Training my Brain for Deep Work: Two and a Half Years In

Two and a half years ago, I blogged about reading Cal Newport’s Deep Work for the first time. At the time, I was feeling so scattered and distracted that I was legitimately concerned that I was developing some sort of memory problem or attention disorder. Reading Deep Work made me realize that it wasn’t a medical problem, it was an environmental problem. I had set up my life (as most of us have these days) with a constant flow of distractions: Twitter, Facebook, Instagram, email, and the endless pings of notifications.

My phone was always with me, demanding my attention with every notification ding or little red bubble. When I was working on my computer, little notification boxes appeared in the corner for every email or mention on social media. Now, I think about how things were set up, and it seems ludicrous—that I let myself be inundated like that. But at the time, it just seemed like the way of things. That state is the default these apps put me (and you) on.

Then I read Deep Work in August of 2016. That book shifted my view of the digital world dramatically, and it really sent me into a deep dive on the topic. I went on to read a stack of books about the internet, social media, video games, the brain and distraction. That eventually led to me doing things like Device-Free Summer with kidlet in the summer of 2017 (and 2018), which truly was and continues to be life-changing for my kiddo and our family. And it’s also led me down a path of dialing back my own distractions step by step.

My own journey from scattered distraction to deliberate focus has been a two and a half year process. One thing I love about blogging is that I can look back on old posts and see what I was thinking/going through in the past. Reading that 2016 post is like reading about another person. So much has changed since I wrote that initial post, but it definitely hasn’t been an overnight change.

I can’t quite remember the order of all the phases I went through, but here were some stops along the journey:

• Turned off all sound notifications on both my phone and computer except for phone calls and texts.

• Turned off all visual pop up notifications.

• Turned off those red badge icons that tell you how many notifications you have.

• Deleted Tweetdeck which used to stay open all the time.

• Deleted Twitter from my phone.

• Basically abandoned Twitter - I just post news and blog links and respond to people who comment to me or message me directly. I no longer read my feed.

• Unsubscribed from social media emails that notify you that someone has commented or messaged you.

• Put a message on my FB messenger letting people know that I don’t check it and to email me if you need me.

• I downloaded the Hey Focus app, which blocks the internet/social media for a set amount of time.

• Started making a conscious effort not to pick up my phone in every idle moment.

• I bought a bigger purse and a Book Beau so that I’m always carrying a book or my Kindle with me so that when I do have idle moments, I pick up a book instead of my phone.

• Moved my social media apps into a folder on my phone on the last page instead of having them quickly accessible on the first page. (Right now they’re deleted completely because of the social media break.)

• Moved the apps I want to be using (Kindle, podcasts, New York Times) to my first phone page.

• Stopped watching the news (and getting news from Twitter) and subscribed to a paid, vetted news app (New York Times for me) and subscribed to a physical copy of the local newspaper.

• Made extensive email rules to farm out non-urgent, distracting emails/newsletters into folders so that I can choose when I go through them.

• Most recently, I’m in the middle of a 30-Day Social Media break after reading Cal’s newest book Digital Minimalism. I’m a little over two weeks into no social media at all, and I’ll update at the end of the 30-days how that experiences has been.

So those are some of the things I’ve done. Each one has brought me a step closer to reclaiming my ability to focus. But the reason why I’m writing about this today is because I had a bit of an epiphany yesterday. Yesterday afternoon, I was hard at work on writing lectures for the online writing classes I’m about to launch. I had designated the afternoon for writing because that’s when I tend to do my best work. So after lunch, I put on my Focus @ Will music (that link will get you a 20 dollar credit to try it out if you’re interested) and got to work. Normal day. However, when I was done, I looked up and realized I’d written 5600 words and had been working for four hours straight with only a brief bathroom and coffee refill break. I’d been in a mental “flow” state for hours.

This has happened on occasion, of course. There are great writing days, good ones, and bad ones. However, lately, particularly during the two weeks of this social media fast, this is becoming the norm and not the anomaly. The week of the 11th, I wrote almost 18k words in four days. I am not a fast writer, y’all. A great week for me is 10k words. But that week, I basically wrote off the high word count as a quirk. Yesterday it finally hit me that—wait, it wasn’t a quirk. I’m doing it.

