggestions.