Whilst their desks are piled high with papers and stuff, they insist that this doesn’t affect their productivity. I beg to differ.
Let me explain it this way . . .
Imagine that you need to have major surgery. You go to your local hospital, get wheeled into the operating theatre, only to find bandages covered in blood, dirty sheets and used syringes lying around all over the place.
The surgeon says to you:
“The room may look messy but trust me, everything is fine. Just relax!”
Would you be able to relax in such a messy surgery?
Would you feel confident in the surgeon’s ability to operate on you?
Probably not.
Let’s face it, there are clear benefits to being organised. Less clutter in your environment means less distractions, less stress and greater self control (all of which lead to greater productivity).
When you’re surrounded by clutter, your thinking is cluttered. You often don’t know where to start with your work. Your attention span is shorter. Things generally take longer to do.
In contrast, when things are relatively clean and organised, you may find that you get more done in less time. It’s easier for you to stay focused on the task at hand. You feel more in control of your work and life.
In light of these benefits, I created the mind map “Get organised: Creating a workspace that works” with the help of organisation expert Dawn O’Connor from Work in Order.
Below I elaborate briefly on each of the major ideas covered in the mind map.
Having papers scattered around your home and office in various locations is a recipe for stress and procrastination. A good filing system is critical in the age of information overload.
So, what constitutes a good filing system?
David Allen (author of the best seller “How to Get Things Done”) states:
“You need to feel comfortable storing even a single piece of paper that you might want to refer to later, and your system must be informal and accessible enough that it’s a snap to file it away in your alphabetized general reference system, right at hand where you work”.
Here is a straight forward filing system that you can easily implement (based on David Allen’s work). There are three essential parts to this system:
1) Bins;
2) General reference files and project files; and
3) A someday maybe file.
Now let’s take a deeper dive into each part:
1) The recycling bin and rubbish bin: If you don’t need it (i.e., it provides no reference value), toss it out. If you can recycle it, that’s even better!
2) Specific project files: These are files that contain information on current projects that you’re working on. For example, I have a project file for my next book and another file for my tax.
General reference file: A general reference filing system contains anything you find interesting and want to keep and that doesn’t go into your specific project folders. I have a general reference file for information on various study skills/learning techniques and several files of interesting articles that relate to my PhD project.
3) Someday maybe file: A someday maybe file is for projects that you may want to do some day, but not right now. For instance, you could have a list of books you might want to read, projects you may want to start working on in the near future, and courses you might want to take at some point.
Sufficient storage space allows you to reduce visual clutter in your environment so you can stay focused on the task at hand.
Shelves that store your reference materials should be ideally within arms reach from your desk. Organisation consultant Julie Morgenstern states:
“The most common mistake I see in most offices is locating the file cabinet too far away from the desk. That’s why papers pile up on the desktop. If it’s inconvenient to file, you won’t”.
Your desk
This is where you’re going to be doing most (if not all) of your work, so it’s important to set it up right. David Allen says:
“If your space is properly set up and streamlined, it can reduce your unconscious resistance to dealing with your stuff and even make it attractive for you to sit down and crank through your input and your work”.
You need to be strict about removing clutter from your desk. Some organisation experts argue the only things you really need on your desk are an in-tray and computer. A pad of paper and pen are okay too. Everything else should be stored away for when you need it. I can’t say that I strictly follow this advice, but I have noticed keeping clutter at bay does help me to focus better.
Visuals to inform and inspire
You want to be psychologically drawn to your workspace (not repelled by it), so this is where one or two inspiring visuals such some art work or a meaningful image can help to inject life and beauty into your space. Other things you may want to include are:
A white board: For brainstorming ideas and doing a “brain dump” before you launch into the day.
Pin up boards and yearly wall planners: These help to remind you about important upcoming events and deadlines. They also can create a sense of urgency and give you a big picture overview of what is going on for the week, month, and year.
Minimise distractions
Distractions and stress are your worst enemies when you work and study. Headphones can be used to block out unwanted noise and help you stay focused.
Similarly, making sure the room is not too hot or cold and is well lit will help you to work more effectively and get into a state of flow.
