Research shows that spending less time on your phone can lead to a healthier and happier life. By reducing your phone usage, you become more aware of your habits and make more conscious choices. This can lead to better management of technology. A study indicates that even reducing your phone usage by just one hour a day can make you feel significantly better. You then have more time for activities that make you happy, such as exercising and meeting friends.

Interestingly, using your phone less sometimes works better than completely stopping the use of digital devices. This is likely because by completely stopping, you don’t learn how to manage and control your phone usage.

Related:

• Our go-to approach for problem-solving is to incorporate something new, rather than eliminate something existing
• Link the desired behavior to a clear signal
• Blue light from screens has little effect on how quickly you fall asleep
• Interruptions

Videoconferences require participants to focus their attention on a small part of the screen. This limits their thinking processes, which can lead to less creativity and fewer new ideas. Research shows that videoconferences make it harder to come up with new ideas because people have to concentrate on the screen, which narrows their thinking ability.

The body’s response to the visual field plays a role in this. When people are relaxed, their pupils become smaller so they can see everything around them. But in stressful or exciting situations, the pupils become larger and they see less of their surroundings. This works both ways: when you are relaxed, your attention broadens, and with a wide attention, you become more relaxed.

The increased cognitive load during videoconferences, as shown by the increase in pupil size, makes it harder to think outside the box. The need to constantly stay focused on the screen and its interactions means that the brain has less room to wander and make new, creative connections. All of this leads to a reduction in divergent thinking, which is essential for innovation and problem-solving.

Related:

• Choose a workplace where you can see other people focused on their tasks. This will help you concentrate better.
• Scatterfocus

Sorting emails into different folders may seem like an efficient way to keep your inbox organized. However, research shows that creating complex folder structures does not necessarily lead to higher efficiency in retrieving emails. The process of manually sorting emails into specific folders takes a lot of time and effort (an average of 67 hours per year!), and these preparatory actions often turn out to be inefficient. Instead of spending time categorizing each email, this time can be better spent on other productive tasks.

An alternative approach is to use a single archive folder for all emails. This method utilizes the powerful search functions that are available in most email programs today. By simply searching for keywords, senders, or dates, users can quickly and effectively retrieve the necessary emails without the need for an extensive folder structure. This not only reduces the time spent organizing emails, but also increases the speed and efficiency of retrieving information.

Additionally, data supports the idea of opportunistic access, where people who rely on search and threading features have more success in finding emails than those who use complex folder structures. This suggests that using a single archive folder, combined with search functionality, is a more practical and efficient approach to email management. It not only simplifies the process, but also utilizes modern technology to increase productivity.

Related:

• Messy work environments have no effect on either creativity or executive functions

Psychologist Carol Dweck has discovered that how we think about willpower affects how tired we feel after making decisions. People who believe their willpower is quickly depleted often feel exhausted after a difficult task. However, those who believe that willpower is not quickly depleted are less affected and may even perform better after a challenge.

This idea is related to Dweck’s theory of the “fixed mindset” and the “growth mindset.” People with a fixed mindset believe that their abilities and resources, such as willpower, are fixed and limited. This can cause them to become tired more quickly and give up more easily when faced with problems. People with a growth mindset believe they can grow and that their willpower can be replenished, allowing them to better handle difficult situations.

To believe that willpower is not limited, you can start by challenging this thought. This can be done by achieving small successes in situations where you would normally give up, and using these successes as evidence that your willpower is stronger than you thought. It is important to realize that the moment just before giving up is often the hardest, but pushing through can lead to a change in your way of thinking and a stronger belief in your own resilience.

Related:

• People who do not experience stress often have a lower level of cognitive ability

It is important to keep essential knowledge at hand so you can use it immediately when needed. This means training your brain to recognize and remember important information, allowing you to respond faster and better in different situations. This process helps you become less dependent on external tools because you already know a lot yourself.

An important part of this is actively engaging with information. This means not just reading or hearing information, but also working with it by discussing it, trying it out, and applying it in different situations. This helps you remember the information better. It is an ongoing process of learning and repetition, training your brain to recognize patterns and automatically come up with solutions. This way, you can act quickly without first having to search for information.

While digital tools can be handy, it is important to first make the most of your own brain. This means investing time and effort in truly understanding the information you encounter. By filling your brain with knowledge and actively using it, you build a strong foundation that allows you to respond quickly and effectively to new challenges and situations.