What is it? Well, in my initial post about Deep Work, I mentioned this point:

Deep focus can generally only be maintained for a certain amount of time - The author suggest that those just starting out, an hour a day of deep work might be all they can manage. But with practice, he said that people can do 3-4 hours of deep work in a day--which means that you're still going to have time to get the shallow stuff done.

At the time of that post, I was aiming for that one hour. I used to set my Hey Focus app for 25 minute bursts. Newport had suggested that 4 hours is about the limit for deep work before our brains are worn out, so I wasn’t even considering that amount of time. Focusing for four hours straight seemed a near impossible feat. But now, I’m doing it. Regularly. I’m not even using the Hey Focus app anymore. I don’t have to block the internet or my access to anything. My brain just knows once I start my Focus @ Will music, okay, now it’s time to work.

I think my last hurdle was the social media thing because even though I had turned off all notifications, I still would hop over to Facebook groups and such when I hit a snag in my writing or got stuck. While on this social media break, I don’t have that option, so there’s nowhere to go if I hit a snag. I either have to work through it or get up and walk around for a little while to think. Now, I don’t plan to quit social media for good, but after this experiment, I’m going to make some big changes, which I’ll discuss in a future post when I’m done with the 30-day fast/digital declutter.

My main point is that, yes, you can retrain your distracted brain (that is, assuming you don’t have a legitimate attention disorder or medical condition.) This was not a quick fix, and it wasn’t easy because breaking habits/distraction addiction is serious business. (I definitely felt this the first week of this social media fast. The lack of regular dopamine hits is real.) This was a step by step journey over 2.5 years. And I don’t doubt that I still have more to do on this road. However, I find it super exciting and empowering that we can take our brains back. Focusing really can be a superpower, especially in our current world where we’re all battling unprecedented levels of distraction.

So if you’re feeling like I was back in 2016, make a plan to wrestle back your focus. You can use some of the techniques I’ve listed above. I also highly recommend you read Deep Work and/or Digital Minimalism.

The first step in this process is getting over the resistance that’s going to crop up in the form of arguments as to why you are different from all these other people dialing back their online/social media time and can’t possibly dial things back. Here are some things your “don’t take away my fix” reflex may argue:

• I would do this, but I can’t not check my Facebook throughout the day because it’s part of my job. (It’s part of my job too, but I can corral it into a time slot. You have a job to do, and unless you’re a social media manager, you job is not “be available 24/7 on FB or Twitter.”)

• If I’m not on Twitter, I won’t be up to date on the news. (Breaking news has caused a lot of trouble over the last few years. Find a news source you respect and trust and get the well thought-out take after the actual facts have been gathered, which means you don’t need to check it more than once a day.)

• If I don’t get pop up notifications, I’ll miss something important. (Keep notifications on phone calls and texts from family and such. Those are where the emergencies will come in. Everything else can be checked on a schedule, including email. If you have a boss you have to respond to immediately on email, give them a notification sound but leave the others silent. Or make a schedule to check your email at the end of each work hour.)

• If I’m not on every social platform, I’ll be behind. (Doing them all well is nearly impossible. Focus on the one or two that you like.)

• If I don’t respond to someone within 5 seconds, they’ll be mad. (You teach people how to treat you. I have taught people that I’m not immediately available unless it’s an emergency or something truly urgent. If I respect my time, other people will too.)

• If I don’t post on Instagram (or insert favorite social media) every day, people will wonder where I’m at. (None of us are that important. People will survive if we don’t post every day.)

• Facebook is how I keep in touch my family and friends who I don’t see. (Totally cool. That doesn’t mean you have to be available to them 24 hours a day. Check it in the morning and in the evening in a time-limited way.)

My friend (and writing process guru), Becca Syme, has a saying she throws at us all the time: Question the premise. She usually means that in reference to writing advice people give you. However, it applies here as well. If those excuses above or others crop up, question the premise. Is that really true? Is there really no way around that distraction? Is there really no way to change that situation to where it benefits my focus? I promise that if you really want to make a change and improve things, you can. There’s a way.

