Expectation setting: this is one for the productivity nerds - the 'GTDers' - but I also hope it is interesting to anyone who is trying to do work and do it well. But I will be using language that may or may not make sense to people who have not read 'Getting Things Done'. And I'm not going to lie, it is longish: 3000 words, which using the longreads.com calculation, will take about about 15 minutes. If you got that, go ahead. If you don't: no hard feelings.
OK, let's set a few baselines here:
- Nobody can focus anymore
- Because of the internet
Agreed?
Now, as someone who wants more than anything to make things that others will like, I find my lack of focus deeply upsetting. Making things -- for me this means writing, usually, and sometimes website making, and more recently audio; but for you it could be whatever, felting, song writing, whatever -- usually requires a phase of thrashing boredom before it gets any good for me. In that period of time, the thrashing bit, I am like a junkie trying to get through withdrawal. I will tell you anything if you let me out of this room. I am all better now. There are demons in here. You are torturing me and must not love me. Please let me out.
I don't mean to compare the making of stuff with the horrors of drug addiction. Or, I didn't mean to then. But now, screw you, I'm intrigued by that metaphor and I'm keeping it. SO: Junkie = the will to not do the work; Guard = the will to sit down and do the work.
OK, BUT SO: I'm not saying anything interesting or novel. All people who make things complain and romanticize this same struggle. Whole entire books by Anne Lamott cover this very subject.
The issue, of course, is that I am both the junkie trying to kick down the door and the person standing outside the door holding it closed. (I told you: I AM KEEPING THE METAPHOR.) This is good old will power. If I want to get through this blog post, for instance, the part of me holding the door shut needs to be stronger than the person trying to get out.
The internet, and my computer more generally, is like kryptonite to the guy holding the door shut. Rather than holding the door shut, I check Facebook, Twitter, my email, Daring Fireball, Pitchfork, rdio, my own blog stats, ET CETERA.
An hour will go by before I realize the door has been opened and I haven't written or edited a thing.
Productivity Will Be Your Savior
To address this I have tried many things. There are many people out there selling anti-kryptonite drugs - productivity tools and methods. I have tried a lot of them - Merlin Mann calls all this stuff "productivity pr0n" - but this post is not about how we get wrapped up in our productivity systems and never actually do any work. For that, I would highly recommend Merlin's post “Distraction,” Simplicity, and Running Toward Shitstorms.
No, no, no (he said in his Ira Glass voice), we will not do that today. Today, I want to outline for you my recent thinking on my own productivity; as well as offer you a few perspectives on how to be productive when:
A. you work mostly on a computer
B. you do what could be called knowledge work or creative work (douchey terms the both of them
C. you like productivity pr0n.
Does this describe you? Well step right up my friend and let's talk about GTD.
Part 1: Why it's hard to Get Things Done on a Computer
If you work on a computer and are interested in productivity and particularly interested in systemizing it, you have heard of and probably follow David Allen's method called Getting Things Done.
If that is true, then you can skip this paragraph. For people who don't know what I am taking about: in a smallish nutshell, Getting Things Done is a task management system geared towards clearing your head of all the stuff you need to do; getting it on paper or whatever, and organizing it in such a way that you can focus on what needs to happen next; and crucially, what can happen next. You group all your to-do items into projects, but also into Contexts. A context is a place where certain tasks can happen. The classic GTD example is that you shouldn't be worried about mowing your lawn when you are at your office. You can only mow the lawn when you are at home, so you have a list of Home things and you look at your Home list only when you are home.
It is this idea of context that I have been thinking about. In Allen's system -- developed mostly in the belly of corporate executive floors -- contexts are very location specific: Office, Home, Online, In-Town.
To be fair: I don't know if Allen himself ever said a context had to be defined this way - it's just what made the most sense; and so a lot of GTD applications are still built with these defaults.
These are still helpful and truthful contexts. I have things that I can only do at home (e.g. mow that good old lawn); and I can only pick up beer when I am in-town. But for the most part -- and by that, I mean like a good 90% at least -- I execute tasks in one context: The Computer.
The Computer is not a Context
Why is that a problem? If contexts are defined by when you can do certain tasks, then having computer as a context should work like any other: you just do those tasks when you are on or around your computer.