Any clutter on your desk is also likely to distract you, so get rid of it (e.g., pop it in a box to deal with later).
Assign a home for everything
Do you waste time looking for things? This used to be the story of my life (“Where did I put my keys?” and “Where’s my phone?”).
It doesn’t have to be this way. There is a better way. Label boxes and files so there are no mysteries as to what their contents are. To keep things looking nice and neat, I recommend investing in a labeling machine.
Many of us are overwhelmed and weighed down by stuff. One way to regain a sense of control is to work in 10 minute decluttering power boosts. Grab a timer, set it for 10 minutes and start de-cluttering an area of your study space (tossing and filing away your things). Ten minutes may not seem like much, but over time, it adds up.
You can use your 10 minutes to review your files and folders and toss out papers that you no longer need. Not only does this mean that your system stays current, but it creates space for new ideas and projects.
It’s also a good idea every three months or so to set aside one to two days to devote to a bigger decluttering session. Put on some music and grab yourself three cardboard boxes (one for things you will donate/give away, one for papers to recycle, and one for rubbish) and let the decluttering process begin!
After reading all of this, you may be thinking . . .
“This is all great but where do I start?”
My advice is this: just get started. Anywhere. Doesn’t matter where. You may first choose to tackle your stationary draw, your pin up board or a file you haven’t touched in several years.
If you’re really stuck, Dawn O’Connor from Work in Order advises people to start with their desks. She says:
“Toss what you don’t need. Be diligent. If you are not ready to let it go, note the date on it and make a task to check it again in 3 weeks (or a suitable date). If you have not looked at it again or not needed it, let it go”.
By taking on the advice and techniques presented here, I hope that you will find greater clarity, focus, and peace of mind.
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But just to be clear – this car wasn’t in bad shape when I first got it. I turned this car into a jalopy through neglect and ignoring basic warning signs.
Whenever I gave my friends a lift in this car, I remember that they always looked visibly uncomfortable. They’d say with a nervous laugh:
“Jane, what’s that strange rattling sound?”
“Why is there a red warning light on your dashboard?”
I wasn’t fussed about the red light or the strange rattling sound.
Somehow, I’d missed the adulting lesson on basic car maintenance.
For many years, I never bothered to get my car serviced. I drove it to the point where it rattled and shook violently, the engine would cut out while driving, and the brakes squealed at a painfully high pitch.
It got to the point where I could no longer ignore these problems, but by then, it was too late. My car was beyond repair and could only be salvaged for scrap metal.
I’m embarrassed to share this, as that’s no way to treat a car that gets you from A to B and uses the Earth’s finite resources. But stay with me because there’s an important point I want to make, and it’s this. . .
When I was younger, I engaged in several unhealthy lifestyle practices. Whilst I never smoked, took drugs, or consumed alcohol, I ate huge amounts of processed junk food (I didn’t know how to cook).
I also frequently sacrificed sleep to pull all-nighters to complete my assignments (I struggled with procrastination).
My body seemed resilient. It appeared capable of handling the shocks. But over time, I started feeling tired and rundown. Still, I kept pushing myself like my old car. The only time I could rest was when I got sick.
These days, everything’s quite different.
I am physically unable to thrash my body around like an old jalopy.
Something as simple as consuming too much salt or sugar can send my brain spiralling out of control.
I was reminded of this a couple of weeks ago when I visited a friend in hospital. Because I was spending a lot of time at the hospital, my usual routines of grocery shopping and cooking from scratch were disrupted.
But then to make matters worse, I was given $80 worth of vouchers to spend at the hospital cafeteria. I thought, “How bad can hospital cafeteria food be?”.
It turns out really bad.
Cheese kranskys (sausages), heaps of salty hot chips, deep-fried chicken, and soft drinks were the main options at this hospital cafeteria.
Unhealthy food seemed completely normalised in this hospital environment. My jaw dropped when I saw a patient order not just one but five cheese kransky sausages!
In this hospital setting, I also started to eat poorly. It was on my third day of eating hot chips from the hospital cafeteria when I noticed that these chips weren’t doing me any favours. I was feeling off my game.
So I decided enough was enough. I gave the remaining hospital food vouchers to a homeless man who was hanging around the cafeteria, desperate for a feed. It was back to home cooked meals for me!
