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

February 26, 2019 Roni Loren
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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:

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  • 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.)

In Life, Productivity, Writing Tags productivity, deep work, cal newport, digital minimalism, social media fast, social media break, focus, improving focus, digital distraction, distractions, attention deficit, roni loren, device-free, brain focus, digital distractions, digital detox, digital declutter, reclaiming focus, phones and forgetfulness, phones and distraction

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

February 8, 2019 Roni Loren
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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.

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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

In Book Recommendations, Life, Productivity, Screen-Free Summer Tags digital minimalism, cal newport, deep work, digital declutter, social media break, month of no social media, phone addiction, taking a break from social media, roni loren, device-free, focus, productivity, disconnecting

My 2019 Planner and Journal Lineup

December 29, 2018 Roni Loren
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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!

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


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

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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:

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My Done Planner

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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.

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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.

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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.

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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!

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My Movie, TV Series, and Concert Journal

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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.

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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.

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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?

In Life, Movies, Music, Planners, Productivity, Reading Journal, Television, What I'm Loving, Writing Tags 2019 planners, planning, planner girl, reading journal, movie journal, concert journal, tv journal, bujo, bullet journaling, hobonichi, stalogy, notebooks, journaling, goal-setting, powersheets, done planner, kanban board, hb90, sarra cannon, roni loren, authors, day designer 2019, happy planner, quarterly planning

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

October 5, 2018 Roni Loren
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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

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  • 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:

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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

In Productivity, Writing, Life Tags email, email rules, email folders, sorting email, email as a distraction, taming email, productivity, saving time, decreasing distractions at work, focus, deep work, roni loren

The "Done" Planner: Combating the Dark Side of the Traditional To Do List

September 17, 2018 Roni Loren
the done planner-2.png

Earlier this month, I did my annual post about what planners I’m choosing for the upcoming year. In that post, I mentioned that a new thing I’ve added to my system is a 90-Day “Done” planner, meaning a place where instead of marking down my To Do list (which I do in my main planner), I mark what I’ve done separated out by category.

Since I’ve done that post, I’ve had a number of people ask follow up questions about the details of this planner, so I’ve decided to do a post to explain how I’m using it.

The Concept: Overcoming the Dark Side of the Traditional To Do List

I got the inspiration for a 90-Day Goals planner from author Sarra Cannon. She has some great videos on her site explaining how she sets and keeps track of her 90-day goals. So when I was putting together my 90-Day planner, I grabbed a Happy Planner Teacher Planner because that’s what Sarra was using. But then when I put it all together, I realized that I didn’t need those pages to mark To Dos. I already have my Day Designer that houses that kind of list. So what could I use this shiny new layout for?

Well, the beauty of the teacher planner is that it’s divided into columns so that teachers can have separate lists for their different classes. But I realized it was the perfect set up to break down the different areas of my work and home life to visualize where I’m making progress. This made sense to me because the dark side of a traditional to do list is that you can check off a lot of things and wow look at all those check marks! But you may be checking off lots of inconsequential things that don’t really move the needle on your big goals. If I have a day where I’ve checked off ten things, but those things are like “mailed something”, “emailed someone”, “did laundry”, and I didn’t write any words on a book I’m drafting, have I really been very productive? No, I’ve probably been procrastinating the hard stuff.

So the idea behind the Done Planner is that not only can I see what I’m getting accomplished, I can see if I’m doing things that work toward those big 90-day goals. This has been a huge help. And on the flipside, it’s also given me a different view at the end of the week because sometimes you feel like you haven’t gotten anything done. But now I can look at my Done Planner and see ”Oh, hey, I wasn’t so great at social media this week, but that’s because I’ve really worked hard on these other two important goals.” It’s a clear picture of where I’ve spent my time, and that’s very rewarding. It gives me more a sense of peace at the end of the day or week (and gives me mental permission to take a break that evening or weekend.)

So are you interested? Let’s talk about setup and how I’m using it.

Setting Up the Planner

I’ve put everything in a Happy Planner hardcover discbound system. You can find this stuff at Michael’s and some Targets still have teacher planners on clearance. Amazon also still has a few left in stock. (29.99 is the standard price, so beware if you see any marked up.) The teacher planner does not come with this kind of cover. You can buy the hard cover separately, but it’s not necessary to have if you’re happy with the flexible cover the planner comes with.

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Inside the teacher planner looks like this to start:

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So here’s where your customization begins. See those blank spaces at the top of the columns? This is where you’re going to choose the buckets you want to focus on. You can simply write the title on top of each column (especially if you have better handwriting than I do), but I love the way the Avery stickers look colored with my mildliners (highlighters that aren’t so bright.) I use the Avery removable 3/4 inch circles (which are cheap on Amazon right now with their included coupon) and the Avery 5424 small removable rectangles. I usually color these all in one sitting while I’m watching TV or something and they last forever. I’ve had all these for probably a year now.