Related:

• Any personal effectiveness system that helps to get tasks out of your mind is Getting Things Done
• A Zettelkasten is an intelligent conversation with my past thoughts
• Reserve quality time for reading; only with full attention can you make the shift from ‘reading for information’ to ‘reading for knowledge’
• Rephrasing a text helps me to better understand what the author means
• Eufriction

Zoom chooses to prioritize speed over image quality when streaming camera footage. This means that if you use a virtual camera in a Zoom meeting, the images are often less sharp than when you share your screen. Zoom ensures that the video runs smoothly, meaning the images move faster but are less sharp. This is done so that the video does not stutter when someone is speaking.

When you share your screen, image quality is more important. This is because you often share static images or text that need to be clearly readable. Therefore, Zoom makes the images sharper, even if they move less smoothly. This difference means that virtual cameras, which Zoom sees as regular cameras, are always less sharp. As a result, presentations via a virtual camera may appear less sharp than via screen sharing.

There are ways to improve image quality if you still want to use a virtual camera. Zoom has screen sharing features that you can use to enhance quality. For example, you can use the share “Content from a a 2nd camera” option and adjust the settings by choosing “Optimize Screen Share for Video Clip”. This can help find a better balance between speed and image quality, depending on what you need and what your computer can handle. Until you have a more powerful computer, it may be wise to avoid virtual cameras and instead use Zoom’s screen sharing options.

David Allen, the creator of GTD, says there is no standard way to use his method. Although his books and workshops provide a lot of explanations, it is important for everyone to create their own system that suits their needs and preferences. The goal of GTD is to get tasks and responsibilities out of your head, so you have space for creative and productive thinking. This works best when the system you use fits you well and feels easy.

Adapting your GTD system means trying out what works for you. This may mean setting reminders for things that interest you or developing habits that help you feel better. The most important thing is that GTD is not about strictly following rules, but about creating a system that helps you clear your mind. Whether you use an app or a paper notebook, it’s about finding a way that helps you stay organized and focused.

Related:

• Any personal effectiveness system that helps to get tasks out of your mind is Getting Things Done
• Do the right thing, in the right way, and at the right moment
• Our (productivity) issues are not new. Read the great masters and find answers to current issues

It may sound surprising, but research shows that while people without stress are less likely to have chronic illnesses and often feel better, they also perform worse on tests that measure memory and cognitive flexibility. It seems that a little stress can help keep our brains sharp. Stress acts as a kind of training for the brain, allowing us to use our cognitive skills better and more efficiently.

This does not mean that we should always be stressed to think well. It’s about finding the right balance. A little stress can help us be more productive and think better, but too much stress can lead to negative feelings and be bad for our health. People with stress also give and receive emotional support more often, which can lead to a richer social life. Therefore, it is important to find a level of stress that keeps us alert without harming our health.

Related

• Decision fatigue only affects people who believe that willpower runs out quickly
• Cold showers temporarily reduce your cognitive performance

Our productivity problems, such as information overload from emails and chat messages, may seem like a modern issue, but they are not new. As early as 1916, similar problems were discussed, showing that this has been an ongoing issue. Often, this is due to poor management of information and communication. Great thinkers have long ago devised solutions for these issues. By looking at their ideas, we can learn how to better handle our current problems.

Thinkers from the past, such as Aristotle and Seneca, and later figures like Peter Drucker, have written extensively about working efficiently, managing time well, and how we easily get distracted. They often emphasize the importance of focusing, setting priorities, and managing time effectively. These ideas are still useful and can help us better handle the constant stream of notifications and information. By following their advice, we can become more productive and find a better balance between work and leisure.

It is important to learn from the past and apply the wisdom of these thinkers to our modern work. This means not only studying their strategies but also adapting them to how we work today. By listening to these experts and learning from their insights, we can find ways to work more effectively and with greater satisfaction, despite the challenges of today’s technology.

Related:

• Do the right thing, in the right way, and at the right moment
• Your own implementation is the correct way of doing GTD

Try to get four hours of concentrated work into a workday, and never more than six.

Related:

• Before you start (a task, a work session, a project…), set a time budget
• A 5-minute unstructured break is enough to regain your focus
• Do the right thing, in the right way, and at the right moment
• Schedule two hours every day for important work that doesn’t need to be completed immediately; this helps you become happier and more productive
• Do things that makes you happy everyday, since happy workers are 12% more productive
• Intention
• Frog eating
• Work cycle
• Open-plan office
• Hard work

Language is not just a way to communicate, but also a way to shape our thinking. For example, if you tell yourself “I can’t eat X,” it feels like a restriction. But if you say “I don’t eat X,” it feels like a conscious choice. Research shows that people who say “I don’t eat…” are more likely to make healthy choices than those who say “I can’t eat this.” This small difference in words can greatly affect how we see ourselves and how motivated we are.

