The Best Time to Get Feedback

There is a funny paradox at the heart of creativity. Most people would prefer not to receive criticism of their work; however, the only way to know if the work is effective is to get feedback. Therefore, the question is when is the best time to solicit evaluations of your work?

According to Tiago Forte, the best time to get feedback is early in the creative process. As he wrote in a recent newsletter:

The fundamental difficulty of creative work is that we lack objectivity when it comes to our creations.

That’s where feedback becomes invaluable—a borrowed pair of eyes from a novice’s perspective. It allows us to step outside our subjective viewpoint and identify what may be missing in our work.

However, there’s a common mistake I see people make when seeking feedback: they wait too long, often investing months of effort before unveiling their work.

The trap in waiting for feedback is that you could be well down a road that leads to a dead-end, which wastes time and energy. I know from personal experience the pain of this mistake on a writing project from a few years back. As Tiago writes:

Receiving feedback on a small aspect of your work at an early stage is less confronting, allowing you ample time to make corrections.

Each bit of intermediate feedback becomes a valuable tool for refining your creation—making it more focused, appealing, succinct, or easier to grasp.

Therefore, don’t be afraid to share your work as early and often as possible.

Learn more about Tiago by visiting Fortelabs.com.

You Deserve a Break

Are you the type of person to work non-stop throughout the day? In many American offices, and some other countries too, there is a culture the emphasizes continuous work. This means employees don’t stop for breaks, lunch, or even at normal quitting time. This happens due to a belief that this non-stop work ethic makes for a more productive workplace. However, is that true?

According to recent studies, taking breaks not only leads to greater productivity, but also better mental and physical wellbeing. An article in the Harvard Business Review by Zhanna Lyubykh and Duygu Biricik Gulseren titled, How to Take Better Breaks at Work, According to Research, highlights reasons why breaks are important.

Like batteries that need to be recharged, we all have a limited pool of physical and psychological resources. When our batteries run low, we feel depleted, exhausted, and stressed out.

Pushing through work when very little energy is left in the tank puts a strain on well-being and work performance. In extreme cases, nonstop work can lead to a negative spiral: A worker tries to finish tasks despite their depleted state, is unable to do them well and even makes mistakes, resulting in more work and even fewer resources left to tackle those same tasks. This means that the more we work, the less productive and more exhausted we can become. Think about reading the same line for the fifth time, for example, and still not absorbing it.

The good news is that taking breaks can help employees to recharge and short-circuit the negative spiral of exhaustion and decreasing productivity. 

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Since breaks are valuable, what is the best way to take one? The authors provide a few suggestions, starting with break length:

A longer break does not necessarily equate to a better break. Disengaging from work only for a few minutes but on a regular basis (micro-breaks) can be sufficient for preventing exhaustion and boosting performance. For example, workers can take short breaks for snacking, stretching, or simply gazing out of the window. Further, timing of the break matters — shorter breaks are more effective in the morning, while longer breaks are more beneficial in the late afternoon. This is because fatigue worsens over the workday, and we need more break time in the afternoon to recharge.

Read the rest of ways to optimize your break time by reading the rest of the article.

Handling Meeting Distractions

As much as people object to them, meetings are still an important part of the workplace. Meetings have the ability to disseminate information quickly and simultaneously to all participants. They also offer opportunities to discuss and elaborate on policy, process, or changes within an organization. However, meetings can also be derailed very quickly. Addressing these dead ends and distractions is vital to a productive workplace.

Luis Velasquez writing in the Harvard Business Review, recently shared 4 Distractions that Derail Meetings — and How to Handle Them. The first type of distraction are items he terms as “gravity problems.”

These occur when team members get sucked into discussing a challenge or issue that’s fundamentally unsolvable at the team level, much like the force of gravity. Trying to solve a gravity problem diverts time, mental capacity, and motivation away from solvable issues, leading to team frustration. In the previous example, company culture and leadership support are gravity problems that are distracting from the solvable issue: the product launch.

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After listing three more, Valasquez provides strategies to keep meetings on task. The first one is to always determine the primary objective of the meeting.

Is the goal to make a decision, brainstorm, get people aligned, or something else? Keeping your eye on the overarching goal will help you develop a focused and clear agenda. For instance, in a decision-making meeting, the objective is to make a choice among different options. Thus, organizers must clearly understand the options, supporting data, decision-makers, and decision-making processes.

Learn about the other three distractions and more strategies on how to avoid them by reading the full article.

Art of Failure

Have you ever failed?