Well, the problem is this: the computer is a ridiculously and unhelpfully flexible context. Whereas the boundaries of my home are very clear -- I am either there or I am not -- the laptop computer:
- contains way too many types of work
- contains a lot of it
- does not separate that work in any way from each other the way Home and Office are separated by your commute
This will of course not be surprising to anyone who has spent any time on an internet connected computing device. You may be trying to accomplish your 'office' work, but you will inevitably check your 'personal' facebook, and be interrupted by your 'spouse' on IM, and want to check the price of some of the items you are 'shopping' for, and then, whoops, you have an idea for the 'writing' you want to do.
Everything in quotes in the previous paragraph could be considered a context; and they all take place right next to each other inside the computer. You see? The computer is not one context. The computer is essentially all contexts. It is the place where all contexts collapse into one.
What do you focus on when your 'context' contains everything?
Part 2: Separating Your Computer Like a Lunch Tray
This is the problem with the universal machine: it is universal. We did not evolve with all-in-one tools and except for the very rare case - the Leatherman comes to mind - all-in-one-tools are inferior. I will always choose my real corkscrew over the crappy one on my swiss army knife.
NOTE: the swiss army toothpick was always pretty boss in my opinion.
So, ok this is going to get a little GTD technical, but bear with me. 45 seconds, promise.
I'm going to show you my contexts. As a reminder: contexts are the places your to-do items can happen. For awhile my contexts looked something like this:
- Home
- Work
- Email
- Spouse
- Laptop
Reasonable right? But, as I said, most of tasks ended up in either Work : Laptop or Laptop. And truthfully, Work : Laptop and Laptop were the same machine. If the point with contexts is narrowing down what can be done at any given point in your day, it's not helpful to basically collect all your to-do items in one context. My work stuff was getting mixed up with my personal stuff with my side project stuff. I never knew what to focus on when I looked at my Laptop list.
OK SO: This is a very long way of saying, I need a way to divide my computer into focus-based contexts rather than location based contexts. I am basically in the same location - the computer. So just like the person who needs to separate out their sleeping space from their eating space, I need to put up some walls inside my computer somehow.
So then my contexts looked like this:
- Creative
- Production
- Processing
- Consumption
- Zendesk
- Errands
- etc
I won't go through the whole list, but you see what I'm starting to do? I am building rooms inside my computer based on what kind of work I need to be focusing on. They are abstract locations - all of them are happening in the computer - but I am saying Zendesk : Production is different than Creative : Production. (Zendesk is my employer btw.)
It's a slight reversal of Allen's system. Rather than looking around at the context I am in (office, home, in-town), I am defining a context to help me create meaning out of all the crap on my list.
This is getting deep catalogue, but if you care about the whole "Production", "Processing" thing above, I realized that most of my tasks fit into three basic types of work:
- Production - anything that basically starts with a blank page; anytime where I need to create stuff. Writing is production, but so is research in my case. Research doesn't come to me, I must seek it out.
- Processing - anything where there is something coming at me that I need to deal with and send out. Email is processing.
- Consumption - this is stupid context that I will probably get rid of, but it is time set aside for reading and learning basically.
Oh, and there is no Work context per se. There are only types of work: Zendesk is my employer; but anytime I have a collection of work -- creative in the example above -- it gets its own context.
Part 3: Reinforcing the Walls You Build Inside Your Computer
Ok, at this point, I would not be sad if you bailed. The basic idea has already been stated: if you work on the computer a lot, you need to learn to separate out the kinds of work you do and keep them separate. The rest of this is basically how I pull that off.
But just making those distinctions about what kind of work I had wasn't enough. I built walls on paper, but my computer didn't care. I might be looking at my Zendesk : Production context, but I can still check my Zendesk email (decidedly a Processing task). And do I! Holy crap. Production is hard. Production is blank page stuff and I will avoid it when I can. Processing is easy because it is simply you reacting to stuff flying at your face.
So I took it one step further. I got out the old calendar and scheduled out blocks of time that I would attack my various contexts. It looks like this:

This is getting complicated I realize, but for each task in my to-do list (I use OmniFocus) I estimate how long it's going to take me (see sidebar). Then, when I look at my list, I can see about how long I should spend in Zendesk : Production or Creative: Processing.
