The paradox of the pause: How stopping regularly helps you get more done

In pre-internet days, it was much easier to focus and complete your work.

If you were struggling, you couldn’t escape to the worlds of Facebook, YouTube and Netflix for instant relief.

How do I know?

Because I was born before 1985. I know what it feels like to be a student with and without the Internet.

Here’s what procrastination looked like in a pre-Internet landscape:

Procrastination pre-internet

  • Loading up a computer game on a giant floppy disk (Note: the game could take several minutes to load).
  • Inserting a video game into a giant box to play Super Mario brothers.
  • Finding the phonebook and using the family rotary dial phone (or a public payphone) to call a friend.
  • In short, the rewards didn’t come in an instant.

    While your video game was loading, you had time to think:

    “Is this the best use of my time? Why am I avoiding this task? What am I scared of? Failure? Looking stupid? Am I just confused and overwhelmed?”

    Pauses were built into the day to help you reflect on your behaviour (what you should and shouldn’t be doing).

    The extinction of the pause

    But these days, with super fast Internet and mobile phones, pauses are nowhere to be seen. Most of us find ourselves in a constant state of restless idleness, switching rapidly from one task to the next.

    As Michael Harris, author of The End of Absence, states:

    “When teens work on their homework … a full two thirds of them are multitasking. If need be, they can simultaneously text, watch music videos, groom their Facebook page, and play Call of Duty, all while positioning up an essay on Hamlet.”

    Struggling to write that Hamlet essay? No worries. You can toggle between Word and Facebook in less than a second. Boom! Instant rewards! Instant relief!

    And this is how procrastination and multitasking become deeply ingrained (bad) habits.

    But what’s the cost of all this multitasking?

    Research shows that when you work this way …

  • You place your brain under enormous stress
  • You tire your brain out more quickly
  • You wear down your attentional resources, thereby making it hard for you to focus and make good decisions
  • You experience a drop in IQ of about 10 points (that’s equivalent to losing an entire night’s sleep)
  • You can make up to 50% more mistakes with your work
  • It can take 40% longer to complete your work
  • The good news is you can break this bad habit. Here’s how you do it …

    By inserting a pause button into your life.

    A pause button can help you to stop and reflect before you do something that you’ll later regret. It can help you re-focus and get back on track.

    The pause button I’m talking about isn’t something you’ll be able to find on ebay or Amazon. You’ll need to create your own pause button.

    The thing about your pause button is that it doesn’t need to be anything fancy. You could go on a free image site like Pixabay and print one out.

    Or you could get creative and draw one on a sheet of paper. Decorate it with glitter, stickers, crayons, etc. Frame it if you want. You want to personalise it. Own it. This button (if you use it) is going to deliver you to greater productivity levels and focus.

    Once you’ve got your pause button, stick it up on your wall. Make it far away enough so you need to take a few steps to get there.

    Every time you feel the urge to procrastinate by switching to a more enjoyable task (e.g. Facebook), walk over to the pause button and hit it.

    Now here’s the important part …

    You can’t take your hand off the button until you answer one simple question:

    What’s the next smallest thing you need to do?

    Your next small step may be:

    • Have a drink of water
    • Write one more sentence
    • Set a timer and keep going for another five minutes

    If you hit the pause button and think, “I really need a 5 minute break. I’m not getting anywhere with this …”, then no problem! Take a break. But be intentional about it and place a time limit on it (e.g. “I’m going for a 5 minute walk”).

    Let me make it clear: taking breaks after doing some solid work is not procrastination. Never confuse relaxing with procrastination. You’re not a machine. You need to pace yourself. Breaks help you manage your energy levels so you can tackle your work with a refreshed, clear mind.

    Making it a habit

    The act of getting up and walking over to your pause button will require a bit of willpower to start with. Initially, it may feel forced, strange and a little bit silly hitting a piece of paper on your wall. But persevere. The more times you hit that pause button, the sooner it will become a habit.

    To sum up

    Once you kick the bad habit of multitasking and procrastination, you’ll find your brain will be less stressed. This in turn will make it easier for you to study and retain important information.

    While everyone around you is freaking out because they’ve left their work until the last minute, you’ll be feeling calm and in control.