I will step off my soapbox now, but I hope you’ve found some of this helpful. I’m only this passionate about this topic because I’ve seen it work—both for me and my kidlet. It’s life-changing stuff! : )

Let me know if you’re struggling with distractions or if you’ve tried anything to improve your focus. I’d love to hear! Leave your thoughts in the comments. (If you leave them on my social media, I won’t see them until the end of the fast, lol.)

The Digital Declutter & Why I'm Taking a 30-Day Social Media Break

If you’ve followed me for any amount of time, you know that one of my favorite topics to explore and evaluate is our relationship with devices, the internet, and social media. For two summers, we’ve done device-free summer with kidlet and have had a lot of success with that (he even requested to have one last summer when I wasn’t planning on it.) It truly changed my kid. I realized today I don’t even know where his Ipad went. I haven’t seen it in almost a year. He used to be attached to that thing. And video games, which had hooked him hard, are now played as an afterthought and for hardly any time at all. He now complains to me that all the kids at school want to talk about is Fortnight—a game he’s never played and has no interest in playing. So I’m a believer in the digital detox or break, or in this case, declutter.

Unlike kidlet, I haven’t gone device-free, but I’ve done a number of things over the years to curtail my constant need to check my phone and other things on the internet so that I can focus and get my writing (aka deep work) done. I’m constantly refining my process. So when I heard Cal Newport, author of Deep Work, was coming out with a new book called Digital Minimalism, you know I was pre-ordering that thing as fast I could click. The book released this week, and I’m almost all the way through it. I’ll probably give a more thorough review once I’m done, but it’s already inspired me to try his method of a 30-Day Digital Declutter.

This isn’t a detox per se. It’s more of a swipe the slate clean of all your social media (and other digital distractions that may suck up your time like video games or too much TV streaming), see how you feel for 30 days. And then, after thirty days, scrutinize each app or service carefully to decide whether or not you want to add it back into your life.

I don’t anticipate that I will give up all social media after this. For one, it’s part of my job. However, I am looking forward to breaking my cycle of check, check, checking my phone in the bored moments or when I first wake up. I had already deleted Twitter off of my phone a few months ago and haven’t felt the need to add it back. For this thirty day stretch, I’m deleting Facebook, Instagram, and Pinterest off my phone as well. I also won’t be checking these sites on my desktop. No social media. Period.

My plan is to post the graphic at the top of this post on all my social media channels, letting people know why I’m not responding, and then will step fully away for the month. During this time, I plan to continue to blog and send out my newsletter, so I’m not going off the grid, just social media.

I’m interested to see how my attention shifts during the month and how this will all make me feel. Will I have the itch to check? Will I feel calmer because I don’t have to check? Will I feel out of the loop? Will I get more work done? Will I fill that time with something better or something equally as distracting? I love an experiment, so I’m looking forward to finding out!

As always, I’ll report how things went after the month is up (or maybe even along the way). And if anyone is interested in doing something similar, you can check out the details of the Digital Declutter in Digital Minimalism.

UPDATE: After the 30-Day Social Media Ban: What Surprised Me and What I’m Changing and also Training My Brain For Deep Work: Two and Half Years In

Interested in this topic?

Here’s a list of other posts I’ve done about devices and digital distractions:

• A Screen-Free Summer for Kidlet: How, Why, & If I'll Lose My Mind

• The 10-Day Update 

• 5 Week Update on Screen-Free Summer

• The End of Our Screen-Free Summer: Results and Moving Forward

• The After-Effects of Our Device-Free Summer

• Device-Free Summer 2.0: Why We’re Doing This Again

• 7 Things to Reduce Distractions and Increase Focus

• On Productivity and Distraction: Deep Work

• Revisiting Deep Work

• Stop Letting Your Inbox Distract You: Making Rules Work For You

Creating Your Personal Commandments (Plus, I'm sharing mine!)