I just watched a video where Merlin argues against estimating the duration of your tasks. I get why he argues this (just as he gets why you might use it). I use duration for this important reason: when you have a universal machine like the computer, you have no spatial walls so you must create temporal ones. Instead of saying, "I am at home and thus I can do this and this", you are forced to declare: "I am committing to myself that I will spend the next hour working on this Zendesk writing and that's it!" You must will that room into being for it does not exist otherwise.
To return to our junkie kicking down the door metaphor: Blocks of time are your locked door. You need to make them strong.
And so to check-in:
- Break your computer into meaningful contexts. I use Production and Processing.
- Break your day into blocks focused on each of those contexts.
Part 3: Moving Away from the All-in-One-Tool
OH BUT: even when my I've split my computer into meaningful collections of tasks; and even when the calendar says I should be focusing on, say, writing this blog post, I can still check my email or whatever. Temporal walls built in my calendar program are not enough!
The next step GTD nerds: we need to learn how to disassemble and break out computer out into individual tools that work for one type of work and one type only.
This occurred to me recently: when a carpenter shows up to do their work, they do not bring one tool that does everything. They bring a bunch of tools each of which is specifically designed to do one thing awesomely. Our computers' very strength - their universality (they are a reading device, a writing device, a work machine, a play machine!) - is their hugest weakness: it is tough to write when you are also trying to read.
So NOW THIS: my contexts now look like:
- Creative
- Production
- Processing
- Consumption
- Zendesk
- Production
- Online
- Offline
- Processing
- Errands
- etc
As said above, I block out each of those in my calendar; but when it comes time for Zendesk : Production : Offline, I start up my trusty Freedom app (which kills the internet so thoroughly on your machine that you can not get it back without shutting down your computer entirely) and disable all network capability for an alotted time (as dictated by my calendar). And finally, I can focus a little. My computer is a better writing machine when it is not a reading machine. And definitely when it is not an internet machine.
Breaking The Computer Apart Further
Oh, but I wish it went further. I would love to see an application developed that allowed me to disable and break my computer more granularly. As an example, here is a list of ways I configure my universal machine to be less universal based on the context I am in:
Zendesk : Production Online
- Freedom - inactive
- Email - Closed
- Chat Status - Busy
Zendesk : Production Offline
- Freedom - Active (no internet whatsoever)
Zendesk : Processing
- Freedom - inactive
- Email - Open
- Chat - Available
Laptop : Production
Laptop : Processing
- Freedom - inactive
- Email - open
- Chat - closed
It works to a point. I don't see the little email badge telling me I have new mail when I'm supposed to be writing or making a video; and when I don't need the internet, it's off. It strengthens the guy who is sitting outside the door imploring the guy who's inside trying to escape to just please; please stay in and do some stupid work. It is really the discipline to say, Yes, this is the context I am in now. We can no longer be as reactive as David Allen has it (i.e. what context am I in now? Oh, the office. I'll do that work). It's about creating time for contexts and magically creating your office.
Let me know if this makes sense to you. We shouldn't spend too much time talking about it (as Merlin reminds us); but it's important to realize how distracted we really are by the internet and how need to modify our way of thinking about getting work done on the computer.
To sum
I am using a three step method:
- Define context walls within your computer that group your tasks according to a type of work. For me, I do it this way: Who I am doing the work for? Then, what kind of work is it: Production or Processing? And then lastly, what do I need to get this work done? Do I need the internet?
- Actually block out time on your calendar to address each of those contexts. (There's a whole OmniFocus component I didn’t get into... maybe soon).
- Configure your machine as best you can to provide you the tools you need to accomplish that work and only those tools.
Seems simple I know. It's all addressing the questions: What do I need to do any given piece of work? And beyond that, what keeps me from focusing on that work? These are not new questions. But we need to keep solving them.
OH AND IF YOU WERE WONDERING: I wrote this whole thing with Freedom running. And in WriteRoom.
Caveats
Obviously life will throw lemon curveballs your way. There is no way you will be able to stick to your schedule as described in Part 2. So it's not about sticking to it 100%. It's about the intention of setting the time.
Also, there is no magic here. You can always distract yourself. Instead, it is about making the part of you that is holding the door stronger than the part of you that is trying to get out. So, do whatever you have to do.