    So what’s the next smallest thing you need to do? Perhaps it could be creating a pause button for your workspace.

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    Do you tend to procrastinate?

    Procrastination feels heavy.

    But what if we could turn combating procrastination into a fun game?

    Lately, when I catch myself avoiding a task, I’ll play a little game to see if I can get myself to move in the right direction.

    I’ve discovered that it’s best to approach any task with a curious and playful mindset. If you take yourself too seriously, all the joy and fun can get stripped from the process.

    Often, when I play this game, I surprise myself because the strategy works! I’ll be off and running with a task I procrastinated on for days.

    But sometimes a strategy won’t work. That’s okay. When this happens, I usually take a little break before trying another approach.

    I don’t claim to be a grandmaster at playing the game of combating procrastination. But these days, I can catch myself when procrastinating, notice the warning signs, and get moving in the right direction.

    In this blog, I share how you can combat procrastination in a fun and playful way to fulfil your intentions and accomplish your goals.

    Are you ready to play?

    Let’s begin!

    Understanding the rules of the game

    If you want to play this game of combating procrastination, you first need to understand what procrastination is and the rules of the game.

    I recommend you play this game on your own so you’re not competing against anyone else. There’s no first or second place, no runners-up, and no one wins a trophy.

    You can play with others, but it’s a collaborative game where you cheer each other on and gently coach each other into action.

    It’s also a game that never ends because the work never ends. You are constantly learning and growing.


    What is procrastination?

    In her book ‘Procrastination: What it is, why it’s a problem and what you can do about it’ Dr Fuschia Sirois defines procrastination as:

    “ . . . a common self regulation problem involving the unnecessary and voluntary delay in the start or completion of important intended tasks despite the recognition that this delay may have negative consequences.”


    In other words, procrastination is:

    Delaying a task + you know you are causing your Future Self pain and suffering.

    There are some simple rules you need to understand to combat procrastination. Once you cement these rules in your brain, life becomes easier. Instead of experiencing constant resistance, you discover ease and flow.

    Rule 1: Sit with the discomfort

    Difficult work tends to bring up unpleasant emotions, such as boredom, stress, anxiety, fear, and frustration.

    Most of us don’t like experiencing these feelings, so to repair our mood, we procrastinate. We avoid work and engage in easier, more fun tasks (e.g., scrolling through social media).

    At the heart of combating procrastination is allowing yourself to sit with unpleasant feelings and push past them. Resist the urge to run to your devices. If you can do this, that’s 80% of the battle.

    Pushing through the discomfort and making a start is a significant milestone worth celebrating.

    Rule 2: Make your first move before you feel ready

    Often, we wait for the perfect time to start a task. But it’s an illusion that there is a perfect time.

    The perfect time is right now, amid the messiness and chaos of life.

    “But I’m not feeling motivated!” I hear you say.

    That’s okay. Make a start regardless of how you feel because here’s the part most people don’t understand:

    Motivation follows action

    In other words, you have to get moving for motivation to show up.

    Rule 3: Use strategies and tools to help you make your first move

    There are many great strategies and tools that can help you get started with a task, even when your motivation levels are low.

    Once you have a selection of strategies and tools and you’ve practised using them a few times, you will feel more confident in your ability to combat procrastination.

    Winning strategies and tools

    Here are a few of my favourite strategies and tools for getting started with my work:

    1. Move your body

    Fear is a significant driver of procrastination: fear that you won’t be able to do it, fear of failure, and fear of the unknown.

    When you move your body, you decrease fear and anxiety. Movement can also help to calm and focus your mind and boost positive emotions.

    This is why I start my day with a 20-30 minute run on my treadmill. It bathes my brain in feel-good chemicals, makes me feel stronger, and prepares me for the challenging work I’m about to face.

    2. Just do 10 minutes

    When a task feels big and overwhelming, it’s easy to procrastinate. But can you do 10 minutes on the task?

    When I set a timer for 10 minutes, my brain thinks, “I can do 10 minutes. Easy!”

    My brain then knows the task (and the unpleasant feelings) won’t last forever. The worst-case scenario is I experience 10 minutes of mild to moderate discomfort. When the timer goes off, I have a way out. I can do something else.

