Employees lose nearly four hours a week due to constantly switching between different apps. This may seem inevitable in a digital work environment, but it often results from choices companies make about how they organize their work and what software they use.

For many employees, there is no easy way to avoid the constant switching between documents, websites, and apps. This is because their tasks are often designed in such a way that they need to use multiple programs, and most business programs do not work well together.

To solve this problem, leaders need to invest in better software solutions and focus on the user experience. This way, employees can work more efficiently without unnecessary time loss.

Related:

• Avoid excessive task switching to increase efficiency
• Ensure that your computer screen is large enough so that you can view both the work document and the reference material at the same time
• Attempting to do two or more attention-demanding tasks simultaneously reduces productivity
• Attention residue
• Phone addiction

Research shows that happy employees are up to 12% more productive. This is because happiness boosts your motivation and energy, allowing you to work better and faster. When you feel good, you are more likely to tackle challenges and come up with creative solutions. Therefore, it is important to make time every day for things that make you happy, whether it’s a hobby, spending time with friends and family, or just relaxing.

A job that makes you happy can also improve your well-being and productivity. If your work makes you happy, you are more engaged and motivated, leading to better performance. This improved performance gives you a sense of satisfaction and happiness. This creates a positive cycle where your productivity and well-being continue to grow. Therefore, it is important not only to do things outside of work that make you happy but also to choose a career that matches your interests.

Related:

• Spend at least 2 hours per week in nature
• Take the time to think about, dream of, and look forward to future activities
• More money will make you happier
• Motivation
• Time to flow
• Social values
• Prevacation

Research shows that many knowledge workers check their email within half an hour of waking up. This is because email can be addictive, especially for younger people. They want to know immediately what’s going on and feel productive when they check their email, even before their workday officially begins.

However, quickly checking email can also have drawbacks. It can make people feel overwhelmed by all the requests and information they see right away. This can cause stress, especially if there are urgent matters. Also, constantly switching between emails and other tasks can make people work less efficiently and find it harder to concentrate.

Although it’s tempting to check your email immediately, it might be better to do so later in the morning. This way, people can start their day with important tasks without being distracted by their inbox. By handling email more consciously, they can be more productive and start their workday calmer and more focused.

Related:

• Schedule two hours every day for important work that doesn’t need to be completed immediately; this helps you become happier and more productive
• Frog eating

This phenomenon has been studied in various studies, involving both students and full-time employees. The results showed that the awareness of working outside of standard working hours has a negative impact on intrinsic motivation. This effect occurred regardless of whether participants were explicitly reminded that they were working outside of normal working hours.

An important factor contributing to this undermining of intrinsic motivation is the social norm. People are social beings and tend to synchronize their schedules with those of others. When someone works outside of standard working hours, this can lead to a feeling of isolation and the idea that they are not in line with the rest of society. This can result in an increased awareness of alternative, possibly more satisfying ways to spend time, such as social activities or relaxation.

Related:

• The optimal amount of free time seems to be between 2 and 4 hours per day
• The expectation that you check email outside of working hours can lead to health problems, relationship issues, and anxiety
• Large organizations extinguish employees' passion

By tackling tasks immediately, you prevent them from piling up and getting in your way later. This is similar to the idea that a task is a debt you have to pay off in the future. While it can sometimes be useful to postpone things, it is usually better to handle them quickly. This keeps your task list short and allows you to make progress faster and adapt more easily to changes.

Working quickly and efficiently is often praised by successful people like Sam Altman and Tyler Cowen. They emphasize that acting quickly and adapting swiftly to new information is important for success. This means not only responding quickly to emails and meeting deadlines but also making decisions quickly and adjusting them if necessary. This approach ensures that you keep moving and don’t get stuck in long decision-making processes.

A short task list helps you focus on what really matters and prevents you from being overwhelmed by a lot of unfinished tasks. By handling new tasks immediately, you reduce stress and make room for new challenges and opportunities. This not only increases your productivity but also your ability to remain flexible and resilient in a changing work environment.

Related:

• Make reversible decisions as quickly as possible
• Do the right thing, in the right way, and at the right moment
• Although time pressure makes us work faster, it does not automatically mean we work better

The human mind and brain lack the architecture to perform two or more tasks simultaneously.

