Best Results Organizing

Do you ever find yourself avoiding contact with other people out of sheer self-preservation and fear that they’ll ask you to add one more unfulfilling task or obligation? 

Recently, I read Ali Abdaal’s Feel Good Productivity: How To Do More of What Matters To You. The book serves as a sort of primer on the various macro and micro productivity concepts and strategies that we discuss at the Paper Doll blog. The book accents engaging in tasks that will increase your energy rather than drain it.

Abdaal’s idea of an “energy investment portfolio” particularly caught my attention. At its most basic, the energy investment portfolio is a deeply prioritized and categorized plan of attack, such as we reviewed when talking about the Eisenhower Matrix in posts like Use the Rule of 3 to Improve Your Productivity and Frogs, Tomatoes, and Bees: Time Techniques to Get Things Done.

Part of this approach is based in clarifying which of the things on your list are your someday “dream”  investments (your big, ambitious projects for which you likely have little time right now) and your “active investments” (projects and tasks which you are or should be giving your greatest attention right now). 

The key to Abdaal’s energy investment portfolio, an homage to a financial investment portfolio, is  limiting the number of projects on your list of “active investments.” There’s only so much you can do right now, and those things better energize you if you don’t want to hide from them.

To explore this concept more before dipping into the book, check out Abdaal’s The Energy Investment Portfolio article and the video below:

This popped to the forefront of my mind as I started reading Cal Newport’s newest book, Slow Productivity: The Lost Art of Accomplishment Without Burnout. (Slow productivity, like the slow food, slow media, and slow travel movements, is about improving life by cutting back on speed and excess, and instead focusing on intentionality and quality.)

Newton caught my eye with an extended discussion of my beloved Jane Austen. Most biographies always paint her as successful because she would sneak in writing efforts in the precious few quiet moments she had to herself. Newport notes that her nephew James Austen’s descriptions of Austen’s writing style seem “to endorse a model of production in which better results require you to squeeze ever more work into your schedule” and calls this a myth. 

Indeed, modern biographers have found the reverse, that Austen “was not an exemplar of grind-it-out busyness, but instead a powerful case study of something quite different: a slower approach to productivity.”

As true Austen aficionados know, once Austen (as well as her sister and elderly mother) moved from Southhampton to quiet Chawton cottage, she was able to escape most societal obligations and focus on writing. Quoting from Newton:

This lesson, that doing less can enable better results, defies our contemporary bias toward activity, based on the belief that doing more keeps our options open and generates more opportunities for reward. But recall that busy Jane Austen was neither happy nor producing memorable work, while unburdened Jane Austen, writing contentedly at Chawton cottage, transformed English literature. 

Dubious? Look at the entries on this Jane Austen timeline, starting from 1806 onward! And let’s face it, without Austen, there would be no inspired homages, like Bridgerton, and for any of you who just spent the weekend transfixed by the first half of season three, that’s a fate not worth contemplating.

I’m sure I’ll have more to share about this book as I get further on, but I was captivated by the chapter on Newport’s first principle of slow productivity, based on this finding. Principle #1 is simply Do Fewer Things.

Strive to reduce your obligations to the point where you can easily imagine accomplishing them with time to spare. Leverage this reduced load to more fully embrace and advance the small number of projects that matter most.

YOU ARE ALLOWED TO SAY NO

From Abdaal and Newton to past Paper Doll posts, we know we have to focus our attention on fewer but more rewarding things. 

We must learn to emphatically say NO.

Yes, you have to pay your taxes (or be prepared to suffer the consequences). You have to obey traffic laws. (Ditto). You have to feed your children (or at least arrange for them to be nourished).

But you do not have to be in charge of cleaning out your company’s break room fridge.

You do not have to buy your spouse’s birthday gift for your mother-in-law. (That’s your spouse’s job.)

You do not have to join a book club or serve on your homeowner association’s planning committee or go to dinner with someone you really don’t want to date!

There are various situations when we should be saying no to taking on new obligations.

• You have more on your plate than you can handle comfortably (or safely for your mental or physical health).
• Your energy level is depleted (or you believe it would be depleted) by anything being added to your obligations.
• The new task doesn’t fit your skill set or interests.
• The task is unappealing because of the situation (the location, other people involved, the monetary cost)
• You just don’t wanna.