    But what usually happens is after 10 minutes, I realise the task isn’t as bad as I thought it would be. The motivation has kicked in, and I’m on a roll.

    3. Give yourself permission to do a rubbish job

    When struggling to write my PhD, I attended a workshop led by an academic coach. She encouraged me to “Write crap” (her words, not mine).

    This helped me to get over the perfection hump and make a start.

    Most (if not all) great works started as rough drafts. The problem is we don’t see those rough early versions. We only see the polished final product. This messes with our minds and can lead to perfectionist tendencies kicking in.

    Embrace the first messy draft. Celebrate it! You have to do it to get to the good stuff.


    4. The Slow-but-don’t-stop technique

    In the book ‘Everything in its Place’, Dan Charnas recommends the ‘Slow-but-don’t-stop’ technique for doing things you don’t want to do.

    Here’s how it works:

    If you’re feeling resistance towards a task, start doing it, but move very slowly. Breathe into the discomfort. Take your time.

    Charnas writes that as you use this technique:

    “You’ll still hate it [the task] but your task has become a moving meditation or like a game.”

    For example, I used this strategy on the weekend to sort my laundry. The first step was to pick up the basket full of clothes and place it on my bed. Then, I picked up one item at a time and put them into piles (e.g., socks, activewear, and undies). I then selected a pile of items (socks) and dealt with one item at a time.

    I’d usually rush to fold my clothes and feel slightly annoyed by the whole process (“Ugh, what a chore!”), but this time, it felt different. It felt like a meditation. I felt calm and grounded as I folded my socks.

    The beauty of this technique is that the work will still get done, but as Charnas points out, you don’t give up control. You still have forward momentum.

    As the Mexican proverb goes:

    “An ant on the move does more than a dozing ox.”

    5. Make your environment less ‘procrastinogenic’

    Are there things in your workspace that distract you? Is there anything that reminds you of more fun stuff you could be doing (e.g., a video game console or your phone)?

    Please get rid of those things or make them harder to access.

    My phone is my biggest distraction. This is why I keep it away from my body in another room whenever I need to do focused work.

    6. Use the Five-Second Rule

    I’m currently experimenting with Mel Robbin’s 5-Second Rule. The 5-Second Rule is simple:

    The moment you have the instinct to do a task before your brain can come up with an excuse not to do it, you count backwards ‘5 . . . 4 . . . 3 . . . 2 . . . 1!’ and you do it.

    In her book ‘The 5 Second Rule’ Robbins explains the psychology underpinning the strategy. She writes:

    “The counting distracts you from your excuses and focuses your mind on moving in a new direction. When you physically move instead of stopping to think, your physiology changes and your mind falls in line . . . the Rule is (in the language of habit research) a “starting ritual” that activates the prefrontal cortex, helping to change your behavior.”

    7. Create a habit

    The ultimate way to combat procrastination is to create a habit or a ritual. You need something that signals to your brain it’s time to engage in a particular behaviour.

    With habits, you don’t have to stop and think, “What do I need to do now?”. Habits are automatic. Your brain knows exactly what it needs to do, and you do it.

    For example, I have a habit of running on my treadmill before I launch into my day. My brain knows that after I put on my gym clothes and shoes, I turn on my treadmill and hit the speed button to start my warm-up.

    I carry these behaviours out even when I’m not in the mood to run. That’s the power of habits.

    What if you’re still procrastinating?

    Then, I suggest you cut yourself some slack.

    Forgive yourself for procrastinating, pick a strategy, and get moving.

    Most of us don’t do this, though.

    We bag ourselves out in an attempt to motivate ourselves. The problem is this rarely works.

    Dr Sirois says that intense self-criticism leads to negative thoughts, which lead to negative feelings. We end up feeling demotivated, which causes us to procrastinate even more!

    You can stop the vicious cycle of procrastination by practising being kind to yourself.

    To sum up

    If you follow these simple rules and be playful with experimenting with these strategies, you can get a better handle on procrastination.

    Like anything in life, the key is practice. The more you practice allowing yourself to feel the unpleasant emotions instead of running from them, the better you’ll do. The more times you practice a strategy, the more natural it will feel and the sooner it will become a habit.

    One foot in front of the other. You can do this.

    Movement-breaks

    Do you tend to sit for long periods?