How we talk to ourselves is important for how we tackle problems and achieve goals. Research shows that people who ask themselves questions like “Will I do this?” perform better than those who say “I will do this.” Asking questions helps us think about what we are doing and why, and it makes us more motivated. By using questions in our self-talk, we can better handle challenges and make choices that suit us.

The language we use, both in our heads and with others, determines how we experience the world. By consciously choosing words that give us power and freedom of choice, we can positively influence ourselves and our behavior. It is important to pay attention to our choice of words and how we talk to ourselves, as this directly affects our well-being and how well we perform.

Related:

• Self-talk,
• Motivation
• Think

It is good to spend some time planning your day, tidying up your inbox, and setting goals. This helps you clearly see what you need to do and how to approach it. But be careful not to lose too much time on these preparations. Overplanning can lead to procrastination and spending more time thinking than doing.

Finding the right balance between planning and doing is important for your productivity. It can be tempting to plan everything in detail, but often it’s better to quickly make a list of your most important tasks and start right away. You usually already know what is important to you; it’s about writing down these priorities and then taking action. By getting started immediately, you prevent getting stuck in endless preparations and can use your energy to achieve real results.

Related:

• Before you start (a task, a work session, a project…), set a time budget
• Do not set SMART goals
• Do the right thing, in the right way, and at the right moment
• Professionals spend about 60% of their time on work about work
• Modern work is unconfined work
• Take the time before doing something you can’t undo
• Before you start (a task, a work session, a project…), set a time budget
• Start with as little as possible and add complexity as you go
• Explore a map for each month’s cycle that not only includes things to do, but also things to avoid
• Work cycle
• Eufriction
• Time buckets

When defining a habit, routine, or project, it is important to assess the potential future maintenance costs associated with the complexity of the supporting systems.

Related:

• Our go-to approach for problem-solving is to incorporate something new, rather than eliminate something existing
• Take the time before doing something you can’t undo
• Messy work environments have no effect on either creativity or executive functions
• Start with as little as possible and add complexity as you go

Interruptions aren’t intrinsically distinct from other events, they’re just events most professionals don’t want around. The distinction is in our head.

Related:

• Before you start (a task, a work session, a project…), set a time budget
• Avoid excessive task switching to increase efficiency
• Do the right thing, in the right way, and at the right moment
• Physical cues affect our state of mind and can be used to switch between different productive modes
• Reduce mobile phone use to improve your life satisfaction, well-being, and health
• Self-talk

Imagine how your life would look without the beautiful moments from your past. This idea, also known as the “George Bailey effect,” can be surprisingly powerful. It involves thinking about how your life would be different without those positive events. By imagining that those special moments never happened, you realize how much they mean to you. This can help you be grateful for what you have experienced and more content with your current life.

Often, we take the beautiful things in our lives for granted. We only truly appreciate them when we are at risk of losing them. By consciously considering the possibility that certain positive events never occurred, you can reappreciate those moments. This helps you break out of the daily grind and remember the value of what you have. It can also help you avoid constantly wanting more to be happy.

Related:

• Take the time to think about, dream of, and look forward to future activities
• Self-talk

The idea is to start with something simple that works and then, if necessary, add more complex elements. This is similar to minimalism, where you try to avoid unnecessary complications. By starting with a simple system, you can better see what works well and what doesn’t, and you can make improvements step by step without disrupting the foundation.

In systems thinking, it is often said that successful complex systems usually evolve from simple systems that already worked well. This means that designing a complex system from scratch often causes problems and inefficiencies. It is smarter to start with a simple system that works and gradually expand it. This way, you can identify and improve weak spots without the risk of everything collapsing.

It is important not to overcomplicate and to avoid unnecessary organization when applying this principle. Often, it is better to just start and add extra elements later. This prevents you from getting stuck in planning and organizing, and gives you the flexibility to respond to changes and new ideas. By starting small and slowly adding more, you build a strong and flexible system that can grow and adapt to future needs.

Related:

• Make reversible decisions as quickly as possible
• Professionals spend about 60% of their time on work about work
• Start with a simpler version of the task to boost your confidence; then move on to a more challenging one
• Spend a little attention on planning and organizing your tasks, but not more than necessary; then, get to work
• Systems maintenance

People with ADHD are often motivated by activities that captivate them, stimulate creativity, ignite competition, or provide a sense of completion. This is because traditional external motivators, such as rewards and punishments, are often less effective for people with ADHD. Their minds tend towards intrinsic motivation, where the activity itself must be attractive and stimulating to hold their attention. Actions that captivate, such as exciting or new tasks, can pique their interest and help them stay focused.