In a perfect world, “I don’t wanna” would be a good enough excuse for saying no to things outside of work obligations or happily-agreed-upon life obligations. But few of us can get away with it, Phoebe Buffay excepted.

THE POWER OF SAYING NO

Organizing is as much about saying no as saying yes. Thus, I help clients determine what tangible possessions belong in their spaces and their lives, and which don’t. Some acquisitions were wisely planned purchases; others were picked up on impulse. Some are gifts given out of love, while others were given out of a sense of obligation. Still other things were abandoned on our metaphorical doorsteps (or, in the case of grown children who have flown the nest, things were abandoned in our basements, attics, closets, cupboards and corners).

Just as clients must discern the difference tangible items that make their lives more appealing, robust, and fulfilled vs. those that crowd them out of their spaces, they must also evaluate how acquired activities can clutter their hours and days and diminish enjoyment of other experiences.

Some activities, we choose with enthusiasm; others have been pressed upon us. Perhaps your early May serf imagines that the late September version of you will be delighted to give a speech or take on another committee role. Frustratingly, we always imagine that Future Us will be less busy.

And we have all occasionally been guilted or cajoled into obligatory participation. Some tasks or roles have acceptable tradeoffs. I know that Paper Mommy didn’t enjoy the blessings of being a “room mother” year-after-year, going on field trips to the nature preserve or the science museum and having to help corral other people’s unruly offspring.

But (luckily) she enjoyed hanging out with tiny Paper Doll, and the experience gave her opportunities to tell hysterical anecdotes to her friends. You may not necessarily want to serve on the awards committee, coach your child’s soccer team, or help interview new applicants at work, but the benefits sometimes outweigh the costs. The key, however, is to protect yourself from requests for your time and labor that drain your energy and cause resentment by taking time away from your larger priorities.

If you don’t have the power to say no, freely, then you don’t really have the power to say yes.

Whether stuff or tasks, things should enter your life with your consent. But if you’re unused to declining, it will require effort to exercise new mental muscles. The rest of this post offers strategies to help you avoid being saddled with the clutter of new obligations and eliminate tasks that no longer fit your life, or at least the life you want to lead.

GET RID OF THE GUILT

There are many reasons why people fear saying no, but they almost always come down to fearing others’ reactions.

Sometimes, this has to do with social roles and the belief that our life’s role is to do for others. But remember my Flight Attendant Rule: You must put the oxygen mask over your own nose and mouth before attending to those traveling with you. Overloading yourself makes it impossible to be there for others, whether at your job, in your family, or among your friends or in your community. (And think back to what Abdaal said about investing your energy.) 

Guilt also comes from the fear that saying “No” will make you sound mean or unduly negative. The examples below will help you craft responses that are firm in guarding your boundaries but upbeat and positive in attitude so as to cushion your response in a way that feels more like kindness than rejection.

And in each case, the response means “No” without ever verbalizing the word.

FIRST, TAKE A PAUSE

Being polite is a given; being kind is a virtue. Imagine you’re having a rough day. You’re rushing to get to a client meeting but your tiny human is just not interested in putting on her shoes so you can get everyone into the car. Traffic is bad, and just as you get everyone unloaded, a PTA parent corners you with an “assignment.”

It would be instinctual to lash out and say, “Can’t you see I’m drowning? Can’t you see my nice suit for a presentation has dried cream of wheat on it because the tiny humans decided to have a food fight? What in the blankety-blank-blank makes you think I give a good bleep-bleep about organizing school spirit day?! I have no spirit, why should I care if everyone shows up wearing the same colors and why should I be the one to tell them to do it? Is your life so ridiculously so small and pitiful that school colors matter at all?!”

Instinctual, but halfway through that tirade, you’d notice parents making their own tiny humans back away from you, and furtively glancing at one another, and possibly at the school security guard. Your youngest is two, but you can now imagine parents giving you (and your kids) wide berth until all your offspring have graduated. (The one upside is that nobody will ever ask you to volunteer again!)