    Most of us do. We sit and stare at our screens or textbooks for large chunks of the day.

    You’ve probably heard the phrase, “Sitting is the new smoking”. It sounds dramatic, but sitting for 30 minutes or more leads to:

    • Reduced blood flow to the brain
    • Increased blood pressure
    • Increased blood sugar
    • Reduced positive emotions

    Even if you exercise at the gym, if you sit all day at work or school, that’s not good for you.

    Most of us know we should move more and sit less, but knowledge doesn’t always translate into action.

    I’ve known for years about the harms of sitting. Every year, I’d set a goal “To move more during the day”. But it wasn’t until this year that I finally got off my butt and started taking regular movement breaks. In this blog, I’ll share what made all the difference.

    From vague goals to specific targets

    Part of my problem was telling myself to “move more” and “sit less”. This was way too vague for my brain.

    When it comes to taking movement breaks, how long should we move for? How frequently? And at what intensity?

    I recently came across a brilliant study, published in 2023, that answered some of these questions.

    A team of researchers at Columbia University compared different doses of movement on several health measures (e.g., blood sugar, blood pressure, mood, cognitive performance, and energy levels).

    The researchers were interested in exploring how often and for how long we need movement breaks to offset some of the harms of sitting for long periods.

    So, what did they do in this study?

    Researchers brought participants into the lab and made them sit in an ergonomic chair for 8 hours. Participants could only get up to take a movement break or go to the toilet.

    They tested five conditions:

    • Uninterrupted sedentary (control) condition (Note: no movement breaks)
    • Light-intensity walking every 30 minutes for 1 minute
    • Light-intensity walking every 30 minutes for 5 minutes
    • Light-intensity walking every 60 minutes for 1 minute
    • Light-intensity walking every 30 minutes for 5 minutes

    What did they find?

    The optimal amount of movement was five minutes every 30 minutes. This movement dose significantly reduced participants’ blood sugar and blood pressure and improved their mood and energy levels.

    That said, even a low dose of movement (one minute of movement every 30 minutes) was found to be beneficial.

    Although walking has been described as ‘gymnastics for the mind’ and numerous studies show brisk walking can improve cognitive performance, they found no significant improvements in participants’ cognitive performance in this particular study.

    You can read the full study here.

    Life out in the real world

    When it comes to any research conducted in the lab, the question worth asking is: Is it possible for people to do this in the real world? And if so, will they experience similar benefits?

    Journalist Manoush Zomorodi wanted to find out. So, she teamed up with Columbia University researchers to explore whether people could incorporate regular five-minute movement breaks into their day.

    They created a two-week challenge where people could sign up to one of three groups:

    1) Five-minute movement breaks every 30 minutes
    2) Five-minute movement breaks every hour
    3) Five-minute movement breaks every two hours

    Over 23,000 people signed up to participate in the challenge. Sixty per cent completed the challenge.

    What did they find?

    Five-minute movement breaks improved people’s lives, whether taken every half hour, hour, or two hours. They felt less tired and experienced more positive emotions.

    Here’s what was interesting . . .

    They found a dose-response relationship. This meant that the more frequently people moved, the more benefits they gained.

    In the Body Electric podcast, Columbia University researcher Dr Keith Diaz said a preliminary analysis of the data showed:

    • People who moved every 30 minutes improved their fatigue levels by 30%.
    • People who moved every hour improved their fatigue levels by 25%.
    • People who moved every 2 hours improved their fatigue levels by 20%.

    Here’s the thing, though . . .

    Dr Diaz pointed out that most people weren’t getting all their exercise breaks in. On average, they took eight movement breaks each day (note: the researchers recommended 16 movement breaks a day), but they still experienced benefits.

    Here’s what I take from all of this . . .

    You don’t have to do this perfectly. There are no hard and fast rules. Doing some movement is better than doing no movement.

    All movement matters. It all adds up.

    Making movement breaks a habit

    Although movement is natural and good for the mind and body, my brain often resists the thought of getting up and moving (“No! I don’t want to get out of this cosy chair!”).

    What’s up with that?

    In the book Move the Body, Heal the Mind, Dr Jennifer Heisz explains that our brains hate exercise for two reasons:

    1) The brain doesn’t want to expend energy; and
    2) Exercise can be stressful.