This greasy processed hospital food had a ripple effect on the rest of my life. I slept badly, which impacted my ability to run the next morning (my joints hurt). I felt resistance to using my treadmill desk because everything felt much harder than usual. Since I was moving less, I was more distracted.
I know all this might sound a bit dramatic, especially to those of us who enjoy a few hot chips (e.g., my husband). Given my friend was in a hospital bed and couldn’t walk, I am fully aware of how lucky I am to be able to run in the first place (even with sore joints).
The point I’m trying to make is this . . .
I also know that small decisions, like eating too many hot chips or staying up late, can add up and take their toll on your mind and body. These tiny decisions can have a big impact on the way you feel.
When I was younger, I could eat whatever I wanted and still feel pretty good. Sometimes I’d feel a bit off, but not in a noticeable way.
As Dr Randy J Paterson states in his book How to Be Miserable in Your Twenties:
“In your twenties, some people can do practically anything to their bodies, experience no immediate physical consequences, and feel emotionally more or less well. Random sleep cycle, sedentary lifestyle, lousy diet, 90 percent of the day staring at screen, binge-drinking, isolation, the works. The body doesn’t completely fall apart, and the mind, while not thrilled, hangs on.
Later on, the effect is more immediate. Live exactly the same way at thirty-five, at forty-five, and things don’t go so well. Take a middle-aged car and drive it aggressively down jolting roads, loaded to the max, old oil clogging the engine, and it’s not going to last long. The baseline mood at forty-with no maintenance, no exercise, no dietary adjustment, no stability, and no social life- is misery. ”
Like a car, the human body requires regular basic maintenance. I see this basic maintenance as a collection of small behaviours that leave me feeling calm, grounded, and focused.
Here are a few things I need to do to keep myself running smoothly:
Every now and then, I’ll abandon these behaviours. I’ll have a day where I eat and do whatever I like. I’ll order takeaway, sit on the couch and binge-watch a series until late at night. I usually pay for it the next day, but it also gives me a better appreciation of these healthy practices and what they do for my body and mind.
It’s all about tuning in and noticing how certain things make you feel. For example, when I was in my mid-20s, I noticed every time I ate deep-fried chicken, I experienced sharp stomach pains.
That was like the red warning light on my car dashboard going off in my body. But instead of ignoring it, I paid close attention. Eventually, I decided it wasn’t worth the pain. So I stopped buying greasy deep-fried chicken and eventually went plant-based, which immediately improved my mental and physical health.
There’s no doubt that modern life can be hectic and stressful. When you’re rushing from one thing to another, it’s easy to overlook the basics and ignore the warning signs.
I’m not proud of how I treated my first car, but I learnt from the experience. Now I make sure I get my car serviced regularly. This saves me time, money, and stress in the long run.
Similarly, we need to pay attention to the way in which we look after ourselves. By dedicating time, energy, and attention to the small things that make us feel better, our experience of the present moment becomes richer. As longevity researcher Dan Buettner says, “You can add years to your life and life to your years”.
“Suzuki Swift 1.3 GTi 1990” by RL GNZLZ is licensed under CC BY-SA 2.0. (used in image 1)
“Scrap yard 22l3” by Snowmanradio at English Wikipedia (Original text: snowmanradio) is licensed under CC BY-SA 3.0. (used in image 2)
“KFC Wicked Wings” by avlxyz is licensed under CC BY-SA 2.0. (used in image 5)
I was the kid who was always late for school. I’d forget things. I’d lose my stuff. I’d regularly have to check the grimy lost property bin.
When I was younger, I admired people who were organised. Seeing someone with colour-coded files, a neatly arranged bag, and a tidy bedroom was inspiring.
I figured I was just wired differently. Being messy was just how I was—a simple fact of life. My boyfriend (now my husband) even affectionately nicknamed me Mess Pot.
It never dawned on me that perhaps these ‘organised’ people I was so in awe of had been exposed to other organised people and practices from a young age.
It wasn’t until I was in my early twenties that the penny finally dropped.
Here’s what I realised . . .
No one pops out of the womb knowing how to be organised.