Related:

• Avoid excessive task switching to increase efficiency
• Schedule two hours every day for important work that doesn’t need to be completed immediately; this helps you become happier and more productive
• Attempting to do two or more attention-demanding tasks simultaneously reduces productivity
• Attention residue

“Work about work” refers to the activities you do to organize and coordinate your work, but that do not directly contribute to your main task. These include tasks such as communicating about work, searching for information, switching between different programs, dealing with changing priorities, and figuring out the status of ongoing projects. While these activities are necessary to move projects forward, they can be time-consuming and distract from truly productive work.

The concept of “work about work” is well-researched, including in Asana’s Anatomy of Work Index, which surveyed over 10,000 knowledge workers worldwide. This research shows that these additional tasks take up a lot of time, leaving less time for important work that directly contributes to the organization’s goals. This can be frustrating for employees, as they feel they cannot use their time effectively and that their productivity is hindered by these ancillary tasks.

To reduce the impact of “work about work,” organizations can simplify their workflows and use technologies that require less communication and information searching. Spending less time on “work about work” can not only increase productivity but also enhance job satisfaction and employee well-being.

Related

• Professionals lose an average of three hours per week on unnecessary meetings
• Modern work is unconfined work
• Spend a little attention on planning and organizing your tasks, but not more than necessary; then, get to work
• A four-day workweek improves employee well-being without reducing productivity
• Start with as little as possible and add complexity as you go

Professionals lose an average of three hours per week on unnecessary meetings, which has a significant impact on their productivity and job satisfaction. This waste of time can often be attributed to poorly organized meetings with no clear agenda or where the topics discussed are not relevant to all attendees. The feeling that “this meeting could have been an email” is a common complaint among employees, indicating that many meetings are not effectively utilized.

The costs of these unnecessary meetings are not only time-bound, but also have financial implications for organizations. By using tools such as the Meeting Cost Calculator, companies can gain insight into the actual costs of meetings and make better decisions about whether a meeting is necessary. Reducing unnecessary meetings can lead to a more efficient use of time and resources, and can contribute to higher satisfaction and effectiveness among employees.

Related:

• Professionals spend about 60% of their time on work about work
• Start meetings on time for higher satisfaction and effectiveness
• Large organizations extinguish employees' passion

If employees always feel that they need to be available, even outside of work hours, it can cause a lot of stress. This constant stress can lead to health problems such as high blood pressure, sleep issues, and a weakened immune system. The feeling that you always have to be “on,” without a clear separation between work and personal life, can also harm your mental health and cause anxiety and fatigue.

Additionally, checking emails outside of work hours can also cause problems in relationships. The constant distraction and the need to handle work matters can reduce the quality of personal relationships. Partners and family members may feel neglected or frustrated by the continuous interruptions, which can lead to conflicts and a poorer relationship. It is important to set clear boundaries and discuss expectations to maintain a healthy work-life balance.

Finally, the pressure to check emails outside of work hours can contribute to feelings of anxiety. Employees may feel overwhelmed by the constant stream of work messages and the expectation to respond quickly. This can make them always alert and unable to relax properly, even in their free time. It is important for employers to have realistic expectations and encourage employees to set clear boundaries. This way, they have enough time to recover and ensure their well-being.

Related:

• The optimal amount of free time seems to be between 2 and 4 hours per day
• Working outside of normal working hours can undermine intrinsic motivation, as it prompts people to reflect on how they could have spent their day better if they had not worked
• Large organizations extinguish employees' passion
• A four-day workweek improves employee well-being without reducing productivity

Employees with private offices have 70% more face to face interaction compared to workers in an open-plan workspace.

Related:

• Large organizations extinguish employees' passion
• Open-plan workspace

Long working hours negatively affect cognitive performance.

Related:

• The optimal amount of free time seems to be between 2 and 4 hours per day
• Modern work is unconfined work
• Large organizations extinguish employees' passion
• A four-day workweek improves employee well-being without reducing productivity
• Explore a map for each month’s cycle that not only includes things to do, but also things to avoid
• Time to flow

Editing and combining recordings of instruments and vocals is an important part of music production. This ensures that a song sounds clear and coherent. This process is called audio mixing and involves adjusting the volume, creating space and depth, and finding the balance between different sounds. The goal is to create a clear-sounding piece of music where each part is well-heard and works beautifully with the rest.