    This has to do with how our brains are wired and our deep evolutionary programming.

    If we go back in time, our hunter-gatherer ancestors had to be constantly on the move to gather food, build shelter and run from hungry animals. All of this activity required a lot of energy. Since food was scarce and energy was limited, hunter-gatherers had to conserve their energy.

    If you were to offer a hunter-gatherer a free meal and a comfortable place to stay, would they take it? You bet they would.

    The problem is our brains haven’t changed in thousands of years. We still have the same brain wiring as our ancient ancestors.

    This is why my brain often throws a tantrum and comes up with all sorts of excuses to avoid my morning workout.

    In this modern world, with all the calorie-dense fast food, comfy chairs, and modern conveniences, our brains get confused.

    As evolutionary psychologist Dr Doug Lisle, author of The Pleasure Trap, states, in the modern world:

    “What feels right is wrong. And what feels wrong is right.”

    Understanding that we operate with an ancient brain that isn’t suited to this modern world opens up new possibilities. For example, you can use your prefrontal cortex (the rational part of your brain) to override the primitive instinct to stay comfortable.

    Here are some strategies I’ve been experimenting with to get me taking regular five-minute movement breaks:

    1. Timers in every room

    I’ve strategically placed electronic timers in every room I spend a lot of time in (e.g., my office, outdoor desk, and dining room). Before I sit down to start a task, I set a timer for 25 minutes.

    When the timer goes off, that cues my brain to get up and move.

    2. Turn it into a fun game

    When the timer goes off, I usually jump on my treadmill for a five-minute walk. But not always.

    Whenever I feel like doing something different, I play a little game with myself.

    The game is simple:

    I roll a dice with different movement activities I wrote on each side. Whatever activity it lands on, I do it.

    Here are the activities currently listed on my dice:

    • Pick up a set of dumbbells and do some bicep curls
    • Do some stretches on my yoga matt
    • Use resistance bands
    • Go outside and walk around my garden
    • Do squats
    • Hit play on an upbeat track and dance!

    3. Negotiate with your brain

    Sometimes, the timer going off will not be enough to get you up and moving. You may need to have a few words with your brain.

    I often find myself negotiating with my brain, trying to convince myself to get up and move.

    Me: “Come on, it’s time to get up.”
    Brain: “Noooo! It’s nice and comfy here.”
    Me: “On the count of three, we’re going to do this . . . 1 . . . 2. . . 3.”

    Be gentle with your brain. Remember, it’s wired for comfort.

    4. Make it easy to move

    There’s a reason I have stretch bands hanging on door knobs, a yoga mat rolled out on my dining room floor, a rack of dumbbells next to my desk, and comfortable walking shoes always on my feet. All of these little things make it easy for me to move.

    Look around your workspace: is there anything that makes it hard for you to move? Identify any barriers and do what you can to remove them.

    5. Use a treadmill desk, walking pad, or cycle desk

    Instead of stopping to take a movement break, can movement become part of what you do?

    For instance, I wrote the first draft of this blog as I walked at a slow pace on my treadmill desk, and I edited it while pedalling at my cycle desk.

    Remember, movement doesn’t need to be strenuous to be effective. Light-intensity movement delivers results.

    6. Create a ‘I Dare You Not to Move’ playlist

    I recently finished reading an excellent book called Creative First Aid: The science and joy of creativity for mental health. It is packed full of creative practices to help calm your nervous system.

    One of the practices the authors suggest is creating a playlist of songs called ‘I Dare You Not to Move’. This playlist is a selection of songs that make you want to dance.

    On a movement break, I close my blinds and hit play on one of my favourite dance tracks.

    Don’t consider yourself much of a dancer? No problem! Sway your hips from side to side or throw your hands in the air and make some circles with them.

    7. Remind yourself that movement will make you feel good

    Even though it may feel good in the moment to stay seated in a comfy chair, I have to regularly remind myself that movement makes me feel good (and less stiff and achy).

    Remember, whenever we force ourselves to get up and move, we go against our brain’s programming. This is why these reminders are so important.

    Before stepping onto the treadmill to do a run, I say to myself, “This is good for me. You won’t regret doing this”. And you know what? I always feel better after a workout.

