Has anyone ever told you to have a chock-full morning routine in order to "face the day" and maximize your productivity?

We all have. But it can't be effective for everybody. People work differently and certainly feel differently in the morning.

Some people exercise and make a breakfast and read the newspaper (or the news on their iPad) and french press their coffee all before heading to work, while many others get out of bed and walk out the door and find productivity at other times of day.

Aytekin Tank, founder of JotForm, discusses how you can map out your energy levels throughout the day in order to determine when you are most productive.

 

Structure

Once you know your patterns, you can begin to schedule your day around that. Tank explains that those in the design and coding industries, for example, plan out their work days very differently than those in finance, teaching, or management.

The types of meetings they schedule are as different as the specific work that they focus on for hours on end in a flow state.

What type of productive time frames does your specific job demand?

What time of day is best to schedule those time frames for you?

 

Discipline

Once you begin to create a schedule of when you are most productive, you must make it a habit.

Many online calendars have features that allow you to schedule something that day and way every week automatically so that it is out of your hands and allows coworkers to see that you are not to be disturbed during that time period.

Furthermore, decide how your work schedule affects the rest of the day. Knowing when you like to exercise will dictate when you start your workday. Committing yourself to unplugging and relaxing your mind on the weekends will dictate the way you commit to your productive time frames during the workday.

As has been mentioned in a previous post, the new modern structure of offices and work schedules has offered flexibility to employees to employ their personal health habits however is most effective for them and in the most productive times of day.

Start with your own personal map:

  1. What time of day do you like to exercise?
  2. What time of day do you feel the most productive?
  3. What kind of work do you feel the most productive working on?
  4. What time of day do you wish to make sure you leave the office?
Published in Coworking Blog

Productivity is 99% mental. We all are different people working on very different things and so we all have unique ways that we can be productive. In this climate of freelancers and remote employment, productivity is more and more dependent on self-motivation to be successful because so many people are working alone at home or in a coworking space like Work Hive.

Regardless of whether someone has a designated desk in a coworking space or their own private office, little things to get them into the right work mindset can range from making sure the desk is tidy to doing some kind of physical movement that is only performed before beginning work.

August Birch, a crime thriller novelist, has a small figurine of Buddha on his desk which he lays flat down when he is not writing and then stands back upright when it is time to write. Not only is it is a symbolic on/off switch for his productivity, but its power resides in his distaste for disorder, so making sure that Buddha is sitting up no longer distracts him and means that he is able to focus.

To him, it is a factor of externalizing the responsibility and taking the pressure off of his willpower. He writes "The object or ritual doesn’t matter. The importance lies in taking the behavior away from the weak force of willpower. When we build a habit attached to a simple object outside ourselves, there’s no more willpower. We’re punching the clock at the gas station. It’s time to get to work." It is a tangible marker that we need to focus, like when the clock strikes a certain time to mark the beginning of an exam."

What do you do to get focused and remain productive?

Is there a small object that you can use like Birch does?

Or do you need to make some kind of movement or listen to some kind of song to get into the flow?

Published in Coworking Blog

Holidays are great and all, but the holiday splendor can be exhausting. Especially going from Halloween to Thanksgiving to Christmas / New Year's in three consecutive months.

It all becomes a big blur of candy wrappers, Christmas music, and overeating in front of family members.

The holidays can be quite challenging, however, when you remember that you are an adult and still have a job you must work while Mariah Carey's All I Want For Christmas is playing on repeat around you.

When the holidays are all over the tv, social media, and Starbucks cups, it is hard to stay focused at the office. Luckily, a Forbes article offers some suggestions:

  1. Make a plan
  2. Take time off
  3. Don't multitask
  4. Exercise
  5. Collaborate
  6. Actually do the work...

Obviously the work still has to get done, so it is a matter of mentally saying "Let's keep working" while your brain is already focused on a Tryptophan-soaked nap.

The thing about multitasking is: there is no such thing as multitasking.

A much longer conversation could be had about this but for this subject it suffices to say that trying to multitask while your brain is already distracted can do more harm than good during the holidays. The article states:

"Instead of getting many jobs done at once, people actually just slow themselves down by trying to divide their attention. When you multitask, you're also a lot more likely to make mistakes, which means more wasted time when you have to fix issues later."

Your mind is already divided by family needs, vacation plans, and then work, so why divide the attention even further?

Focus on one task at a time in order to make sure it is completely finished and you can forget about it before moving on to the next one.

The suggestion to take time off does not encourage you to add more days to your holiday vacation but instead intentionally plan certain days to take off in order to run the errands and do the shopping that you have not done yet and have a hard time getting out to do in the evenings after work.

That way, you have a plan and you no longer have to stress about when you are going to be able to buy that sauce or those gifts. 

Speaking of a plan, by far the most important suggestion on the list is to make a plan for yourself during the holidays. Everyone's work, work style, family demands, and holiday traditions are different, so think about your own unique needs in preparation of the holiday based on your work demands.

What tasks can you predict will be most difficult to complete?