If you know how to learn, you can learn how to become organised. It’s not rocket science.
So, that’s exactly what I did.
Over the past 15 years, I’ve taught myself to be organised.
I’ve read many books on the topic, from Marie Kondo’s bestseller The Life Changing Magic of Tidying Up to David Allen’s Getting Things Done.
I’ve experimented with numerous organisational methods, systems and strategies that the authors promised would transform my life from chaos to freedom, control, and ease.
In this article, I share what I’ve learnt from all these books, organisational gurus, and personal experiments I’ve conducted to become organised. I hope this inspires you to develop your own systems and strategies that work for you.
You can follow other people’s systems and methods, but I’ve discovered that it’s best to develop your own organisational system. The organisational system you adopt must align with your values and goals. If it doesn’t, abandon it or tweak it until it feels right for you.
For instance, I love books, and I own many. This is why I yelped out in pain when I read Marie Kondo’s advice on how to deal with books.
In her book The Life Changing Magic of Tidying Up, Kondo advises readers to rip out relevant pages from reference books and discard the rest of the book. There was simply no way I would do that to my precious books!
Central to her KonMari method is holding an object in both hands and feeling the emotion that arises.
If the object sparks joy? You keep it.
If there is no joy? You get rid of it.
I can see how this strategy has enormous appeal. It simplifies the decluttering process. You don’t have to think too hard. But there are dangers in the spark joy approach.
You can end up on a consumer treadmill of discarding items that no longer spark joy and constantly acquiring new ones that do. However, you can bet that the joy will soon dissipate from those new items as you habituate to them.
In addition, this ‘Spark Joy’ strategy also overlooks the functional role of many items in our lives.
My toilet plunger doesn’t exactly spark joy, but it’s incredibly useful when I need it!
The point is you need to trust yourself. Don’t give all your power away to a stylish organisational guru with a cult following and a Netflix series!
Trial and error is the key to getting your organisational groove on. And patience.
Your life won’t be transformed in a day or a week. You have to trust that the solutions will come, but it will take time.
This may sound a bit woo-woo and new age. So, let me frame it another way . . .
On your journey to become organised, pretend to be a scientist. Run some personal experiments.
In the book Tiny Experiments, Anne-Laure Le Cunff encourages us to come up with a research question and then turn it into a hypothesis. She states:
“Don’t overthink it. Formulating a hypothesis is an intuitive process based on your past experiences and present inclinations. It should simply be an idea you want to put to the test- an inkling of an answer to your research question.
If you observed that you dread giving presentations, maybe improv classes could help build your confidence. If you feel anxious in the morning, maybe meditation could help regulate your emotions. If you enjoy graphic design, maybe freelancing could help strengthen your portfolio.”
Don’t be put off by this scientific language (e.g., ‘Hypothesis’ and ‘research question’). Running a tiny experiment and formulating a hypothesis is easy.
Here’s an example from my own life . . .
I’ve noticed that when clutter piles up on my desk, I am more easily distracted and feel overwhelmed. So, I came up with the following research question:
“How can I decrease feelings of overwhelm and increase my ability to focus when I’m at my desk?”
My hypothesis to this question was:
“Decluttering my desk by removing all non-essential items will decrease feelings of overwhelm and increase my ability to focus on the task at hand.”
Then, I put this idea to the test and observed what happened.
Some experiments you run will work. Others will flop, but that’s okay. The point is you won’t know unless you run some tiny experiments.
As Anne-Laure Le Cunff states:
“Once you have a hypothesis, you can design an experiment and turn your life into a giant laboratory for self-discovery.”
Through running tiny experiments, I’ve come to realise that being organised isn’t about having a beautifully colour-coordinated filing system or a nicely decorated home.
It’s also not about following 10 simple steps and waking up one day to find that you’ve magically become an organised person.
In our materialistic culture, we are sold a particular idea and image of what it means to be organised. But I’m not buying it. And you shouldn’t either. Why? Because it’s a lie designed to make us feel bad about ourselves, so we buy more stuff!
In stark contrast to the slick images you see online and in glossy magazines, life is messy. It’s a constant struggle.