Instinct can make you blow up; taking a moment to pause and having a plan in place to say no without feeling like you’ve become a wild banshee may preserve your reputation (allow your kids to be able to invite friends over…someday).

NEXT, SHOW GRATITUDE

Start by thanking the person making the request.

Thank them? I can hear you screaming from here.

Yes, get in the habit of thanking people for asking for your help, whether you’re being asked to do something prestigious like speak at a conference or something that’s basically scut work. There are so many people, particularly those who are elderly or in the disability community, whose potential value is ignored by society, so take a moment to appreciate being considered at all.

Don’t thank them just because it’s polite; thank them because it gives you a moment to feel valued and appreciated, and because it forces you to pause and gather your resolve.

Begin with something like:

• I appreciate you thinking of me for this.
• Thank you for making me feel valued in our community (or workplace) 

Whatever you say after, you’ve softened the blow:

• Thank you for considering me for this role, but I have to decline [for reasons].
• I’m honored that you thought of me for this, but I have to pass [this time].

PICK AN APPROACH

Not every request requires the same style of response.

Assertive Stance

When dealing with an equal, whether professionally or socially, address the person in a straightforward manner, making clear that the rejection is not about them (or their pet project) but about you.

This way, you avoid them giving all sorts of reasons why they’ll be able to wave their magic wants and eliminate the aspect of the project you see is problematic. But focus on yourself, and there’s little most people can say.

(Obviously, if you encounter someone who thinks you should give up caring for your ill grandmother so you can do bus duty at the child’s school, you have my permission to fake-call your grandmother in front of this person to make them uncomfortable. Really go for it. “I know you need me to change your catheter/clear your feeding tube/relieve you of your unremitting loneliness since Grandpa died, but Betty here says she doesn’t feel you’re as important as bus duty.”)

State your situation without getting into the weeds. Focus firmly on setting and maintaining your boundaries, and use “I” statements to keep the rejection focused on what you can control. 

• Unfortunately, I have to decline this opportunity. My plate is already full.
• I’m sorry, but I can’t take on any more projects at the moment.
• I need to focus on my existing priorities right now.

If you’re comfortable expressing your personal needs, expand your explanation to reference that you are focusing on your pre-existing obligations, self-care, and personal well-being. (You can similarly reference your family’s needs. Use that Grandma guilt!)

Photo by RepentAndSeekChristJesus on Unsplash

• I’ve promised my children/spouse that I won’t take on any more activities that keep me away from the family. I’m sure you understand.
• I need to decline this to maintain my work-life balance.
• I’m prioritizing my health and well-being right now, so I can’t commit to anything extra.
• I’ve learned to recognize my limits, and I can’t stretch myself any thinner.
• I’m trying to prioritize my well-being, and taking on more isn’t conducive to that.
• I’ve realized I need to make more time for myself, so I have to decline.

If someone tries to bulldoze through your boundaries, politely but firmly reiterate your stance. Don’t let their lack of civility hamper your skills at standing up for yourself. Be prepared to say something that shuts down the conversation.

• Again, I’ll have to decline. It’s just not feasible for me right now.
• As I said, I appreciate the offer, but I have to say no.
• That won’t be possible.

Gentle Stance

Sometimes, you don’t feel that your professional or social relationship with the requesting individual is equal. For whatever, you may feel that you have to be more diplomatic or offer explanations that the other person will feel is more valid. There are a few ways to approach this.

The best way to approach this is to express enthusiasm for the offer and/or the project or regret that you can’t participate, or a combination, before identifying intractable obstacles. However, be cautious in how effusive you are about your enthusiasm and/or regret so as not to overplay your hand. 

• This sounds fascinating. I wish I could say yes, but I have to decline because [reasons]
• I’m sorry, but I won’t be able to participate because [commitments/reasons]
• I’d love to help, but I’m already committed [to several specific prior obligations]

There are two variations to the gentle stance: delaying and being helpful.

Delaying Approach

Instead of an outright no, it may be useful to suggest the possibility of a postponement of your involvement. However, I caution you to only use this method if it’s realistic. It’s not fair to get someone’s hopes up that they will be able to count on you in the future, so only use this method if you believe it’s likely you will be able to help at some later point (or you believe there’s no likelihood you’ll be put in this situation again). It might sound like:

• Ouch, there’s so much on my plate right now, so I’m not able take this on at the moment. Can we revisit this in [specific timeframe, like next semester or 3rd Quarter]?
• I can’t commit right now, but let’s touch base after the holidays and see if my availability has changed.
• I’ve decided to focus more on my career right now. Maybe next season.