During mixing, you use various techniques to control the dynamics of the music. This may mean using compression to manage the volume of certain parts, or equalizers to enhance or reduce certain tones. It is also important to apply effects like reverb and echo wisely to create a sense of space and atmosphere, making the mix more lively and immersive.

The ultimate goal of audio mixing is to create a smooth and balanced mix where instruments and vocals come together beautifully. This requires a good ear for detail and an artistic sense of how different sounds complement each other. By listening carefully and making adjustments, the mixer can ensure that the final result is not only technically sound but also emotionally engaging for the listener.

An open office is a short-term financial solution with huge intangible long-term costs.

Related:

• An increase of 10 dB noise in the workplace reduces productivity by 5%
• Large organizations extinguish employees' passion
• Time to flow
• Private offices
• Headphones

Going slower can mean more thoughtful and better.

Related:

• Do the right thing, in the right way, and at the right moment
• Reserve quality time for reading; only with full attention can you make the shift from ‘reading for information’ to ‘reading for knowledge’
• Keep essential information in your mind so you can access it quickly without having to look it up
• Messy work environments have no effect on either creativity or executive functions
• Spend a little attention on planning and organizing your tasks, but not more than necessary; then, get to work

This process ensures that each individual has the chance to formulate their thoughts without influence from others. It prevents dominant group members from dominating the discussion and allows for a wide range of ideas. By first thinking individually, participants can let their creativity flow without worrying about direct criticism or judgment from others. This often leads to a greater variety and originality in the generated ideas.

After writing down their own ideas, group members come together to discuss and further develop these ideas. This joint session provides the opportunity to evaluate, combine, and refine individual ideas. The group conversation can offer new perspectives and insights that individuals may have overlooked. Additionally, the interaction between group members can lead to synergy, where collaboration results in ideas that are better than the sum of individual contributions. By following this approach, the effectiveness of idea exchange is maximized and a productive and creative group dynamic is fostered.

Related:

• Use your own words to express your own thoughts

A little bit of time pressure when working on your tasks will help reduce attention residue.

Related:

• Before you start (a task, a work session, a project…), set a time budget
• Avoid excessive task switching to increase efficiency
• Link the desired behavior to a clear signal
• Attempting to do two or more attention-demanding tasks simultaneously reduces productivity
• Workers lose 9% of their time at work by toggling roughly 1200 times per day between applications and websites
• Intention
• Singletasking

On one hand, some studies suggest that messy spaces can stimulate creativity. A 2013 study from the University of Minnesota showed that people working in messy rooms were more likely to come up with creative ideas than those in tidy offices. This may mean that a chaotic environment helps to think differently and come up with new ideas.

On the other hand, there are also studies that say messy places do not affect how well you can think. Research shows that the amount of clutter in a workspace has no effect on things like planning, attention, and problem-solving. This means that, although a messy environment may promote creativity, it does not directly impact how well you think.

Ultimately, it seems that the effect of a messy workplace depends on personal preference. Some people are inspired by clutter, while others work better in a tidy space. It is important to discover which environment suits you best, as there is no clear answer to whether clutter affects creativity or cognitive ability.

Related:

• People with a wandering mind (ADHD) are motivated by actions that captivate, create, compete, or complete
• Sorting emails into folders wastes a lot of time; use one archive folder and search for emails when you need them instead
• Physical cues affect our state of mind and can be used to switch between different productive modes
• Scatterfocus
• Systems maintenance
• Eufriction

When capturing information, give context by specifying why this note is important.

Related:

• Fleeting notes
• Think

This is because environmental noise has a significant and negative impact on cognitive tasks that require concentration. Noise pollution leads to increased mental load, making it more difficult for employees to concentrate and causing errors to occur more quickly. This effect is particularly noticeable in tasks that require a longer duration and a high level of accuracy, such as problem solving or complex calculations.

Additionally, research shows that noise pollution does not directly affect the effort of employees, but it does affect their ability to think clearly. This means that employees may not be aware of the negative impact of noise on their performance, as they are still putting in the same amount of effort. However, the quality of their work suffers, resulting in lower productivity.

Related:

• A moderate level of background noise enhances creativity
• Open-plan office
• Headphones

Research shows that a little background noise can help you think more creatively. This is because a moderate noise level, such as 70 decibels, stimulates your brain to think in a different way. This allows you to be more creative, as you look beyond the obvious solutions and discover new ideas. It’s similar to the effect of a café or a busy street, where the constant noise distracts your thoughts just enough to flow freely without becoming overwhelming.