Purchasing pretty storage containers and having a tidy, organised home won’t make your life less messy and uncertain.
But I can say this: being organised will make it easier to navigate the mess and chaos of life. It will help you focus your time, energy, and attention on what matters most to you.
So, I’m suggesting that you block the influencers and ads from your feed and burn the home lifestyle magazines. You’re going to create your own personal philosophy for organised living.
Being organised is about helping my day go a little more smoothly.
It’s about removing friction and resistance between me and the tasks I need to do. When I’m organised I can easily find what I need, which allows me to dive into my projects: filming that video, cooking that new recipe for dinner, and mind mapping that book I’ve just read.
Being organised is a way to enjoy the present moment more. Instead of feeling overwhelmed by mess and clutter, I feel calm and grounded. It’s easier to focus on the task at hand.
Is it worth taking the time to become more organised and experiment with your own systems and strategies?
Yes. 100%.
Being organised has decreased my stress levels and boosted my confidence. It has also saved me a significant amount of time and energy.
I’ve found that developing a few guiding principles helps ground you in your quest to become organised.
Below, I share my guiding principles and how I’ve integrated each one into my life.
I’m not here to tell you to copy what I do (it’s best to develop your own philosophy, guiding principles, systems, and strategies). However, if you’re unsure where to start, feel free to experiment with the systems and strategies listed below.
Give every item a home. Everything should have a special place in your space.
Professional chefs do this. Before they start cooking a dish, they prepare the ingredients and take out the kitchen utensils they need. There’s a term for this practice. It’s called the mise en place.
Mise en place is a French term that literally translates to ‘putting in place’, but it means a place for everything and everything in its place.
When it comes time for a chef to start cooking a dish, they know where the ingredients and kitchen utensils are. This allows the chef to work efficiently and focus on the task at hand: cooking the dish.
In the book Work Clean, Dan Charnas explains how this concept can be applied outside the kitchen to our everyday lives.
Charnas encourages us to arrange our spaces to remove resistance. He states:
“The less friction we have in our work, the easier it is to do, the more we can do, and the quicker we can do it; and thus the more physical and mental energies we can preserve for other things.”
Mise en place changed my life for the better. I used to spend a lot of physical and mental energy trying to find my keys, wallet, etc., but not anymore.
I now have a designated spot for my keys, hat, wallet, and bag. After using these items, I return them to their special place.
With the mise en place, I no longer waste time searching for items. I can quickly and easily find what I need. You can read more about how I apply mise en place to my life here.
If something is important, I can’t have it stuffed away in a cupboard, drawer, or file. If it’s hidden away, it doesn’t exist.
This is why you’ll see vertical wall hangers in most rooms of my house. These hangers contain key items I frequently use in the space.
By having one item per pouch, I can easily find what I need when I need it.
I get easily overwhelmed by piles of stuff, so I have to be vigilant and stay on top of the mess.
I have a simple trick for keeping my space relatively tidy. I tell myself:
“All I need to do is put away three things. That’s it!”
The sink is overflowing with dishes? I tell myself, “Just do three dishes!”
Laundry is scattered all over the bed? “Just put away three pieces of clothing!”
The kitchen bench is covered in random stuff? “Put away three spices!”
Putting away three items feels easy. And when something feels easy, I’m more likely to get started.
When everything has its special place (see Principle #1: Embrace mise en place), it’s easy to implement this principle.
There’s nothing more frustrating than having a brilliant idea and having no way to capture it. You need to be able to catch thoughts as they occur.
This is why I have whiteboards, markers, pads of paper, and pens placed in key locations.
These random ideas that I capture get thrown into my in-tray to process later on.
Distractions keep you from doing what you need to do. Like a pile of clutter on your desk or boxes obstructing your entryway, distractions are a barrier to your goals and intentions.
If you want to be more organised, you need to deal with anything that could distract you before sitting down to do your work.
Like most people, the biggest distraction I face is my phone.
If I’m constantly checking my phone, I feel scattered, frenzied, and overwhelmed. Everything speeds up. I start to feel like I’m spinning out of control.
I know I have to avoid this mental state at all costs if I want to have any chance of having a productive, enjoyable day.