What tasks involve other people?

Schedule your weeks out in such a way that all things, including shopping and family time, are factored in with your work schedule.

Lastly, do not feel alone in this. Ask your colleagues how they are getting themselves through the holiday distractions, and look for opportunities to collaborate so that the members of your collective team or department does not feel stuck in a lot of individual experiences of stress.

After all, "your co-workers are going through the exact same issues you are with the holiday season, so don't go it alone - have team meetings where you figure out how you can all work together to make the end of the year run smoothly." 

Ironically, many people feel alone during the holidays under the many pressures on them from work, finances, travel, spouses, and family.

Ask yourself what your own needs are this holiday season and honor those so that neither your productivity nor your much needed time off is sacrificed. 

Published in Coworking Blog

How many of you have your phone out on your desk right now?

Yup, caught you.

We are all guilty of it. Even if you are an Apple customer who has their laptop out all day long and linked to their cell phone, you probably still have your phone within arms reach at all times. God forbid you go to the bathroom and forget to bring it with you.

But why is it there, really? How is it serving you while you work on actual work-related projects on your computer?

Even though smartphones can improve productivity in a lot of ways (GPS, educational apps, communication apps, etc.), they are more often than not detrimental to our productivity.

Everyone's workdays are spent so differently all over the world that your phone could light up with a notification at any time of day from a million different sources.

Darius Foroux, an entrepreneur and blogger who focuses his work on exploring how we can live meaningful and productive lives, wrote a great post in which he explains that

"Smartphones are dangerous not only because they may cause stress, anxiety, and even depression, but because they change your behavior. People who make phones and apps are smarter than us and their only goal is to get you hooked."

This is how people - especially young people - form legitimate addictions to their phones and cannot imagine spending any down time doing anything but looking at the screen doing......something.....on it.

A few years ago, our community manager, Taylor, found himself spending forty-five minute to an hour at a time aimlessly scrolling or tapping through apps on his phone. But not doing anything. He says

"I felt like a zombie when I snapped out of it. I wasn't doing a single thing that was productive or meaningful. Just staring at whatever was on the screen. It wasn't healthy. But it taught me that I desperately needed something to help my brain zone out after a long day."

The owner of Work Hive, Mark, who owns multiple businesses himself, enjoys having an Apple watch on his wrist because "it lets me know when something needs my attention or needs to get done, but I can chose when to get back to that task" He goes on to state "Technology is not pure good or pure evil. It is as distracting as you let it be."

Along those same lines, Foroux made changes in his own relationship to his phone from which everyone can learn. He wrote that he:

  • turned off ALL notifications except messages and calls
  • removed himself from all extraneous Whatsapp groups 
  • removed all news apps 
  • only consumes music, paid journalism, articles from specific authors he follows, podcasts, YouTube videos, books, and audiobooks
  • uses his phone to call, text, and to take notes, photos and videos

Finally, and maybe most importantly, he "stopped immediately responding to notifications" when they come in. This is the most important consideration because this is the productivity trap: the perceived urgency that everything must be responded to and looked at in that exact moment.

Every person everywhere has so much stimuli flashing at them every second of the day, it's no wonder that productivity declines if your eyes are darting from one thing to another, demanding that our cognitive attention follows and that our thoughts shift to whatever the new subject is.

How does your phone affect your life? Does it distract you during the workday? Do you feel that it affects your productivity in a positive or a negative way?

Published in Coworking Blog

Coworking spaces can get busy.  Typically, there are few sound barriers to stifle our long-winded business calls or random personal calls that come along during the day.

The noise is exacerbated by the fact that all of those calls and meeting and conversations and lunch breaks are occurring at totally different times, which means that the noise level cannot be predicted day to day.

For this reason, a lot of coworking spaces and open concept offices can also look a bit antisocial with so many people wearing headphones and trying hard not to look at the text message that just beeped on their phones or the coworker across the way they know just wants to gossip.

But putting on headphones does not mean that coworking space members are being productive. It can often be the opposite.

One playlist might be perfect for working out and road trips but does not work well for crunching numbers or designing websites.

A great article on The Muse provides suggestions for websites that offer free ambient noise for you to listen to when the Mozart or Justin Bieber playlists just aren't helping anymore. The article even categorizes its suggestions into feeling states, including:

  1. Relaxed
  2. Distracted
  3. Uninspired
  4. Motivated
  5. Overwhelmed
  6. Peaceful
  7. Stressed
  8. Adventurous

 

As we all know, our emotions fluctuate throughout a workday, sometimes dramatically, and often due to triggers that are not even work-related.

As our feeling states change throughout the day, so will the interventions needed to support those feelings.

Our community manager, Taylor, states

"I had the perfect short playlist in college I played on repeat that helped me cruise through writing long papers, but over time my musical interests and the type of work has changed so that playlist does not work for me any longer."

Even though "ambient noise" often makes people think bland elevator music and meditation music often makes people fall asleep, the emotion-specific ambient noise might just be the solution for the daily distractors and your productivity.

Published in Coworking Blog