If you’ve followed me for any amount of time, you know that I love a self-improvement book. I feel like life is an ongoing science experiment, and there are always ways to tweak or improve things. And one of my go to experts in the self-improvement space is Gretchen Rubin. I’ve loved her books The Happiness Project, Happier at Home, and Better than Before, and I’m a regular listener to her podcast.

So when she announced that she would be having a year long Happiness Project course (no link because enrollment is closed), I was excited to sign up. Each month she tackles one area/topic, and there are assignments to do. In January, one of the assignments was to come up with your personal commandments. I can’t remember which of her books she tackled this in, but I think it was The Happiness Project.

The basic premise is that as we go through life, we learn certain truths about ourselves. We learn what works for us and what doesn’t. We make mistakes and have victories and gain insight from both. But often, we just kind of let those truths hover in the background, often not even recognizing them. However, Gretchen Rubin has an exercise that brings those truths to the forefront—the personal commandments.

Your personal commandments are those truths you’ve learned about yourself that make your life better if you stick to them. She suggest making a list of them because it helps remind you what you should do. This can be a really helpful list to have on hand when you’re feeling chaotic or like you’ve gotten off track. It can also help if you’re having trouble making a decision. These commandments can serve as easy-to-remember life mottos personalized to you.

I did the exercise last month, and I’m finding it really helpful. I printed out my list and have tucked it into my planner so that each week, I’m prompted to review them. Even after just a month, most of them are already ingrained in my brain now.

So, if you want to see what the personal commandments can look like, I’m sharing mine today. I encourage you to come up with your own because it’s been surprisingly helpful to have these on hand. Some of mine might apply to you as well, but I suggest you dig deep and look at what works best for your personality. What works best for me may not be a fit for you. What has history taught you? What lessons have you learned? What do you already know about yourself? Start there.

But first, here are mine…

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My Personal Commandments

1. Be Prepared

No, I’m not a Boy Scout, but this is one I’ve learned time and again. I get anxious when I’m not prepared. I could probably change this to Be Over-Prepared, and it would be more accurate. I function best when I’ve taken my time to prepare for something. I’ve mapped out directions (and printed them in case the GPS freezes up). I’ve made notes to refer to for a presentation in case the power point projector at the venue doesn’t work (something that’s happened before.) I bring snacks if there’s a chance I could get delayed somewhere. I am not a spontaneous, on-the-fly person. That is a personal truth I’ve learned and accepted.

2. Take time to think

This is one that has been a huge revelation in my writing life over the past year or two (one I discovered taking Becca Syme’s classes). I took the Strengthsfinder test, and one of my top 5 strengths is called Intellection. It means I like to think A LOT, and I need to have time to think. This is true in all aspects of my life, but is particularly important in my writing because when I rush the thinking (by charging ahead and trying to hit a word count), I end up hitting a block or going in the wrong direction. Thinking time needs to count as work time for me. If I hit a point in the story where I’m not sure what happens next or something feels off, I need to give myself time and space to think on it without feeling guilty for not getting words on the page. I used this method writing the last book and hit no writer’s block for the first time in at least ten books. A revelation!

3. Input Input Input

This is another discovery from the Strengthsfinder test. My number 2 strength is called Input, which means I need to take in a TON of information in order to be happy and creative. So if I get too busy and stop reading, watching interesting TV shows, reading articles, and learning things, I get stuck creatively. The tank is empty, and I get stressed and overwhelmed. So this commandment is to remind me that taking in all that information is a vital part of the creative process for me. It does not mean I’m wasting time or slacking.

4. Achievement is the reward

In the past, I’ve never been able to figure out why I wasn’t motivated by a reward structure. I’d hear writers say “If I write this many words this week, I get to go shopping at X place or I’ll treat myself to a nice dinner.” That doesn’t work for me at all. It doesn’t motivate me. However, I’m motivated by writing my word count on a wall calendar. What the hell is that about? Well, I’ve figured out that the achievement is the reward for me. I didn’t get straight As as a kid because my parents gave me money for a good report card. I got the As because I wanted the As. That was the reward. Knowing this about myself helps me structure my goal-setting in more effective ways. For instance, I’m using Sarra Cannon’s kanban board method for 90-day planning, and I’m super motivated by moving a sticky note from the To Do section to the Done section. That’s the reward for me. It’s working.