This is why I have a morning ritual of placing my phone in pocket 1 of my vertical wall hanger in my dining room (well away from my workspace) before I start my workday. Out of sight is out of mind.
I used to feel intimidated by the idea of planning, so I rarely planned my week or day.
But over the past few years, I’ve become a planning machine. Why? Because plans are powerful. Even rubbish plans work wonders!
As Ned Brockman says, plans “help make you less anxious about the howling chaos of modern life.”
Here’s how I create my ‘rubbish’ plans for the week and day:
At the end of every week (on a Sunday), I create a plan for the week ahead.
I do this by reflecting on the week I’ve just had (What did I do this week? Can I claim any wins? Are there any unfinished tasks or people I need to get back to?) and looking at the week ahead (What do I need to do this week?).
I write out all the major to-dos for the next seven days on a list.
This list usually overwhelms me (there’s always a lot to do!). To combat this feeling of overwhelm, I transfer a few tasks from the list to an index card. This is my daily card (the to-do list for the day).
As I complete each task, I mark it off my daily card. As I see more items being marked off, it builds positive momentum and a sense of progress and satisfaction.
I use a paper-based planner and a massive year-in-a-glance calendar to help me keep track of my commitments.
When I can see how many days I have before an important presentation or my next holiday, I feel calmer and more in control.
Using planners also frees up precious mental space for learning as you’re not trying to hold so much information in your working memory.
I’m far from being a minimalist. I love my stuff. But having too much can be overwhelming. More stuff means more things to manage, making it harder to stay organised.
As someone who loves to op-shop, I frequently have to remind myself of the following quote by William Morriss:
“Have nothing in your house which you do not know to be useful or believe to be beautiful.”
Every few months, I’ll collect some items to donate to my local op-shop. Reducing my possessions makes cleaning and organising a lot easier and quicker.
It’s important to remember why you are striving to be organised in the first place. It’s not to impress other people. You are doing this for you.
Being organised helps you pursue your goals and live in accordance with your values. You have to keep your goals front and centre of your mind; otherwise, the goal of being organised can dominate your life. Organising can become a form of procrastination.
This is why I keep coming back to my values and goals (which I have captured on a mind map). This reminds me that being organised helps me to live a good life. But it’s not the point of my life. There are more important things I want to do with my time, energy and attention.
That said, it’s hard to focus on and work towards my goals if I’m completely disorganised. I lose sight of them! You need to find a healthy balance.
If you want to be more organised, I encourage you to experiment with developing systems and strategies that work for you. Come up with an organisational philosophy and set of guiding principles that align with your values.
Why not treat your life as a laboratory and run some tiny experiments to become organised?
Through trial and error, you’ll discover what works and what doesn’t.
Remember, this isn’t about having a perfectly decorated home or trying to impress others. The point of being organised is to allow you to do the things you want to do without as much friction. It’s about living a good life.
In our modern world, overwhelm and distraction threaten to constantly derail us.
As artist Austin Kleon states in his book Keep Going:
“Your attention is one of the most valuable things you possess, which is why everyone wants to steal it from you. First you must protect it, and then you must point it in the right direction.”
In this article, I share a powerful practice that can help you protect your attention and point it in the right direction: working like a sprinter.
As a teenager, I remember watching Australian Aboriginal athlete Cathy Freeman run in the 400-metre race at the Sydney 2000 Olympics.
In that incredible race, Cathy did one thing and one thing only: she ran as fast as she could in a focused, intense burst.
She was 27 years old and had been training for this event for 17 years. Having won silver at the previous Olympics, the pressure was on. The entire nation was watching Cathy.
To this day, I still get goosebumps when I watch the footage of this race (you can watch it here).
Cathy was in the zone. She was completely focused on the task at hand. She knew what she needed to do: run.
Shortly after crossing the finish line, Cathy sat down to catch her breath and process what she had just accomplished (she had won gold). The crowd went wild and was completely absorbed in the moment, too.
Back in the year 2000, during the Sydney Olympics, smartphones and social media didn’t exist. Not everyone had access to the internet (my family did, but it was slow, expensive, and could only be used at home on a computer). In this environment, it was much easier to focus.
It’s fair to say that the early 2000s were simpler times.