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The Columns

Once you decide what you’re going to use to label your columns, now it’s time to decide what you want to name your columns. Really give this some thought because you don’t want to be tracking useless things. For my first three, I used my three main 90-day goal areas:

1. Writing - This is where I mark down word count and anything that has to do with moving my story forward. That means some days I may be marking down brainstorming/thinking time because I can’t write without thinking a lot. Thinking is work and counts as being productive as long as I’m actively focusing on the book. (Can you tell I had to do a mindshift to accept that a while back? lol)

2. Readers - This is where I mark down social media posts, blog posts, and newsletters. Anything that involves me interacting with readers goes here. So if I was going do a booksigning, it would fall under this category.

3. Business - This is the place where I mark down anything I’m doing that doesn’t fit under the two previous columns that is work-related and helping my business. If I’m taking a course. If I’m reading a book about marketing. If I researched something business-related.

The next four columns don’t directly deal with my 90-Day goals but are general life things and mental/physical wellness things that are very important to me.

4. Yoga - This is where I mark down which video I watched and how long the routine was. I’m doing the videos from Yoga with Adriene. Love them.

5. Input - This term comes from the Gallup Strengthsfinders system, which is a personality framework. But if you’re not familiar with that, this is basically my “refill the well” column. As a writer (and a writer with my particular personality), I need vast amounts of input to refill the creative well. This means reading, TV shows, movies, podcasts, audiobooks. When I let this slide, this is when I get writer’s block. So I’ve made it a priority to make sure I’m refilling the well. I mark down what I’m reading that day, if I watched or listened to something, etc. This is a good example of stuff that wouldn’t be reflected in my traditional To Do list. I wouldn’t write down “watch tv show”. But this done planner let’s me see if I’ve neglected this during the week and worked too much.

6. Budget - Simply where I record anything I spent that day outside of ordinary expenses. (If it’s a lot, it’s often a sign I’ve been surfing the internet too much and avoiding working lol.) I may change this one in the future, but for now, I’m testing this one out.

7. Home - The catch-all category for anything I did for home: laundry, groceries, meal planning, stuff for kidlet. I also usually mark what I’m cooking for dinner there.

So those are my seven categories, but the beauty of this system is that you can choose whatever categories that work for you and your life. What are you working on that you want to pay attention to and track?

Tracking

Remember, this is not a planner to write down what you hope to do that week. It’s what you’ve done. So it’s probably going to be something you need to keep open on your desk or easily accessible because if you wait to record what you did later, you’re going to forget. Plus, it feels good when you’ve done something to go mark it down. And hey, if stickers are involved, even better in my opinion. ;-) I’m currently using tiny icon stickers from FayeCreates on Etsy, but you can use whatever works for you. It may just be a bullet point you make with your pen or a colorful little dot sticker. But this is what mine looks like after a week.

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And here’s a close up of the icon stickers if you want to see the variety.

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Because this is a 90-day plan, I’m only keeping three months at a time in the binder. I’ve found this helpful because it makes the planner less bulky and also keeps me focused on the plan. Like hey, there’s only one month left to go, where am I on these goals?

I’ve been using this system since August, and I can say that I’m loving it. I’ve felt much calmer at the end of the day because I can clearly see what I’ve accomplished. Or I can clearly see which areas have fallen through the cracks. And hey, sometimes that’s okay. Like the week pictured above, I sucked at doing yoga that week but I got A LOT done in many other areas, including starting a book, so I was okay with yoga taking a backseat.

And really, if you’re not a planner fanatic like I am and don’t want to maintain more than one planner, this could easily be modified to be both. You could hold-punch (or disc-punch) a sheet of paper with your To Dos for the week and insert it into this system. There are lots of options because this system is so flexible.

So that’s how I’m using it. I hope you found this helpful! Please let me know if you decide to give it a try!


Resource LIst

Here’s the round-up of supplies and resources if you don’t want to pick through the post to find them:

  • Happy Planner Teacher Planner

  • Big Happy Planner Hardcover

  • Mildliner Highlighters

  • Avery round stickers

  • Avery rectangle stickers

  • Colorful tiny dot stickers

  • Icon stickers from FayeCreates

  • Sarra Cannon’s 90-Day planning videos


See you next time!

In Life, Planners, Productivity, Writing Tags to do lists, planner, done list, planners, accomplishing goals, tracking goals, tracking habits, writers, readers, business planner, 90 day plan, happy planner teacher edition, roni loren, sarra cannon, goal-setting, planner stickers, midliners
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