Maybe your rejection isn’t because of the project or the time it will take up, but a specific aspect (you don’t want to work with on a committee MaryJane or you’re not comfortable attending the meetings because you’d have to drive home in the dark). Delaying allows you to revisit the request in the future and inquire about changes in circumstantial.

Helpful Approach

Sometimes, your “no” reflects your specific circumstances, but you do value the project, organization, or effort. If so, expand upon the ways of declining above, but add helpful suggestions or offers, like:

• That won’t be possible, but I’m able to send you some bullet points on how I accomplished goals during the eleven (freakin’) years I served as committee chair!
• I’m not able to take on this role, but I’d be happy to donate [X dollars, or my backyard, or my unused bongo set].
• I’m really not qualified, but let me tell you who would be perfect for this.
• So, yeah, based on everything I just said, I can’t do this, but TJ just rolled off the nominating committee and might be looking for some new role.
• I’m not the right person for this, but this is right up Diane’s alley. She’s got an accounting background and is already at the school on Tuesday nights while her daughter is at drama club.

Obviously, don’t volunteer for a lesser role if you have no interest, and don’t suggest other people for something you know they’d be miserable doing (unless you really, really don’t like them).

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Sometimes, the helpful approach isn’t for the other person, but for you. There will be times, usually in the workplace, where you will be asked to do something where, though the task is couched as a request, it’s really an order. You won’t be able to say no (and indeed, we would need another whole post, or possibly a book, to cover handling this).

If you’re asked to tackle something where you lack the skill set, the desire, and the time to handle this new project and everything else on your plate, don’t panic. Thank the person for their confidence in you (again, always start from a position of gratitude unless you’re actually ready to quit the job), reiterate all of your (work) obligations and ask for guidance in prioritizing. 

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Two more options you might want to use, in combination with other responses, are flattery and humor.

Flattery

Sometimes, you can inveigle the other person into deciding they deserve better than what you are (un)willing to give:

• Thank you for thinking of me, but I have too many obligations right now. I wouldn’t want to risk not giving this important project the attention it deserves.
• Thanks, but I would rather decline now than risk doing a mediocre or rushed job. Your [project/committee/idea] deserves someone’s best effort.

Humor

In J.D. McClatchy’s Sweet Theft: A Poet’s Commonplace Book, writer and translator Estelle Gilson shares a translation of a rejection issued by a Chinese economic journal to someone who had submitted a paper. 

“We have read your manuscript with boundless delight. If we were to publish your paper, it would be impossible for us to publish any work of lower standard. And as it is unthinkable that in the next thousand years we shall see its equal, we are, to our regret, compelled to return your divine composition and to beg you a thousand times to overlook our short sight and timidity.”

The first time I read it, I laughed at the audacity of the hyperbole (even as I accounted for the cultural expectations likely inherent in the message). However, upon rereading, I recognized that while the Chinese recipient may (or may not) have found the rejection funny enough to be uplifting, humor may help you powerfully judge the “no” to a softer landing.

Lightening the mood makes it easier to state the refusal. You’ll feel more like you’re performing a “bit” and it’s just a touch distracting for the person on the receiving end. You don’t have to actually be funny ha-ha, but goofiness, snark, or hyperbole can dissipate the tension (or give you time to think of an exit line).

• I tried cloning myself, but it did NOT go well. The FBI made me destroy my machine. 
• If I agree to this, my cat might stage a protest. Can’t risk a kitty rebellion.
• I’d love to help, but my superhero cape is at the dry cleaners.

Humor help you decline a request, but always employ a light touch to make sure it doesn’t come across as dismissive or rude.

Obviously, the appropriateness of humor will depend on the power structure of your relationship with the person whose request you’re declining and the context of the request. Saying no to your mother-in-law when she asks you to plan her 50th anniversary party is going to take a more deftness than telling your neighbor that you don’t want to join his Star Wars fan-fiction book club.