5. If it’s not a hell yes, it’s a no

I didn’t make up this saying, but I’ve been using it as a mental go-to for a couple of years now. At one point, I had it on a sticky note stuck to my monitor because I’d found myself saying yes to too many things. And saying yes to the wrong things means saying no to the things I actually want/need to be doing. It leads to overwhelm and takes away focus from my important goals and life stuff. If I say yes to traveling to every writer or reader conference or book signing, I’m saying no to my writing time and time with my family. So I’ve become super selective about the things I say yes to. I just got back from a signing with Nora Roberts at her bookstore in Maryland. That was a hell yes! But I’ve said no to many things in between because I just can’t do them all and still accomplish what I want to accomplish.

6. Honor the cycles

Over time, we all find patterns and cycles in our lives. For me, this simply means to be aware that there are cycles and to work with that. Monthly cycles, seasonal cycles, business cycles, etc. For instance, I’ve learned the months I get the most work done and the ones that inevitably are difficult, so I plan accordingly now. I almost always get sick some time in December or January. It’s a pattern I need to be aware of because that means I’ll need a week off somewhere in that zone.

7. Take vitamins

This one is self-explanatory, but as someone who has suffered with a Vitamin D deficiency, I need to keep this on my radar always.

8. Movement makes me feel better

I am not a person who loves exercise. This has been a lifelong battle. When I was a kid, I played three sports. I got exercise without knowing it. But since then, it’s been a struggle. However, I like yoga and I feel better when I’m doing it consistently. But man, can I find one hundred other things to do instead. So this commandment is to remind me of the outcome. If I do yoga, I have less muscle aches and feel stronger. I want to feel that way, so I try to use this as motivation to roll out that yoga mat.

9. Trust my instincts

I’ve learned that I’m a pretty intuitive person. When I go against my gut instinct, it usually doesn’t go well. So this is a simple one to remind me to trust myself, my instincts, and my impressions of people.

10. Start small but START

This is my anti-procrastination commandment. I’ve learned that once I start, even the tiniest step, I’m over the biggest hurdle in getting going. (Oh, inertia.) For instance, if I’m dithering and need to be writing, if I just open the doc and put on my writing music, I’m probably going to start writing. If I lay out my yoga mat, I’m going to do yoga. So if I’m dragging my feet with something and know I need to get started, I’ll just tell myself, “Just do this one little thing. That’s all you need to do right now.” And it’s a mental trick. I’m not committing to “writing the next chapter”, I’m just committing to “opening the document and turning on the music.” I used it today to start writing this blog post. I was feeling lazy, so I told myself just to open the doc and type up the headings.

11. Outer order = Inner calm

This is lifted directly from the title of Gretchen Rubin’s next book, but it fits for me. I am more calm if my desk is organized and my house is clean. If I’m feeling scattered, I know that if I organize or clean up some things, it will help calm me.

12. Shopping = avoidance

This isn’t always the case, but if I find myself shopping online, it often means I’m avoiding something. I’m not a clothes shopper, but books, planner supplies, online classes, etc. are my go to shopping drug of choice. So if Amazon packages start showing up every day, it probably means I’m procrastinating on some difficult project or am stuck in my writing. I made this a commandment so that I can catch myself when I’m in that loop.

13. Don’t let yourself get too hungry

When I’m too hungry, I make bad food choices. My self-control goes out the window. I also get hangry and am not pleasant to be around. So this commandment is for my health but also the safety of those around me. ;)

14. You’re usually happy you went

This is one I need to repeat to myself often. If left to my own devices, I’d be a hermit. I like being home. My introverted self is happy not going out and socializing. Also, I get anxious anticipating an event, particularly if it involves travel and being “author me" (which requires a lot of extroverting.) That often makes me not want to go. However, I’ve learned that most of the time, once I go to these things, I have a great time and am happy I went. If I’d let my introverted self have its way, I’d have missed out on some pretty amazing life events and memories. For instance, this past weekend with the book signing at Turn the Page with Nora Roberts, I had to use this commandment. Before the trip, I was stressed out about the weather (southerners don’t know how to drive/deal with snow and single digit temperatures). I was stressed out about travel. I was nervous to meet Nora. However, I kept reminding myself “you’re usually happy you went”. Sure enough, I’m SO thrilled I went, met some great people, and now I have memories that I’ll hold onto for a lifetime.