For most of us, failure is something we avoid at all costs. There is a stigma that those who fail seen as bad or incompetent. Yet the truth is that failure is a natural part of any learning process. To improve in an endeavor, we have to be willing to be wrong and learn from it.

The Big Think recently reposted an updated article that showed the paradox of failure through the lens of video games. Columnist Kevin Dickinson believes that video game players enter their games knowing they are going to lose, but that’s part of the fun. Why is this so? According to the article:

Failure feels awful, so people avoid it as often as they can. Even when we fail out of sight of others, our minds try to maintain our self-image by elaborating excuses for why the failure either wasn’t our fault or was completely unavoidable (i.e., motivated reasoning).

It’s interesting then that players seek out a pastime in which they are guaranteed to fail and willingly pay the price for that failure—whether it’s another quarter, lost time, or being forced to reassess one’s skills. In his short book The Art of Failure, Juul labels this phenomenon as the paradox of failure, the clash between a player’s desire to avoid failure and their drive to seek it out.

When failing a game’s challenge, Juul notes, a player discovers a deficiency in their ability or approach. Although having little importance outside the game, these deficiencies, like all inadequacies, are unpleasant to discover. Ironically, a player is never required to explore these personal inadequacies as they relate to a skill set they would never need had they not pressed start:

Before playing a game in the Portal series, we probably did not consider the possibility that we would have problems solving the warp-based spatial puzzles that the game is based on—we had never seen such puzzles before! This is what games do: they promise us that we can repair a personal inadequacy that they produce in us in the first place.

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What drives players to keep playing even when they struggle? The trick may be in the thrill of discovery and the challenge needed to appreciate the victory.

One reason players crave failure is that success without that possibility is tasteless. “Failure,” states Julie Muncy at Wired, “offers texture, complexity, and a chance for growth on the part of the player and character alike.” Games that can beat you are worth engaging with.

Read the full article at the Big Think website.

Team Knowledge Management

What is the best way to share knowledge within an organization?

Most organizations have never thought about this problem. Those that have often use solutions such as virtual discussion forums or open office spaces that they hope will naturally bring people together. However, these attempts seem to rarely create the sharing synergy needed to move the organization forward. What can be done about this?

Tiago Forte has studied this challenge and believes his PARA system can be used to address it. In a recent posting on the Forte Labs website, he shares that a bottom-up approach is more likely to succeed.

All of this leads to my conclusion that modern organizations need to take a “bottom-up” approach to knowledge management instead of a top-down one. It can’t be about “extracting” knowledge from their people; it has to be about empowering them to do their absolute best work.

He then shares five recommendations on how to create this team knowledge management environment. The first step is getting clear on the organization’s flavor of PARA.

Even if you’ve decided you’re going to follow my advice to the letter, there is always a “flavor” of PARA that makes sense for your culture. This can include decisions such as:

  • What is our definition of a “project,” “area of responsibility,” “resource” and “archive”?
  • What needs to happen when we kick off a new project for it to be considered “active”?
  • What needs to happen when a project gets completed, put on hold, or canceled (for it to be considered “inactive”)?
  • Who is responsible for maintaining the standard for each shared area of responsibility?
  • What are the officially supported platforms on which PARA will be used?
  • What are the strict rules, softer “rules of thumb,” dos and don’ts, and cultural norms that govern how people will use PARA?
  • Who will be the “PARA Champion” who oversees its implementation and makes sure the guidelines are being followed?

Learn the other four recommendations at the Forte Labs website.

Choosing What To Do

It’s Monday morning – how are you going to start your week? What is the most useful task to get done first? How will you ensure the most important parts of your upcoming projects will be done? Also, how will you ensure that nothing is missed along the way?

Following the core concepts of GTD can help anyone prioritize their day. In a recent blog post, the folks at Getting Things Done shared the five fundamental steps to successful workflow. They also took time to explain the limiting factors affecting the abilty to engage. Below is an excerpt from their article.

The five steps of GTD workflow are Capture, Clarify, Organize, Reflect, and Engage. When it’s time to Engage, people often ask how to choose from what may be long lists of tasks to do. That’s when it’s helpful to use the criteria for choosing:

Context – What place, tool, or person will the action require? This is the first limitation for choosing–it has to be. If you’re not in the right place, don’t have the right tool, or access to the required person, you can’t take the action.

Time available – How much time do you have to take the action? If you have 20 minutes, only consider actions that you think will take less than 20 minutes.

Resources – What is your energy like to take the action? Have you been in back-to-back meetings all day and you’re tired? Or are you just finishing your morning coffee and feeling alert and enthusiastic? You’re probably already considering this more than you realize when you choose what to do.