Creative activities provide another source of motivation for people with ADHD. The process of creating, whether it be art, writing, or coming up with new ideas, can help channel their thoughts and use their energy in a productive way. Creativity provides an outlet for their often overactive mind and can give them a sense of satisfaction and accomplishment. Competition and completing tasks are also powerful motivators.

Competitive situations, whether it be sports, games, or work-related challenges, can hold the attention of people with ADHD through the excitement and desire to win. Similarly, completing tasks, no matter how small, can give a sense of achievement and satisfaction, motivating them to continue and set new goals. These intrinsic motivators help people with ADHD stay focused and productive, despite their tendency towards a wandering mind.

Related:

• Take regular ‘thinking walks’ to change your brain to enhance thinking, creativity and memory
• Messy work environments have no effect on either creativity or executive functions
• Motivation
• Scatterfocus

It is important to determine in advance when you want to stop a task, work session or project. This helps you stay focused and efficient. By setting a clear stop moment, you prevent yourself from overworking. If you know in advance when you want to stop, you can plan and prioritize better. This leads to more productivity and less stress. In addition, you prevent yourself from taking on too much work, which often happens when people are too optimistic about what they can do in a certain amount of time.

An important part of this approach is using time as a way to measure attention. Attention is limited and difficult to measure, but time is easy to measure. By using time as a benchmark, you can organize your work better. This idea is in line with Parkinson’s law, which states that work takes up the time available for it. By setting a clear end time, you force yourself to work more efficiently and prevent tasks from taking longer than necessary. This also helps to reduce indecision, as you spend less time constantly re-planning and prioritizing.

Finally, by scheduling a stop moment, you can better deal with interruptions and unexpected events. This helps you find a balance between work and rest, which is important for long-term productivity and well-being. It is a simple but effective way to organize your work day and ensure that you achieve your goals without overworking yourself.

Related:

• Avoid excessive task switching to increase efficiency
• Link the desired behavior to a clear signal
• Schedule two hours every day for important work that doesn’t need to be completed immediately; this helps you become happier and more productive
• Spend a little attention on planning and organizing your tasks, but not more than necessary; then, get to work
• Spend a little attention on planning and organizing your tasks, but not more than necessary; then, get to work
• Although time pressure makes us work faster, it does not automatically mean we work better
• Work cycle
• Interruptions
• Time to flow
• Attention residue

Convince yourself that the effort part is the good part, and you’ll start generating Dopamine and learn to enjoy the process.

Related:

• People with a wandering mind (ADHD) are motivated by actions that captivate, create, compete, or complete
• There is no evidence of any effects of growth mindset interventions on academic achievement
• Link the desired behavior to a clear signal
• Start with a simpler version of the task to boost your confidence; then move on to a more challenging one
• Do things that makes you happy everyday, since happy workers are 12% more productive
• Cold showers temporarily reduce your cognitive performance
• The words you use influence how you see the world
• Self-talk

Research shows that regularly practicing mindfulness meditation can lead to a smaller amygdala. This part of the brain is important because a smaller amygdala often means you have less stress and can concentrate better. When the amygdala is less active, we are less easily distracted by things around us or by our own thoughts.

Furthermore, studies indicate that mindfulness meditation not only changes the size of the amygdala but also how it interacts with other parts of the brain. This means that the amygdala communicates differently with, for example, the prefrontal cortex. These changes help us manage our emotions better and concentrate more effectively. As a result, people procrastinate less often because they can focus their attention better on what they need to do.

The great thing about mindfulness meditation is that you don’t need much time or effort to experience these benefits. Research shows that even a short, intensive period of mindfulness, such as a three-day retreat, can cause lasting changes in the brain. This means that mindfulness meditation is an easy and effective way to improve your mental clarity and focus. It is therefore a valuable practice for anyone struggling with concentration and procrastination.

Related:

• Take regular ‘thinking walks’ to change your brain to enhance thinking, creativity and memory
• Even a single guided meditation of ten minutes can help you concentrate better
• Frog eating
• Scatterfocus

Research has shown that higher CO2 levels in office environments are associated with decreased performance on cognitive tests, such as the Stroop test, and an increase in reaction times for attention disorders. This suggests that a well-ventilated work environment is not only important for health, but also for maintaining mental sharpness and productivity.

A productive work environment requires more than just a well-designed space; air quality plays an equally important role. Poor air quality, caused by high concentrations of CO2 and particles, can lead to decreased concentration and cognitive abilities. Therefore, it is essential that workspaces are well-ventilated to keep the air clean and optimize mental performance.