Me trying to look totally calm with Nora Roberts

My signing buddies authors Lucy Score and Darynda Jones

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So those are my commandments. I’ll continue to tweak, add, and edit them, but I’ve found that putting these to paper has been enormously helpful. I highly recommend giving this exercise a try and making your own list!

Do you have any personal commandments? Do any of mine fit for you? What would be some of your commandments? I’d love to hear some of yours!

My 2019 Planner and Journal Lineup

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First, before we get into the nitty gritty of all the planner goodness this year, I just want to remind everyone that The One You Fight For, book 3 in The Ones Who Got Away series, is out New Year’s Day! You don’t have to have read the first two to understand this one, though that will enrich the experience. I’m so excited to share this book with y’all. This one was a tough one to write because Taryn lost her sister in the school shooting fourteen years ago and Shaw, the hero, is the older brother of one of the shooters. This may be the most emotional romance I’ve ever written, but I promise you there’s a happy ending. ;)

So if you want to grab your copy now to have it on your doorstep this week, here are all the links. And right now the paperback is cheaper than the ebook, so you can get a copy for your shelf on the cheap!

Amazon | B&N | iBooks | Kobo | Indiebound | Books-A-Million | Google Play

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The 2019 Planner and Journal Lineup

Now, on to the planners!

If you’ve followed me for any amount of time, you know that I’m obsessed with planners and journals. In a lot of ways, it’s my hobby, but they have the added bonus of actually being functional and making me more productive as well.

I’ve shown some pictures on Instagram of a few of my planners and journals for the year, but I had a number of people ask to explain what each one is and how I use it. So, ask and you shall receive! Let’s dive in.

My Every Day Hub - The Day Designer

This will be my third year using the Day Designer. Sometimes I stray, but this is the planner I keep coming back to for the day to day To Dos and scheduling. Beyond the pretty cover, this is not a colorful planner, which is a plus for me. I find that when I buy planners with color schemes, I get tired of the schemes pretty quickly. Day Designer’s white pages with gray print are perfect. I can keep them clean or I can decorate the hell out of them.

I also like that it’s one day per page. I find this helps me focus on just that day and not get distracted by the things coming up in the week.

Sometimes I use the time side to track my time. Other times I just use it to mark down if I have an appointment. But I use the To Do side daily. I also mark my daily word count in the “dollars” box. It’s a flexible system that I can change around as needed.

A clean page vs. decorated page:

My Done Planner

I went into the details of what a “done” planner is in this post, but basically, this is where I record what I’ve actually done in a week separated out by area of my life or business. I use a Happy Planner Teacher Planner and label the different areas of my life where teachers would label the different classes that they teach.

When I do something in the day, I mark down what I did in this planner. Is this necessary? Of course not. But I’ve found that it gives me a sense of accomplishment AND it also shows me how evenly (or not) I’ve distributed my time in a week. Have I ignored health stuff? Did I let my interaction with readers slip? It’s a good overview of where my time is actually going.

Goal Setting Planner: Powersheets & The HB90 Method

The Powersheets are not a traditional planner. There is no calendar in it. This is strictly a goal setting planner that guides you through a process to pick up to 10 goals for the year. You have the opportunity to update them quarterly. Then it also gives you a process each month to go through to set monthly, weekly, and daily goals. I have used this planner for two years and have one ready to go for this year. I tend to keep the tending sheet open on my desk so I can always see what goals I set for the month.

This year I also added author Sarra Cannon’s HB90 method of quarterly planning for authors and entrepreneurs. The Powersheets contain both work and personal goals. The HB90 system is strictly focused on three main work/business goals for the quarter. I have used this method for the last 5 months of this year (including the kanban board that she teaches you about in her class) and it’s been ridiculously effective for me. Sarra has a quarterly planner you can buy from Etsy and print out yourself. Her system walks you through everything to get you started. I keep these pages in my Done planner pictured above.