    8. Plan your movement breaks with tiny habits

    What is something you already do on a regular basis?

    It could be making a cup of tea, preparing lunch, or putting on your shoes.

    According to the Tiny Habits Method, the key to forming habits is to attach a tiny behaviour to a pre-existing habit. For example:

    • After I put on the kettle, I will do five wall push-ups.
    • After I shut down my computer, I will do arm circles for 30 seconds.
    • After I put my lunch in the microwave, I will march on the spot.
    • After I pick up the phone, I will stand up to walk and talk.
    • After I notice I am feeling sluggish, I will hit play on an upbeat song.

    If you want to wire in this new movement break quickly, celebrate after moving your body (i.e. release a positive emotion). I tell myself, “Good job Jane!”. But usually, the movement leaves me feeling good, so it’s not always necessary.

    To sum up

    The science is in. We know breaking up periods of sitting with regular five-minute movement breaks can make a big difference to our mental and physical health. The good news is you don’t even have to break a sweat to experience these benefits (light-intensity movement will do the job).

    If you can’t manage moving every half hour, no problem. Do what you can. Some movement is better than no movement. On that note, is it time to get up and move? Let’s do this together. How about a light walk? Or a short dance break?

    On the count of three . . . one . . . two . . . three. Let’s go!

    You know you need to prepare for exams, but you tell yourself, “I’ve have plenty of time”.

    But how much time do you actually have?

    It’s hard to get a sense just by thinking “My exam is in three weeks.” After all, three weeks sounds like plenty of time, right?

    Don’t be fooled. This is your brain playing tricks on you.

    No one ever has a full three weeks (504 hours) to prepare for an exam. Thrown into the mix is time for sleep, getting ready for school or work, working on assignments, socialising with friends and family, etc. Plus, you usually have more than one exam to study for.

    But we can forget this. And when we do, we end up procrastinating with our work and it piles up for our future selves to deal with.

    What’s missing is that your brain needs clear visual feedback. It needs to have a sense of the big picture (i.e., all your commitments laid out in front of it).

    How can you quickly get a sense of the big picture?

    By using a year-at-a-glance calendar.

    Earlier this year, I printed out a massive year-at-a-glance calendar (A0 size).

    I scheduled all my upcoming presentations, holidays, important events (e.g., birthdays), deadlines, etc., onto the calendar and placed it in a prime position where I couldn’t miss it.

    This calendar has made all the difference. It grounds me in reality, helps me feel more in control of my schedule, and gives me clear visual feedback. It also makes me think twice before I agree to take on a new project.

    In the past, whenever I’ve said yes to a new opportunity, I haven’t always been grounded in reality. Too many times, I’ve been unintentionally cruel to future Jane.

    Let me explain . . .

    Back in 2016, I was on the home stretch with my PhD. The path forward was clear. After years of struggling with my PhD, the end was in sight. I was on track to hand in my thesis in a few months’ time.

    But then something happened that threw me off course (well, erm, I threw myself off course).

    I was asked by a company to run a series of workshops. Without even thinking, I said “Yes! I’d love to!”. It seemed like a great opportunity. One that was too good to pass up.

    When I shared the news with my PhD supervisor, she seemed to think differently. Her face said it all: a mixture of concern and confusion.

    “Why did you say yes to this? Do you need the money? What about your PhD? You’re so close to finishing”, she said.

    The truth was I didn’t need the money. I said yes because without having my other commitments staring me in the face, I had all the time in the world. I was engaging in magical (delusional) thinking. I fantasised about having superhuman capabilities and being able to do it all.

    I was wrong. There were only so many hours in the day, and something had to give.

    To cut a long story short, pretty quickly the magical thinking wore off, and I regretted taking on the job. I had burdened my future self with a ridiculous amount of work and unnecessary stress.

    But worst of all, I had delayed handing in my thesis by several months. A few months might not sound like much in the big scheme of things. But when you’ve been plugging away at a PhD for seven years, every month becomes precious. I risked losing momentum.

    If I could teleport back in time and place a year-at-a-glance calendar in my office space, I like to think that I would have prioritised my PhD over the shiny new opportunity.

    The value of laying things out in physical space

    I recently finished reading an excellent book called ‘The Extended Mind: The Power of Thinking Outside the Brain’ by Annie Murphy-Paul.