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Remember, you are not asking for permission to say no. You are engaging in polite (and hopefully kind) communication in navigating the tricky negotiations of social and professional diplomacy.

Saying “no” to adding an unfulfilling obligation to your schedule lets you say “hell, yes!” to your priorities, your loved ones, your self-care, and your dreams.

Saying 'no' to adding an unfulfilling obligation to your schedule lets you say 'hell, yes!' to your priorities, your loved ones, your self-care, and your dreams. Share on X

When I was a child, each July 4th as the music in the bandshell would stop and we’d pack up our chairs and blankets to the post-fireworks hubbub of people making their way to their cars, my father would always say the same thing. 

As Independence Day would ebb away, he’d say, “Well, it’s the 4th of July. Summer’s over.”

And this would always annoy Paper Mommy.

It didn’t make sense. In New York State where we lived, school had usually only let out about two weeks earlier. Summer didn’t even officially begin of June 21st, and wouldn’t end until the third week of September. How could summer be over?

As an adult (and likely to Paper Mommy‘s dismay), I understand what my father was getting at. We all struggle through dark, dismal winters of our lives (literally and figuratively), holding out for the bright energy of the summer. I contend that it’s not spring we ever really eagerly anticipate. Springtime is rainy and windy; it contains the misery of April 15th and paying taxes, and after all, as T. S. Eliot said, April is the cruelest month.

But as May is ushered in, we finally get warm weather. Early graduations, while signaling the end of schooling, also bring new beginnings. And though the holiday is meant to pay tribute to those who died in service of protecting our nation and democracy, Memorial Day is nonetheless the marker we all use to signal the first real refresh of our lives and plans since New Year’s Day.

January 1st puts us on notice (or has us put the world on notice) that we have the power to make changes in who we are. Of course, we experience these changes every day, and don’t need holidays or permission to make ourselves new, as I wrote in Organizing A Fresh Start: Catalysts for Success.

And remaking ourselves and renewing our outlooks doesn’t have to take the shape of a resolution, as I’ve shared for many years, most recently in Review & Renew for 2022: Resolutions, Goals, and Words of the Year. 

That said, we’re five full months into the year, and we may not have accomplished what we’d hoped. June is still a few days away, but if we’re not careful, if we’re not intentional, July 4th will be here in the blink of an eye. The week after the July 4th holiday is usually spent recovering from either revelry or obligatory travel to relatives. The heat of the summer builds up and our motivation wears down, and then suddenly it’s August.

For European friends and colleagues, life comes to a stop in August and entire nations turn their backs on toxic productivity and go on holiday. On this side of the Atlantic, we trudge on, working on what we must and shocked at the brevity of weekends when there’s fun to be had at barbecues and pool parties. And then there’s a shocking moment when someone asks what we’re doing for the holiday and Labor Day is one flip-of-the-calendar away!

To Paper Mommy‘s chagrin, my father was right. By the time the smoky scent of the fireworks retreats on July 4th, it’ll be a merely blink, two at most, and summer will be over.

But it doesn’t HAVE to be that way. We can take our summer back. We have 98 days from Memorial Day to Labor Day. What if we make a pact to make some of our plans, perhaps even actual dreams, come true?

UNDERSTAND WHY THE SUMMER DISAPPEARS SO QUICKLY

Way back in March 2020, in Does Anybody Really Know What Time It Is? 5 Strategies to Cope With Pandemic Time Dilation, I talked about how the oddness of the COVID lockdown made us lose track of time. I compared it to how in the first few days of a vacation, we’re hyper-aware of the strange stillness of not abiding by our usual and strict minute-by-minute schedules. But by a while into the vacation, we let our guards down and allow ourselves to drift off into the seductive haziness of having too few obligations.

If your work has “summer Fridays” or your kids don’t have scheduled activities (camp or lessons or clubs), you likely know what it’s like when summer makes your schedule feel more amorphous. Mealtimes, bedtimes, worktimes…summer time, in general, lacks structure.

When we aren’t careful about adding structure, we sink. (And while most TV-viewing GenXers have been shocked by how little literal quicksand we encounter in our 21st-century lives, we’ve nonetheless found that summer, like a mini-version of our early pandemic lives, causes us to sink into a malaise.)

