Should We Keep Working From Home?

Over the past year did you get an opportunity to work from home? In my case I did it for a couple of days, but otherwise worked in my library office. My case was different from many people who shifted to a part time or fully virtual work situation. To reduce COVID spread, companies across many industries offered their employees the flexibility to work from anywhere. However, the big question yet to be answered is whether this change has enabled greater productivity and satisfaction or if it has become an impediment to creative teamwork. The initial answer to this question is a big maybe!

I recently came across two good explorations of this topic. The first was an article from The Guardian titled The empty office: what we lose when we work from home. Reporter Gillian Tett explored the this idea: For decades, anthropologists have been telling us that it’s often the informal, unplanned interactions and rituals that matter most in any work environment. So how much are we missing by giving them up?

Of particular interest is a look at the Internet Engineering Task Force (IETF), a group that designs the underlying architecture of the Internet. Over the years the IETF developed a fascinating way to poll the collective body on decisions. In a conference room, the group will ask members to hum to show support or opposition to an idea. It is a type of decision making process that can only work effectively in a real world environment. As Tett notes:

When the IETF members use humming, they are reflecting and reinforcing a distinctive worldview – their desperate hope that the internet should remain egalitarian and inclusive. That is their creation myth. But they are also signalling that human contact and context matter deeply, even in a world of computing. Humming enables them to collectively demonstrate the power of that idea. It also helps them navigate the currents of shifting opinion in their tribe and make decisions by reading a range of signals.

Photo by Vlada Karpovich on Pexels.com

Other view of the effects of work from home can be found in a recent Freakonomics podcast titled Will Work from Home Work Forever? In the middle of the podcast host Steven Dubner interviews economist Steven Davis about his studies on working from home prior to the pandemic and then a year afterward. Davis’ findings are illuminating.

The real benefit to being at the office is face-to-face interaction — which might be painful if it’s your boss reprimanding you, but this concept of a knowledge spillover — all of that causes, we think, productivity to be higher at the office than at home. But we also think working at home is not as unproductive as it used to be. Because we have all of these tools at our disposal.  

Later on in the podcast, Dubner interviews Raj Choudhury of the the Harvard Business School. His multiple year study of remote work done by U.S. Patent Office employees demonstrated measurable benefits from working at home. He found the examiners were 4.4% more productive at home than in the office. However, he also discovered another factor at play, increased loyalty.

And the story that came was one of loyalty. That “I was really helped by this policy because now I could move to Philly and my daughter needs some medical treatment, which is only available in Philly. No other organization will let me work in Philly and do the kind of work I’m doing. So I have to give something back.”

The factors that will determine the long term success of working from home are still being figured out. To learn more about the direction of work from home, I highly recommend both these Guardian and Freaknomics pieces. They are well worth the read and listen.

Is Productivity just is a Phase?

When did you decide to seek out personal productivity practices?

Many people do so when they feel overwhelmed by their work. Perhaps they have been given more and bigger projects or received a promotion with lots of responsibility. Others might have changes in their home life, such as a new child, that prevent them from putting in overtime. For these reasons and more they must become more efficient. Either way, personal productivity practices often make a huge impact on our work, but are they an end in themselves or a means to another end?

According to Tiago Forte of Forte Labs, learning personal productivity practices is only one step on a person’s journey. In fact it is an early stage. In a recent post on his web site he states:

I’ve begun to realize that the concept of “personal productivity” is just a season in people’s lives. It is a temporary phase that we each pass through on our way to other things.

Productivity as we know it is largely an entry-level concept. It caters to people just beginning their careers, starting their first professional jobs, or moving to new roles that demand a higher level of personal output.

Why is it attractive to people in an early stage of their professional life? Tiago believes it is due to leverage.

The reason productivity is just a phase is that it is relatively low leverage. “Leverage” refers to the ability to do more with less, such as using a lever to lift a boulder that you’d never be able to lift on your own strength.

You do need to reach a certain level of proficiency in your personal productivity. But once you do, you can go beyond it to greater sources of leverage. And you must, if you want to accomplish more while working less.

What are those other sources of leverage? There are many options.

Learn about these other sources of leverage by reading the rest of his posting.

An Interview With David Allen

Discovering Getting Things Done by David Allen ten years ago was a huge professional turning point for me. GTD provided a way to structure work that allowed me to achieve more than I had thought possible. In fact one of the best training tools I ever purchased was a ten CD recording of a GTD Live seminar which I listened to a dozen times. Over the years I have frequently returned to David Allen’s ideas and still find a clarity of thought this is always inspiring.

