Tag Archives: workflow

Do not disturb

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For almost a year now I’ve left my phone on ‘Do Not Disturb’ all day. I only ever change it when I’m expecting a call. Other than that it stays muted. I have gone into my settings and set up ‘Allow Notifications’ so that, “Notifications from selected people will be allowed, all others will be silenced.”

This is a game changer for me. My phone is not the distraction it used to be. At home, I still get family notifications. At work my family, bosses, secretaries, and teachers can still get messages through. But everyone else has to wait until I look at my phone. My attention is no longer dictated by other people’s schedules and expectations to communicate with me. I don’t get distracted by spam calls and texts. I check my messages at my convenience not someone else’s.

It’s amazing how this little choice has made me more efficient and less distracted.

Constant interruptions

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I was reminded yesterday of the never ending flow of interruptions that a school principal can be faced with. My day went well enough, nothing major happened, and I had some positive interactions with both students and staff. But I was a yo-yo bouncing in and out of my office, feeling like I was always working on a task other than what I wanted to, or planned to, be working on.

At one point I washed my coffee cup to fill it and then ran two errands with an empty cup in my hand, because I was distracted before filling it. At another point I was holding an HDMI cable that I was taking to a teacher and was interrupted a couple times, and even went back to my office holding the cable, before finally taking it to its intended place.

And this is often the norm. Being pulled one way when trying to go another. Starting a task and finding it undone an hour later. Creating a quick ‘To Do’ list, only to make it a ‘To Do Tomorrow’ list.

At one point I was asked a policy question regarding funding for an online course. I was pretty sure our system was trying to charge a student for a course I thought they should get for free. I went to the OneNote where I keep my links to the BC government policies. I got several 404 errors on the website. This even happened to my 2025-26 policy link I added in April. It seems the Ministry has made updates again and changed the main links.

I searched the website for the specific reference. Couldn’t find it. I asked Copilot to look for me. Copilot agreed with me, but didn’t provide links to the actual policy for this specific situation. I asked my online principal’s group chat, and this usually very responsive chat stayed silent for an hour and 40 minutes. Then I got an answer agreeing with me with a comment that this principal also couldn’t find the answer when she asked previously, and had to get a response from the Ministry via email.

What should have been a simple question took me almost 2 hours to answer. And I can’t even count the amount of other things I did in that time, including a 45+ minute meeting and a 10 minute phone call to a parent that I played text tag with trying to find a good time that we could both chat.

Yesterday was a good reminder of the constant interruptions, redirections, and multitasking expectations of a principal. Sure there are those moments that are efficient and effective, but for large parts of any given day, with countless ‘other duties as assigned’ tossed unexpectedly onto my ‘To Do’ list, or rather the ‘Gotta do this first’ list… most of the time the interruptions are the job.

Second monitor

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.