MAKE YOUR SUMMER SCHEDULE SERVE YOUR GOALS

What I said in Struggling To Get Things Done? Paper Doll’s Advice & The Task Management & Time Blocking Virtual Summit 2022 is still apt. While much of that advice was envisioned for accomplishing things when there’s too much going on in your life, it’s surprisingly useful when the summer’s vagueness and low expectations melts our brains and our aspirations.

1) Put structure in your life. 

Create daily rituals so you have a real sense of the start and end of your workday, and develop buffer habits so your brain gets the same benefits of a commute even if you’re walking around the block instead of driving to work while listening to your favorite podcast.

Time block to create boundaries in your day. By blocking off specific times in your schedule for overarching categories (passive work projects, creative/active work projects, self-care, self-education, entertainment) you’re guaranteeing that there’s a place in your schedule for each. Knowing this gives you a sense of security, a system upon which you can depend. 

Someday is not a day on the calendar. Whether you schedule 15 minutes in the morning or two hours on each weekend day or a chunk of time on Tuesdays and Thursdays, nothing gets done unless you assign a place for a task or behavior to live (in your schedule). For help, revisit:

Playing With Blocks: Success Strategies for Time Blocking Productivity

Highlights from the 2023 Task Management & Time Blocking Summit

Surprising Productivity Advice & the 2023 Task Management & Time Blocking Summit

2) Enhance novelty.

During the summer, the weather tends to offer a delightful and dreamy sameness. With the exception of rain, the weather tends to offer little variance. The temperature tends to be the same, daily, and it requires fewer precautions on our part. So, we have to create opportunities for novelty.

If you work from home, especially on days where you don’t have to Zoom into a meeting, work at least a few hours a day from a different venue. Set up on the patio or your balcony before the day gets too hot. A friend often posts a photo of his laptop balanced on his outstretched legs in a hammock! Even moving to a different area in your house with a different view from the window can refresh your energy and give you the spark to tackle new opportunities.

Don’t stop with work. Make a point of eating different foods the usual, and consider dining al fresco in your backyard. Without a lot of advanced effort or admin, invite friends over to picnic after dinner without planning. They bring their meal, you eat yours, and maybe you share, but the point of the conviviality (beyond the loveliness of their company) is doing something different.

Author Laura Vanderkam‘s Tranquility by Tuesday: 9 Ways to Calm the Chaos and Make Time for What Matters, has a good handle on overcoming the sameness of our days.

As a result of her research on the tracked time use of 150 of her study participants, Vanderkam posits that to get out of the ruts our lives inevitably fall into, we need more novelty, texture, and richness in our time and our tasks.

I’ve talked about Vanderkam’s nifty idea before. She encourages people to identify one “big adventure” (lasting perhaps half a weekend day) and one “little adventure” (lasting an hour) each week to introduce novelty. Why? As Vanderkam noted, “We don’t ask where did the time go when we remember where the time went.” 

As @LauraVanderkam noted, *We don't ask 'where did the time go?' when we remember where the time went.* Share on X

3) Create vivid sensory clues for the passing of time!

You’ve heard this from me before. Go analog!

Digital time just doesn’t provide the same sense of the passage of time as analog wristwatches and clocks. You don’t have to chuck everything out, though.

Identify which of your digital clocks you can change to an analog appearance.

• Car — This weekend, I couldn’t figure out why my car was playing a podcast over Bluetooth when my phone was plugged into the charger. (Short answer: the charging cable worked fine for charging but decided not to be helpful for CarPlay. Apparently, that’s a thing that happens.) But while I was trying to figure out what the heck was wrong with CarPlay, I tapped on literally every function on my Kia’s screen. And I learned that the default screen has ALL SORTS of different display options, just like you can change the wallpaper on your phone. And one of those options let me me change the default screen to an analog one.
• Trackers — For example, my FitBit has multiple clock faces, from plain digital to an avant guard look to a lovely, old-fashioned analog clock face.
• Phones — Android phones allow you to change your lock screen from digital to analog easily. Things are a little murkier on the iPhone; the clock app icon is a working analog clock (Yes, really! Watch the red second hand sweep the clock face), but the lock screen stays digital. Sigh. 