If it has been a while since you read Getting Things Done, or maybe have yet to open it, I highly recommend this interview with David Allen on Medium. He covers a lot of the basics of the GTD philosophy and how to apply it. For example:

These are the 2 elements of productivity:

  1. What am I trying to accomplish?
  2. How do I allocate resources, attention, and activity to make that happen?

They’re not automatic decisions. No email will tell you outcomes or actions. No thought you wake up with tells you that. You actually have to sit down and think and use your cognitive muscle. Put yourself through this thought process.

Later on in the interview he discusses priorities and clears up misconceptions around how they are set.

You’re making priority decisions every moment. Now you are talking to me, that is your priority. And that’s the best thing you can be doing right now. Otherwise, your head would be totally somewhere else.

If you’re always thinking about priorities … I’m not saying to not set priorities, but don’t try to oversimplify that and give yourself some formula that determines your purpose, your core values, your vision in where you’re going. The goals you need to accomplish, the things you need to manage and maintain to make sure you’re healthy.

Read the full interview to learn more.

Second Brain Myths

Forte Labs signature course, Building a Second Brain is one of the best ways to get your digital life under control. Through a combination of simple practices it is possible to create a great online resource for all your notes that will enhance your creativity and improve your productivity.

However, there are many misconceptions on what it means to Build a Second Brain. In a recent post on his web site, Tiago Forte explores nine of them. For example, one of the issues he lists is a concern that doing this work will require a major overhaul of a person’s digital life.

Tiago explains:

This couldn’t be farther from the truth. A Second Brain is adaptive, like a living organism – messy, organic, and highly adaptable. Just like your first brain, a Second Brain has natural “plasticity,” with many ways of accomplishing any given task. When one part of your system is missing, another part can adapt and evolve to make up for it.

In the 4 steps of my CODE framework – Capture, Organize, Distill, Express – any incremental improvement immediately makes a difference, whether or not the other parts of the system are already in place. You don’t have to wait for each of the pieces to work in perfect harmony to start producing value.

To learn more about the power of Building a Second Brain and to clear up other misconceptions, please read the rest of the article.

Shortcuts are the Long Way Round

Let’s face it, work can be hard. Faced with the burden of putting in long hours to perfect a skill many of us search for ways to shorten the time. Some of these approaches are useful. From my own experience learning GTD was a great shortcut to being more productive and it helped clear my head to make better decisions. However, not all shortcuts are created equal. In fact, some are a waste of time.

In an article on his web site titled Focus On Your Skills—Not On Finding Hacks, Darius Foroux shares from his experience how searching for shortcuts to success can never replace building building skill in a discipline.

Look, one thing I can share from personal experience is that building a business or career is HARD. It takes a lot of time and energy to learn new skills so you can provide value

And trust me, I’ve tried to look for shortcuts and hacks over the past ten years. Maybe I’m missing something those geniuses are selling, but I can’t find it. To be sure, I’ve connected with many successful entrepreneurs over time.

I’ve been very lucky with my father, who’s a successful businessman himself. Through him, I met many people who’ve done well for themselves and their communities.

And every single one of them said the same thing. There’s no way around hard work.

He goes on to share what he claims is the least exciting advice in the world.

Keep yourself to a very high standard. Ask yourself: “Am I proud of the work I’m delivering?” 

Whether that’s in your creative or professional work, don’t settle for “meh” work. It doesn’t have to be the best in the world. It just has to be your best. That will do two things for you.

It will help you to improve. And it will help you to value your own work. 

Read the full article on Foroux’s web site.

Have Less to Do

Our society values more. We are constantly pushed in our careers to gain more responsibility. Commercials continually encourage us to buy more stuff. Having more to do than can be ever be done is seen as a sign of success. However, having more is only good up to a point. After that, having more is actually an impediment to happy and productive life.

Jason Fried and David Heinemeier Hansson, co-founders of Basecamp, wrote about this in their book, It Doesn’t Have to be Crazy at Work. They set out to make their company the opposite of how most technology companies operate. No 60-80 hour weeks; no endless meetings; no pressure to perform every day. One of their fundamental operating principles is that having less to do is better than more. As they wrote on page 172-3 of their book:

Management scholar Peter Drucker nailed it decades ago when he said, “There is thing so useless as doing efficiently that which should not be done at all!” Bam!

At Basecamp we’ve become ruthless about eliminating either work that doesn’t need to be done or work we don’t want to do.