Some scholars (e.g., Dr Jonathan Haidt, and Dr Anna Lembke) argue that smartphones and social media have caused several harms to society, including a reduced capacity to pay attention and an inability to tolerate discomfort.
Despite the noise and chaos of the modern world, it’s possible to train yourself to focus better.
How do we cultivate better focus?
One way is to tackle our work like sprinters.
The practice of working like a sprinter is refreshingly simple: You work in a short, focused burst (25-45 minutes), then take a break to rest and recover (5-15 minutes). After that, you repeat the process a few times before taking a much longer break (30 minutes).
I usually work this way for about 3 – 4 hours a day.
But I’m not fixed and rigid about this practice. This technique is adaptable. The key is to listen to your body and tune into what it needs. Make this practice work for you.
If you develop the habit of working in this focused way, you’ll be amazed by how much you can get done. More importantly, instead of feeling mentally fried at the end of the day, you’ll feel energised. You’ll also experience a delightful sense of calm and peace.
In short, this is a practice well worth cultivating.
In a nutshell, working like a sprinter involves three distinct phases:
It’s simple, but it’s a practice that takes practise.
Below, I delve into each phase in more detail and share some things that help me work in focused sprints.
I do my best work sprints in the morning between 9am and 12noon. But these focused sprints don’t just magically happen. It’s not like I roll out of bed and dive straight into a work sprint. First, I need to warm up.
The warm-up phase allows me to get in the right headspace and set up my environment to be focus-friendly. It has a dramatic impact on my brain’s performance, affecting my ability to focus, creativity, productivity, and mood.
Just to be clear, the stars don’t have to align, and the conditions don’t need to be perfect to kick off a work sprint. I’ve simply noticed that I can work better after engaging in a few behaviours and morning practices.
Here’s what I’ve found makes a difference . . .
What distracts you when you’re trying to work? What things frequently derail you?
Take note of the things that hijack your attention and throw you off track.
In one of my favourite books on getting organised, Organizing Solutions for People with ADHD, Susan Pinsky writes:
“The more you explore the distractions that keep you from working, as well as the tools that help you to focus, the more organized and productive you will become.”
Once you know what distracts you, you can figure out ways to deal with those distractions, which brings me to the next point . . .
For each distraction, think of ways to make it harder to engage with it. What barriers or strategies could you put in place? Are there any tools that could help you focus better?
For example:
Dealing with distractions from the outset (before you sit down to do your work sprints) makes it easier to stay focused and on track.
Many of us have become used to constant stimulation; without it, we feel anxious. This is why we reach for our phones and scroll through our feeds as soon as we experience a slight pang of boredom.
If you can relate to this, you will benefit from engaging in a daily meditation practice.
If you’re new to meditation, I recommend starting with the following tiny habit of doing a micro-meditation:
After I put on my shoes, I will pause and breathe in and out three times.
Not sure how to meditate? Close your eyes and focus on your breath, going in and out. If a random thought enters your mind (and it will), notice it and let it go. Then, return your focus to your breath.
Alternatively, you could listen to a guided meditation using an app such Insight Timer.
Clinical psychiatrist Dr John Ratey describes exercise as “like a little bit of Ritalin and a little bit of Prozac”. It’s powerful stuff.
Research shows that physical movement can help us focus better and learn faster. In terms of counteracting stress and boosting our mood, movement is like getting a biochemical massage.
This is one reason getting on my treadmill and doing interval training has become a non-negotiable part of my day. In the words of Tara Schuster:
“[Working out] is my preventative measure against the anxiety that lurks in my mind. I must throw myself out of bed in the morning and make it to the gym because I will always, always feel better for it.”
By warming up my body through physical movement, I’m able to warm up my brain by bathing it in feel good chemicals.
Deliberately exposing myself to the discomfort of running also helps me sit with the unpleasant feelings that arise when faced with difficult work. As Alex Soojung-Kim Pang states in his book Rest: Why You Get More Done When You Work Less:
“Exposing yourself to predictable, incremental physical stressors in the gym or the playing field increases your capacity to be calm and clear headed in stressful real world situations.”