Invite physical analog clocks into your space to make the passage of time more visible and real, and shake up your relationship with time.

4) Remember self-care! 

It’s no secret that I’m not a morning person, but it’s only been in the past few years that I’ve learned that our bodies need daylight in order to set our internal clocks to that we’re able to sleep at night. (This explains so much!) So, while there’s more daylight in the summer, it does you no good if you’re stuck inside your office or home and toiling away, missing it. 

At work, your fellow staffers may take advantage of smoke breaks. (Ugh.) That’s paid break time of which you may never have availed yourself. So try it. No, don’t smoke (seriously, don’t), but take the break time and go outside. Here are some good moments to take a fresh-air-and-sunshine break:

• When you’ve come out of a meeting
• If you’ve just finished a virtual call on Zoom or Meet or Teams
• When you make three mistakes in a row. Everybody makes booboos, but if you mis-speak three times, or get confused about a concept, or just have a series of oopsies, that’s a sign that your brain is getting fuzzy and you need to refresh.
• If you’re angry, frustrated, hurt, or disappointed. There’s a reason the “Taking a stupid walk for my stupid mental health” TikTok trend has become so popular. It works!
• When you’ve just finished a chunk of deep work. Whether you’ve done a series of 25-minute pomodoros and are ready for a longer break, or you’ve tried the 52/17 Method and you’re ready for 17 minutes of sunlight, get the heck away from your desk. (More more on this, re-read Frogs, Tomatoes, and Bees: Time Techniques to Get Things Done.)

You also need sleep (aim for multiples of 90 minutes, so try 7 1/2 or 9 hours rather than your usual eight) to make sure you’re getting complete REM cycles.

Remember exercise. Whether it’s gentle yoga or power cardio, your body needs strong muscles, flexibility, and stamina.

Hydration and good nutrition are also essential. And no, this isn’t a wellness blog. But all of these things require good organization and management of your time. Set an alarm on your smartwatch or use an app to remind you to drink water. 

5) Take a Technology Break, or a Few 

Our dependence on technology can prevent us from noticing the real world all around us and the passage of time. I’m not saying to send letters by carrier pigeon instead of using email or scribbling numbers on the wall instead of using a spreadsheet. (Though it might be neat to receive a letter via the Owl Postal Service in the Harry Potter books!) But consider some options for reducing your dependence on tech when it’s not serving your productivity needs.

Keep the phone out of your bedroom. You’ll be less likely to doom scroll into the wee hours, and the blue light of your device won’t wreck your ability to fall and stay asleep.

When you do wake up, don’t grab your phone right away. Instead, do something intentional that will help you achieve your goals for making these hazy, crazy days of summer something more productive (or relaxing or dream-fulfilling). Why not:

• Meditate or explore silent devotion?
• Read a few pages of a real book?
• Visualize your goals for the day and embrace some positive affirmations?
• Get moving? Do some yoga stretches, go for a brisk walk, or do a short workout, or any tiny movement that won’t feel like labor but a nice blip of activity!

Start your day calmly and in control so you have a much better chance of achieving whatever it is you’d like to do with your summer.

When you’re working (or playing), keep your phone in your drawer or your bag. You’ll be distracted and interrupted far less often, allowing you to focus on what you’re doing and get into a flow state.

And maybe consider a digital detox where you put your gadgets and gizmos away after a certain time in the evening, or a technology sabbath where you eschew those pings and whooshes and curated feeds for 24 hours a week.

IDENTIFY WHAT YOU WANT TO ACCOMPLISH THIS SUMMER

Only you know what you want to achieve this summer. Once you’ve got an overarching goal, you can consider how you’ll implement it in small, manageable ways.

Write a book? If you do want to write a book, check out the sixth year of acclaimed author Jami Attenberg‘s 1000 Words of Summer challenge. It provides accountability and motivation for getting a jump start on your writing. And maybe you could follow it up in November with NaNoWriMo?

[Editor’s note: Jami’s series of challenges led to the 2024 release of 1000 Words: A Writer’s Guide to Staying Creative, Focused, and Productive All Year Round