I have recently appreciated that eliminating extra items from my work life is the best way to become productive. Just as it is easier to juggle one ball instead of ten, having only a few top projects is easier to manage than dozens of low value projects. I often think back to a conversation with Pat Losinski, CEO of the Columbus Metropolitan Library. When I asked him for advice on being a Library Director, one thing he shared was, “Focus only on what the Director can do.” By that he meant don’t get caught up doing work that other people could perform. Do only the things that are your own responsibility, then delegate or eliminate everything else.

To that end, how can you find ways to purge your workload? After all, the less you have to do, the better you will do what you are doing.

Keeping the Calendar Clean

Almost everyone working in a professional job uses a calendar. Even people who are very loosely organized understand the usefulness of keeping track of upcoming appointments and commitments. However, many people try to use a calendar to remind them of next actions or keep track of things they are waiting for. They may also clutter a calendar with desired due dates for projects, but then have to sadly re-calibrate when life gets busy and the dates fly by.

David Allen has thought a lot about how to optimally use a calendar. In Getting Things Done he identifies three specific uses of the calendar as a productivity tool. They are the following:

Time Specific Commitments – Basically what most people use the calendar for: keeping track of appointments. i.e. Dentist 3 pm on Tuesday.

Day Specific Commitments – Things that have to be done on that day, but not linked to a specific time. For example, you must submit the monthly statistical report on Friday. Anytime that day is fine, but it has to be done before 5 pm.

Day Specific Information – Information about the day that you need to know. For example, your supervisor is on leave, which means you have to wait for her to get back to approve your project. Or there is server maintenance until 9 am, so email is not accessible.

What is not on the calendar are “to-do” items that are not specifically linked to the day. These items are best dealt with through action folders and project lists. David believes that operating this way keeps the calendar clean and by extension keeps your mind clear. So I invite you all to take a look at your calendar to see if it needs tidying up.

Finally, don’t forget to examine your calendar during the weekly review. It is a great way to keep track of where you have been and where you are going.

Basecamp’s Written Approach to Communication

It is a cliché nowadays to say how much people hate meetings. However, very few organizations have found a way to successfully avoid having them on a regular basis. It would seem there is a natural tendency for people to come together in a real or virtual room to discuss issues or advance projects. However, some organizations have tried to eliminate meetings by crafting a different priority straight into their DNA.

Basecamp, a company that produces project management and internal communication software, has decided that the company works best when its employees focus on written communication. According to their Guide to Internal Communication:

You can not not communicate. Not discussing the elephant in the room is communicating. Few things are as important to study, practice, and perfect as clear communication. Real-time sometimes, asynchronous most of the time. Internal communication based on long-form writing, rather than a verbal tradition of meetings, speaking, and chatting, leads to a welcomed reduction in meetings, video conferences, calls, or other real-time opportunities to interrupt and be interrupted.

Basecamp Press Resources

Why do they believe long form writing is the better way? It has to do with an understanding that most communication is asynchronous.

Communication shouldn’t require schedule synchronization. Calendars have nothing to do with communication. Writing, rather than speaking or meeting, is independent of schedule and far more direct.

Read the entire Guide to Internal Communication to learn more about how Basecamp encourages employees to keep each other updated on their projects.

Making Successful Resolutions

With 2021 a reality, many people around the world made New Year’s Resolutions. Unfortunately, most of those resolutions fail to make an impact. According to U.S. News, 80% of people give up on them within six weeks. Does this mean resolutions are useless to make? Not necessarily.

In an article from Forbes Magazine, journalist Jennifer Cohen shares reasons why people fail to achieve their resolutions. In those reasons are embedded ways to make them successful. For example:

We Fail To Pick Realistic Goals

According to Statista, the most common New Year’s resolutions are to lose weight, exercise and eat more healthfully. These are achievable goals, yet so many of us can’t follow through. It’s because we don’t take an approach that’s rooted in reality.

Ask yourself the following question—which goal is more achievable? Losing 100 pounds or cutting refined sugars from your diet? The answer is obvious. If you cut sugar from your diet, you’re more likely to lose weight. 

You should also keep in mind that choosing realistic goals or resolutions and achieving them improves our mindset. Even a small victory is still a victory (like 30 days without sugar) and you end up preparing yourself for a much larger one.

Photo by Breakingpic on Pexels.com

Not sure what resolution to make? Then you might benefit on a period of structured reflection. The good folks at Getting Things Done created a simple document to guide a review of the past year and to look ahead at the new one. The PDF handout can be found here.

Wishing you all a Happy New Year!