    In this book, Annie explores nine principles for expanding our intelligence (note: these principles are not taught in schools). She argues that instead of pushing our brains to work harder and harder, we can use our bodies, relationships, and surrounding environment to boost our cognitive abilities.

    In the chapter called “Thinking with the Space of Ideas”, she writes:

    “Whenever possible, we should offload information, externalize it, move it out of our heads and into the world. It relieves us of the burden of keeping a host of details “in the mind,” thereby freeing up mental resources for more demanding tasks like problem solving and idea generation.”

    After reading this book, I understood why a year-at-a-glance calendar can be such a powerful tool. Seeing all your projects and commitments in one glance allows you to think smarter and more strategically.

    These calendars also help to orient you in time. You can see how much time you have between now and doing the things you need to do.

    Your projects and deadlines stare back at you every day. There’s no escaping them.

    Seeing your life in this way also helps you to plan and pinpoint busy periods.

    Here’s an example . . .

    This month, I have more presentations scheduled than usual. This means I need to manage my energy levels, prioritise sleep, and eat healthily.

    But a quick glance at my calendar tells me I have a few ‘free’ days before all these talks begin. I can use this time to cook a few meals to pop in the fridge and freezer to make life a little easier during this busier period.

    One of the worst things I can do when I get busy is order takeaway food and sacrifice sleep to work. I refuse to do it as it always backfires. If I’m functioning at half capacity, my talks and work will suffer.

    These calendars can also provide useful information to help you manage your energy levels, reduce ridiculous workloads, and avoid burnout.

    Earlier this year, there was a week when I delivered more talks than usual. During this week, I found myself taking 15-minute power naps between talks to recharge before the next one. Even with all these power naps, by the end of the week, I felt tired. I drew a tired little emoji face on my calendar to represent this.

    That tired emoji face is a constant reminder: you have mental and physical limits. Don’t overdo it.

    Making your year-at-a-glance calendar

    It’s important to find a calendar that is both aesthetically pleasing and functional for you. This means you probably can’t just go to the shops and pick something off the shelf.

    You could order a hard copy calendar online, but when the year is already well underway who wants to potentially wait weeks for their calendar to arrive in the mail?

    Here are some cheap and fast DIY options:

    You can purchase a digital download online and take it to your local print shop on a USB stick. Some templates display the month as a long list of days; whereas other calendars group the month into weeks, with each week on a separate line (see examples below).

    Alternatively, you could buy a monthly calendar, cut it up, and stick it together.

    One of my friends suggested I try doing this. I gave it a shot, but my calendar looked like a failed arts and crafts project (with messy bits of tape plastered everywhere). Plus, the boxes were too small and cramped my style.

    After some trial and error, I purchased a digital download from Etsy for $20AUD and printed it A0 size for $10AUD. All up, my calendar cost me $30AUD – money that was well spent.

    The bottom line is you have to figure out what works for you and how much you’re willing to spend.

    Tips for using your year-at-a-glance calendar:

    • Write on the calendar when all your exams, appointments, special events, and major projects will take place.

    • If you don’t yet know the specific dates of each exam, note the week they begin and assume the worst-case scenario (your exams will be sooner rather than later).

    • Consider laminating your calendar so you can use whiteboard markers on it.

    • If laminating is too expensive, use sticky notes and washi tape instead.

    • You can mount your calendar on core-flute material or foam board to give it a sturdier structure.

    • Resist the urge to put every detail on your calendar. Focus on the big project deadlines, appointments, exams, etc. The details for what and when you work on each project can go into your weekly planner and/or on your to-do list.

    • If you have the wall space, consider printing your calendar A0 size (841mm x 1189mm). You want plenty of space to write in each box.

    To sum up

    In our noisy world where we are bombarded with endless opportunities, many of us would benefit from embracing analog tools like the year-at-a-glance calendar. These calendars help to ground us in reality and focus our minds on what matters.

    If you have a lot going on in your world and find yourself saying “Yes!” to every shiny new opportunity that comes your way, do yourself a favour and create a year-at-a-glance calendar. Having your commitments stare you in the face every day is a simple but powerful way to live with greater focus and intentionality.