On the days when I skip my morning run or a weightlifting session, my wellbeing and productivity take a hit. I don’t feel as mentally sharp or confident about tackling my work. I’ve also noticed that I’m more likely to get distracted and give in to instant gratification during a work sprint.
Can you do anything in the evening to prepare for your morning work sprints? Completing a few quick tasks before bed can help you conserve energy the next day.
Here are a few simple things I like to do in the evening to get ready for the day ahead:
Doing these simple things allows me to carry out my morning routine with ease. Then, I can hit the ground running with a clear, focused mind for my first work sprint.
If I check my phone for messages and engage in frivolous texting first thing, I crave distraction and the dopamine hits that come with it for the rest of the day.
For these reasons, I have implemented the following tech rules:
This may sound extreme, but these restrictions are incredibly liberating. As the author of the book Stand Out of Our Light, James Williams states:
“Reason, relationships, racetracks, rules of games, sunglasses, walls of buildings, lines on a page: our lives are full of useful constraints to which we freely submit so that we can achieve otherwise unachievable ends.”
By blocking myself from digital distractions and all the noise that comes with it, I can focus on chipping away at the projects that are most important to me.
Just like a chef prepares all the ingredients before cooking a dish (i.e. they create the mise en place), set yourself up with everything you need to do your work. The last thing you want is to get a few minutes into a work sprint and realise you need to go find a pen that works.
If you have everything you need within arm’s reach, it’s easier to stay focused on the task and get into a flow state.
Once the warm-up phase is complete, we move into the sprint phase. Now, it’s time to do the work.
If you’ve done the work in the warm-up phase, the sprint phase is a lot easier. All you need to do is:
There’s no need to feel rushed as you work. You’re not competing with anyone else. This is not a race. It’s totally fine to take things slow.
Don’t expect the sprint phase to be pleasant. Even after a fabulous warm-up, you will most likely feel some discomfort and resistance about doing the work. This is normal.
You’ll feel the urge to run from this discomfort. But instead of running from it, befriend it. Remind yourself that the point of these work sprints is to move the needle on the things that really matter to you.
When the timer goes off, take a moment to acknowledge yourself for showing up to do the work. Remember, this practice takes practise, and you just got some reps in.
Now it’s time to rest. You’ll probably have some momentum by now, so you’ll feel like pushing on but stop what you’re doing and step away from your work. As Ali Abdaal mentions in his book Feel-Good Productivity:
“Rest breaks are not special treats. They are necessities.”
I’m not going to lie: this phase has been the hardest for me to master. As someone with workaholic tendencies, I’ve had to work hard at getting rest.
Why is the rest phase so important?
Because the longer you focus, the harder it is to maintain your focus. The act of focusing depletes your brainpower.
The best way to recharge a depleted brain is to rest.
Like focus, rest is a skill. It takes practise. You have to be able to resist the lure of busyness and our fast-paced, always-on culture.
Here are some of my favourite ways to rest and recharge at the moment:
Whenever I find myself wondering whether to keep working or take a break, I ask myself:
“What kind of boss do I want to be for myself? A mean-spirited, hard taskmaster? Or a generous, caring boss who looks out for their employees’ wellbeing?”
The answer is simple: I choose to be a generous boss to myself. Therefore, I give myself permission to rest.
I’ve come to see each of the phases of working like a sprinter (Warm-up, Sprint, and Rest and Recovery) as critical to staying healthy and balanced. Through trial and error, I’ve learned that skipping the warm-up or rest phase or going too hard in the sprint phase can lead to chaos and exhaustion.
As you cultivate the practice of working like a sprinter, significant things will happen to you. Not only will you notice that your productivity goes through the roof, but you’ll experience mental calm and clarity like never before.
As digital distractions no longer dominate your day, the noise of the world gets dialled down. You’ll find it easier to tune into what you need and what matters most to you.
I cannot stress enough that this is a practice that takes practise! One or two sprints won’t cut it. You need to persevere for long enough to experience the incredible benefits of this powerful practice.
Dr Jane Genovese delivers interactive and engaging study skills sessions for Australian secondary schools. She has worked with thousands of secondary students, parents, teachers and lifelong learners over the past 15 years.
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