Honestly, I’m going to see how it goes this year, but Sarra’s system may make my Powersheets less necessary. I like that it gives me such a laser focus. However, I’ve already bought the Powersheets and still need a place to have personal/home goals, so we’ll see. I’ll report back later in the year if I’m keeping up with both of them.

Reading Journal

I have done a full post on the layout of my reading journal here. I also have a free downloadable reading journal if you want one you can print out. But I’ve kept my reading journal for three years and I LOVE IT SO HARD. Three years filled up one book, so I’m starting with a fresh Leuchtterm journal this year. The sticker on the front is a Happy Planner sticker.

And if you’re looking for something fun to add to your reading journal, check out my 2019 Read Wide Challenge!

My Movie, TV Series, and Concert Journal

This is a new addition for me. I have kept a list of movies I’ve watched and TV series I’ve completed in my reading journal for the past two years. But the simple list doesn’t tell me much. So this year, I’m dedicating a separate journal to record movie reviews, TV show reviews, and to mark down memories of the concerts I attend (because we attend a lot!) I haven’t worked out all the details of how I want to do this yet. I like the idea of writing down the names of my favorite episodes of a TV series for example. Or maybe writing down quotes. We’ll see how it goes. I’ll report back once I have a fully working system. :) But for now, I’ll be using this pretty dot grid journal that I received as a Christmas gift.

My Daily Memory Journal

This will also be a new addition this year. And y’all keep your fingers crossed for me. I’ve tried this before and haven’t been able to stick with it, so we’ll see. But I would like to keep a Hobonichi style journal, where I jot down memories or thoughts from the day and then either draw or put stickers in it. This isn’t going to be a deep contemplative journal. I already know I don’t do well with keeping up with those. This is more of a memory keeper, a simpler version of a scrapbook.

For this journal, I chose a Stalogy notebook because it’s about half the price of a Hobonichi Cousin and has similar paper. I’m keeping it in this notebook keeper since it has a soft cover.

The I-Bought-Them-On-Sale-and-Haven’t-Decided-Yet Planners

I’m weak in the face of 60% off. I haven’t decided what these beauties are for yet. One might become a planner for the family. The dark blue one may be pulled apart and merged with the Done planner since they are the same size. I got them so cheap that I don’t mind cannibalizing them to merge them into another. These are both from Happy Planner which you can buy online or at craft stores like Michael’s and JoAnn’s.

I would say “that’s it!” but that’s an understatement, I know. : ) I have a lot of planners. It works for me. I hope you found something in the mix that may work for you!

So what are you using for 2019? Anyone journaling?

Stop Letting Your Inbox Distract You: Making Rules Work for You

I talk about productivity often on this blog and that means I often end up talking about avoiding distractions. I’ve blogged before about taming social media and how I use Hey Focus and block distracting sites when I’m writing. However, one major distraction I haven’t covered before is email. Why? Because I hadn’t figured out how NOT to be distracted by it except to close it and only check it at certain times. But that has some issues if you’re waiting for important emails.

So this is what email distraction usually looks like for me.

*Sits at my computer*

“Okay, before I get started on anything, let me check my email to see if there’s anything urgent I need to take care of.”

Maybe gets one or two emails that need quick action.

Then the pretty, shiny emails stare back at me. Ooh, these books are on sale. Ooh, this is a list of the best planners. Ooh, this is an interesting article about writing. Ooh, Audible’s got 100 books on sale, I should click and scan that list. Ooh, someone’s commented on my facebook post.

Two hours later…no real work has gotten done.

Does this sound familiar to anyone else?

It was getting bad for me. And, worse, it often felt like I was being productive because a lot of what I was reading from my email was educational. If anyone is familiar with the Strengthsfinder personality test, my top two strengths are Learner and Input. This basically means that I want to learn all the things about all the things and want constant input to get my brain going. Those superpowers can be used for good, but they also are the same ones that lead me down the email rabbit hole of click click click.