Related:

• Take regular ‘thinking walks’ to change your brain to enhance thinking, creativity and memory
• Work in a daylit workspace

Research by Hershfield and colleagues, based on data from 35,000 people, shows that a lack of free time leads to increased stress and lower subjective well-being. This is not surprising, as too little time for relaxation and personal activities can result in a feeling of exhaustion and dissatisfaction. However, the research also reveals that too much free time is not always better. From about five hours of free time per day, well-being starts to decline again, unless this time is filled with social activities.

Free time is essential for rest and recovery, but an excess can lead to a sense of purposelessness. This is because a large part of our free time is often consumed by distractions such as mobile phones and social media, which can ultimately feel like wasted time. It is important to find a balance where free time is not only sufficient for relaxation, but also spent meaningfully. This can be achieved, for example, by engaging in activities that promote personal growth or stimulate social interactions.

Related:

• 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
• Take the time to think about, dream of, and look forward to future activities
• The expectation that you check email outside of working hours can lead to health problems, relationship issues, and anxiety
• A four-day workweek improves employee well-being without reducing productivity
• Hard work

Regular thinking walks can have a significant positive impact on your brain, thinking, creativity and memory. Research shows that walking, especially in the morning, not only increases your energy level, but also improves your creativity and problem-solving ability. An experiment conducted by Oppezzo at Stanford University showed that students who walked before taking a creativity test scored 60 percent higher on creativity scores than those who sat. This suggests that physical activity such as walking stimulates the brain and promotes new ideas and solutions.

In addition, walking in nature offers additional benefits. The Attention Restoration Theory suggests that natural environments can restore your attention and refresh your mind, contributing to improved memory and concentration. The lower temperatures and fresh air in the morning can also have a invigorating effect, promoting your mental clarity and discipline throughout the day. While walking in the city also offers benefits, the peace and beauty of nature can add an extra dimension of relaxation and inspiration. It is important to experiment with different environments and activities, such as listening to music or podcasts, to discover what works best for your personal productivity and well-being.

Related:

• Clean air boosts your mental power
• People with a wandering mind (ADHD) are motivated by actions that captivate, create, compete, or complete
• A 5-minute unstructured break is enough to regain your focus
• Mindfulness meditation reduces the size of your amygdala, making you less prone to distractions and procrastination
• Physical cues affect our state of mind and can be used to switch between different productive modes
• Think

In our modern world, we often receive a lot of information that is easy to understand but doesn’t really help us gain deeper knowledge. It’s tempting to view reading as something passive, like watching TV or YouTube videos, especially when we’re tired. But to truly benefit from the information, it’s important to consciously set aside time where we can fully concentrate on reading. This means avoiding distractions and focusing on understanding the text.

Quality time for reading means not only reading the words but also actively thinking about what they mean. This can be aided by taking notes, which enhances our attention and focus. By taking notes, we force ourselves to rephrase and better understand the text in our own words. This helps us remember and apply the information in different situations.

It’s important to find the right moments for this kind of reading. Instead of reading when we’re tired, it’s better to choose times when we are alert and open to new information. This might mean scheduling specific times for deep reading, away from hustle and distractions. By valuing these moments, we can improve our reading and move from superficial information processing to building valuable knowledge.

Related:

• Rephrasing a text helps me to better understand what the author means
• A Zettelkasten is an intelligent conversation with my past thoughts
• When helping someone, give that person enough information and boost their confidence by showing how that information can help others
• Keep essential information in your mind so you can access it quickly without having to look it up
• Fleeting notes
• Think
• Eufriction

Irreversible decisions, also known as “one-way doors,” require careful and thoughtful consideration. It is important to thoroughly assess the situation and seek advice if necessary before making a decision that cannot be undone. This helps prevent regret and ensures you don’t end up in an undesirable situation.

Some decisions are permanent, but there are also many decisions you can reverse, the so-called “two-way doors.” These decisions can be made more quickly and with less concern because the consequences are not final. If such a decision doesn’t work out well, you can go back and try something else. It’s important to know what type of decision you are making so you can use your time and energy wisely.

Take your time with important decisions. This doesn’t mean you should be indecisive, but rather think consciously and smartly. By calmly considering the consequences and risks, you can make decisions with more confidence. This helps prevent mistakes and gives you a sense of control and responsibility over your choices and their impact on your life.

Related:

• Make reversible decisions as quickly as possible
• Spend a little attention on planning and organizing your tasks, but not more than necessary; then, get to work
• Explore a map for each month’s cycle that not only includes things to do, but also things to avoid
• Although time pressure makes us work faster, it does not automatically mean we work better
• Systems maintenance