Priorities – What’s the most important one to choose based on your roles, goals, long-term strategy, and purpose?

Read the whole post and learn more about how the Horizons of Focus can be a great guide to engage effectively.

How Managers Can Help Their Team Focus

Have you ever been on a team that lost its focus? You and your teammates may have wasted time wandering down dead ends, getting caught up arguing over trivial items, or had assumed next actions lie incomplete due to a lack of delegation? While there are many contributing factors to such failures, a good manager can make or break a team.

In an increasingly distracted world, one skill that can elevate managers is the ability to focus their team on the priorities. In a recent article in the Harvard Business Review, GTD founder David Allen and Justin Hale break down seven ways that managers can help their teams focus on work. Not surprisingly, the ideas are born out the GTD principles. This first suggestion is to inventory tasks and projects.

This is a discipline where common sense is not common practice. If your people don’t have a complete list of their commitments and projects, they can’t realistically prioritize. As a leader, hold people accountable for keeping current to-do lists and give them time each week to do a full weekly review of these commitments so they can stay in control.

Another way managers can help their employees focus is to make meetings meaningful.

Most people’s workdays are monopolized by meetings. Help employees stay focused by allowing them to decline meaningless meetings. To improve meeting efficacy, one manager we coached set a bold precedent. He said, “If someone invites you to a meeting without a clear agenda and reasons why you’re vital to the success of the meeting, you have my permission to decline it.” This manager put the onus back on the meeting creator (which was often himself) to show greater respect for others’ time. It also put employees in control of their days so they could focus on high-priority work.

Read the other five suggestions at the Harvard Business Review website.

Productivity Propaganda?

At first glance it would seem that productivity is a good thing. After all, who doesn’t want to get more done in less time? However, what happens if the push for increased productivity comes at the expense of enjoyment of life? Does it matter if you get more done if that which is being done is of little value?

Digital anthropologist and author Rahaf Harfoush recently explored this topic in a book called Hustle & Float: Reclaim Your Creativity and Thrive in a World Obsessed With Work. In her book she explored workplace burnout and how to avoid it. Bloomberg Businessweek interviewed her during the COVID pandemic to learn more about how to balance work and life in the era or work-from-home.

This isn’t a normal time, so it shouldn’t be treated as normal work-from-home time. The lines between home and work, personal and professional, are blurred with an additional pressure to be productive since the thinking is that we all suddenly have more available time. This isn’t the case, and furthermore, working nonstop simply doesn’t work. We have turned busyness into a coping mechanism. Now, people are applying that to their personal time while sheltering at home, filling it with back-to-back Zoom calls, baking, workouts, and more activity. It’s important to use some of this time to process our emotions and reflect on the discomfort from all this productivity propaganda. Operating as usual will not only negatively affect your work but could compromise your health.

The interview ended with a warning for those who work around the clock.

If you’re a high performer and recovery isn’t an intentional and strategic part of your time and workflow, you’re only damaging your output in the long run.

Read the whole interview online.

Are You Overthinking?

Have you ever slept on decision? Spent weeks debating both sides of a problem? Kept looking for that extra bit of information to sway you one way or the other? If so, you may have been overthinking!

While thoughtful deliberation can be very helpful to make a decision, it is also easy to waste too much time before making a choice. Sometimes this is driven by a lack of confidence, other times it is fear of making a mistake, and simply worrying about how other people may react.

Harvard Business Review writer Melody Wilding looking into the issue and wrote a short article to outline ways to prevent overthinking. The first tip is to avoid seeking perfection.

Perfectionism is one of the biggest blockers to swift, effective decision-making because it operates on faulty all-or-nothing thinking. For example, perfectionism can lead you to believe that if you don’t make the “correct” choice (as if there is only one right option), then you are a failure. Or that you must know everything, anticipate every eventuality, and have a thorough plan in place before making a move. Trying to weigh every possible outcome and consideration is paralyzing.

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What are the ways to avoid this trap? Wilding suggests you ask yourself these questions:

  • Which decision will have the biggest positive impact on my top priorities?
  • Of all the possible people I could please or displease, which one or two people do I least want to disappoint?
  • What is one thing I could do today that would bring me closer to my goal?
  • Based on what I know and the information I have at this moment, what’s the best next step?

Learn four more ways to avoid overthinking by reading the entire article.

After you finish reading, consider this question: What decision are you overthinking?

Once you identify one, pick one of the five tips to help reach a resolution. Then enjoy the clarity that comes from making a final decision.