So, a few months ago, I decided that something needed to change. I wasn’t doing well at avoiding. If I saw it in my inbox, I wanted to click. I knew the only way that has worked for me in the past on other distracting things is the “out of sight, out of mind” approach. I didn’t want to unsubscribe from everything. I do learn things and get inspiration from articles and posts and other people’s newsletters. But I need to control how and when I saw it. Enter the magic of email rules.

Email rules are nothing new, and I’d used them on occasion for minor things, but I’d never looked at them as a way to truly take control of my inbox. Before now, I’ve always relied on organizing by folders—but folders that I used after the fact. Like a receipt would come to my inbox, and I would manually file it away in the receipts folder. That’s not helping with the flow of incoming email.

So I decided to really go after the problem with rules. I set up folders for the main categories of things that come into my inbox. This will be different for everyone, but here are mine.

Categorizing

• All the Input - This includes all the non-bookish newsletters, article round ups, the New York Times newsletters, what’s new on Netflix and Hulu, announcements of local concerts and events, the local newspaper’s newsletters, blogs I subscribe to, etc. Basically, all the things I love to read and feed my brain with but that aren’t urgent.

• Bookish Things - This includes Daily deal book emails, bookish blogs, newsletters from BookPage, B&N, Audible, BookBub, Goodreads. I separate these out from the input folder because they include time-sensitive deals. So it’s something that I want to check daily, but that I know I need to check at a break time because it will suck up time to scan lists of what’s on sale.

• Promotions - This is where all the coupon emails go from stores I’ve subscribed to. Good news is I don’t even have to look at these. They are just stored there in case I find myself in a particular store and need a coupon. I don’t have to be distracted by—oh what is this new thing this store wants me to buy?

• Social Media - This is where all the facebook and other social media notifications go. This is also one that used to clutter up my inbox, but now I barely have to look at. And it’s an easy “select all” and “delete” at the end of the week.

• Planners - Because I’m a planner nerd, I separate out the emails from all the planner companies into one folder.

• Book Notes - I used the Pensieve app to send quick notes to myself when I get an idea about my book and am away from my computer. So this one is more a storage system than avoidance distraction.

How does this work?

You set up all your rules in your email system. I’m sure every program is a little different, but this is what it looks like in Apple Mail. This will take a while because you’re tackling your whole inbox. Bring snacks. You’re going to have to go through and see exactly what you’re getting, what address it comes from, and what folder you want to auto-send it to. Then you set up your rules and just start adding all those addresses. If you are using apple mail, if you highlight an email, click Mail—>Preferences—>Rules it will auto-populate the email address when you start a rule or add to an existing one, which makes things quicker.

This is what my rule looks like for the Bookish Things folder:

This can feel like a painstaking process, but once you get through the tedium of it, you’re all set. When your emails comes in, it will automatically sort into these folders. So you never have to see it until you click on that folder. All you will get in your main inbox are the emails that you want to see or need to see. I’ve kept my main inbox to where I get emails from my family, my publisher, my editor, my agent, my kid’s school, and emails from my website. Also, any emails from new sources will land there as well.

How has this new system changed things?

I can’t explain how big of a difference this has made for me. It truly is an out of sight, out of mind solution for me. I see the little numbers of new emails in those folders in the morning, but I KNOW they aren’t urgent, so I don’t have to check those folders “just in case”. I know I can leave them alone, and they will be waiting when I get time to take a break. It also gives me comfort that I’m not missing anything important in my main inbox because I can leave that box open.

And maintenance on this system is easy because when you get a new email from a company or sign up for a new newsletter, you just have to click and add it to an already existing rule. Done. The folders and rules even work on my phone, which is amazing. It’s email magic. : )

So, if you find yourself getting lost in the black hole of email during the day, maybe give this a try. It’s nice to sit down in the morning and not have a giant pile of email to sort through. You can take care of what you need to take care of and then move on.

Anyone else sucked in by the email beast? What do you do to tame it? What would your folders be named?

Other posts on Distraction:

7 Things to Reduce Distractions and Increase Focus

On Productivity and Distraction: Deep Work

Revisiting Deep Work

Device-Free Summer