On the other hand, too much noise, such as 85 decibels or more, can actually be detrimental to your creativity. At this high noise level, it becomes harder to think clearly, which can reduce your creativity. It’s like trying to solve a difficult problem in a concert hall; the loud noise makes it difficult to concentrate and think clearly. Therefore, it’s important to find a balance in the noise level of your environment if you want to be creative. A little background noise can be helpful, but too much can be counterproductive.

Related:

• An increase of 10 dB noise in the workplace reduces productivity by 5%

By setting aside time for tasks that are not urgent but important, you create space to think strategically and work on long-term goals. This prevents you from constantly being in a reactive mode, where you’re only focused on putting out fires. It gives you the chance to be proactive and concentrate on what truly matters, ultimately leading to greater satisfaction and less stress.

Time blocking is an effective technique that can help with this. By reserving specific time blocks in your schedule for these important tasks, you protect this time from daily distractions and urgent requests that often come your way. This ensures that you consistently make progress on important projects without feeling overwhelmed by the pressure to do everything at once. Additionally, planning these blocks can help you structure your workday better and use your energy more efficiently.

Related:

• Before you start (a task, a work session, a project…), set a time budget
• Creative tasks are best done while low on energy
• Most knowledge workers check their email within the first 30 minutes of the day
• Work cycle
• Time to flow
• Morning productivity
• Time buckets

Writing is the best medium for deep thinking.

Related:

• Use your own words to express your own thoughts
• Take regular ‘thinking walks’ to change your brain to enhance thinking, creativity and memory
• Reserve quality time for reading; only with full attention can you make the shift from ‘reading for information’ to ‘reading for knowledge’
• The words you use influence how you see the world
• Motive

The statement “Whether you think you can or think you can’t, you’re right” highlights the importance of your beliefs in what you can achieve. This phrase, often attributed to Henry Ford, suggests that your mindset greatly influences your success. If you believe you can do something, you are more likely to work hard and overcome challenges. This idea is similar to a growth mindset, where you believe that your abilities and intelligence can be developed through effort and hard work.

If you think you can’t do something, it can lead to actual failure. This negative way of thinking can cause you to put in less effort, give up more easily when faced with difficulties, and be less creative in finding solutions. Research shows that how we think about things, like stress, can sometimes have more impact on our health than the stress itself.

In short, the statement emphasizes the importance of having a positive and flexible attitude. Talent and intelligence are important, but often it is our beliefs and the willingness to learn and grow that truly make the difference. By believing in ourselves, we increase the chances of success and personal growth.

Related:

• There is no evidence of any effects of growth mindset interventions on academic achievement
• Start with a simpler version of the task to boost your confidence; then move on to a more challenging one
• Self-talk

Natural light is very important for regulating our biological clock, which helps us sleep well and stay healthy. Research shows that daylight can reduce stress and improve your mood, allowing you to concentrate better and work more efficiently. Additionally, natural light can help with certain health issues, such as seasonal depression.

A workplace becomes more productive when there is plenty of daylight. By designing offices to allow a lot of natural light in, companies can ensure that their employees feel better and are more satisfied. This can be achieved by strategically placing windows, using glass walls, or installing systems that distribute light well. This creates a workplace that not only looks beautiful but also helps improve work performance.

Related:

• Clean air boosts your mental power

Artworks can create a calming and inspiring environment, which helps improve the overall work experience. This is because visual stimulation through art can contribute to a positive mood, which in turn reduces stress and promotes a sense of well-being.

Additionally, art in the workplace can stimulate creativity. Artworks can serve as a source of inspiration and new ideas, which is especially useful in creative professions or during brainstorming sessions. By being regularly exposed to art, employees can improve their imagination and problem-solving skills, leading to innovative solutions and a dynamic work environment.

Lastly, art contributes to increased productivity. A pleasant and aesthetically appealing workspace can increase motivation and engagement of employees. When people feel comfortable in their work environment, they are more likely to work efficiently and with more dedication. Moreover, art can serve as a social signal that a company values culture and creativity, which can contribute to a positive company culture and attract talent.

Related:

• Choose a workplace where you can see other people focused on their tasks. This will help you concentrate better.
• Creative tasks are best done while low on energy
• Physical cues affect our state of mind and can be used to switch between different productive modes