Established in 1994 ScHARR's Information Resources team has established itself as a key national player in providing information support to health technology assessment and health services research. The team is made up of professional, highly trained Information Specialists who are involved in the forefront of research, teaching, support and development. This is our blog where we talk about the diverse work we do: #Teach #Research #Search #Support
Over the last year I've (Andy Tattersall) created over 50 videos to help researchers, teachers and students leverage the power of the web and mobile apps better. The two series; ScHARR Research Hacks and Apps for Higher Education are now available to download or play directly from the iTunes Store. For a taste of a Research Hack video see below. ScHARR Research Hacks on iTunes U (Link takes you to iTunes) Apps for Higher Education (Link takes you to iTunes)
To consider how being constantly connected through computers and mobile devices has encroached on our working lives, consider the experiment about the frog in a pan of boiling water.
A frog in a pan of cold water that is gently heated will not realise it’s boiling to death if the change is sufficiently gradual. In the same way, the web has affected our attention span and so our productivity – slowly but surely the heat of distraction has increased as decades of internet evolution has added email, websites, instant messaging, forums, social media and video.
Striving to manage technology better or wean ourselves off from distractions such as social media updates or emails can be very hard, if not virtually impossible for some. It requires serious willpower.
Lock-down
What’s the answer for today’s organisations – lock-down and block, and risk restricting access to genuinely useful content and services? Blocking and locking-off parts of the web can only hinder progress and innovation, or by reacting to slow to change and innovation as seen in the NHS can have a negative impact on technology uptake, especially now the internet is now made up of things.
If we are to advance knowledge, it’s essential to have access to the full gamut of content online. Whether that’s to study the effects of pornography on society or for a student’s private consumption, we have to be mature about this, there is some content on the Web that will always be demanded. In fact the government’s efforts to deal with online pornography has led to the over-zealous use of internet filters. Dumb filters performing keyword filtering inevitably led to legitimate sex education websites being blocked.
Procrastination is not new and there will always find new and inventive ways of putting-off work. But there are means to help tackle that distraction, if only for some rather than all of the time.
And yet, despite the volume, it doesn’t slake your thirst.SparkCBC, CC BY-SA
Eat that frog
The problem with digital distraction is often starts from the first moment we sit down at our desks, or even before we’ve got there. Once we open our email we are drawn into conversations, questions and broadcasts. The more emails appear, the more we feel compelled to deal with them.
A useful solution involves that frog again: we all have tasks we ignore and delay, nagging away at the back of our minds. We have to complete these tasks, so why not start your day by doing just that and eating that frog: instead of checking frivolous updates and emails, tackle an important task that’s hanging around first thing in the morning.
The Pomodoro Technique
The popular Pomodoro Technique, which suggests using 30 minute time slots for a single task, followed by a break, can be helpful in dedicating time to specific projects. Another way to reign in distraction is to create lists or use time management apps like 30:30 or Wunderlist. These help set up a structured pattern to the working day, which is especially useful if you need to use social media professionally but also need to carve out time to get other things done.
Meditate
Meditation and mindfulness has gained much attention in the last couple of years, such as Andy Puddicombe’s popular Headspace imprint. In a busy office this offers a sensible solution to problem of losing focus. Just five minutes meditation could help quiet the mind and return focus to completing the current task. Various studies have highlighted the benefits of meditation and mindfulness on a digital worker’s productivity, and general happiness too.
Create an alternative productivity calendar
Paper diaries are still often used, if less so with the modern proliferation of electronic alternatives. These often dictate the modern worker’s routine, so much so that they fill in the spaces with fractured and incomplete tasks. Another solution is to create a personal online calendar to overlay a work calendar. By scheduling everything, from checking social media and emails to family time and free periods, it’s possible to make better use of the time you have.
There comes a time to cut back on things that aren’t good for you, whether that’s food, drink, or social media. We realise that seeking distraction from our daily tasks is not healthy, especially if we can minimise it. Professor Steve Peters has helped many high-profile sports stars control this impulsive, emotional part of the brain – something he calls the “chimp brain”. The easiest way to do so is not to feed it, for example, by not opening email. But finding a happy medium between restriction and necessary use is not easy.
Some have tried to constrain email and its effects on the workforce by turning it off for set periods. In Germany there have been calls to prevent companies from contacting employees out of hours. While this is fine for those working the nine-to-five, this no longer applies to many for a variety of reasons, some personal, some due to the nature of the work.
Self-management tools are a better option. For Google users there is an app called Inbox Pause which does just that, preventing new email distraction. There’s also restrictions for email on mobile devices that only updates when connected to known work or home networks – which means less chance of compulsively checking while out and about or on holiday.
But all of these require commitment, and like any lifestyle modification there has to be a willingness to change. Technology will continue to embed itself within our lives at home and at work, especially the use of smartphones. So if we feel the need to reign-in the distractions, whatever app or technique we choose to help us, it hinges on our own self-discipline.
ScHARR Information Resources Group are currently advertising for an information officer post to participate in the running of our health research information service, specifically undertaking document supply duties. If you are interested in this post, please see the further details here.
OK, so this doesn’t have anything specific to do with libraries, information or health, but creating a space in which we can comfortably work and concentrate is important to all of us. The following are just a few tips I’ve picked up along the way - mostly from colleagues, the Internet, courses I’ve been on etc. Not everyone works in the same way, so more than anything I’d encourage you to take some time to think about your working environment and how you might be able to improve it to suit your needs. It will make you more effective in your job, but more importantly, it will increase your sense of wellbeing. Oh, and here's a picture of a cat having a snooze - because cats know how to relax!
Or incorporate more walking into your daily routine. This helps to energise you for the day ahead and can help to clear out the mental cobwebs, especially if you’ve had a stressful morning or you anticipate a hectic day at work. You may even find yourself planning how to tackle your day, giving you a head start when you do arrive at the desk.
If you’re juggling a lot of different projects, make a plan and consider blocking out portions of time in your calendar. This can help you to prioritise and focus on one task at a time.
Tackle problematic jobs early on in the day
You know that really annoying/tricky/confusing job you keep putting off? Just do it! By starting the day with something difficult, you feel a real sense of achievement and your motivation for the rest of the day might even increase.
Clear your desk regularly
And get into the habit of only having paperwork which is relevant to what you’re working on right now on your desk.
Manage your email, rather than letting your email manage you...
Some people use their inbox as a kind of electronic to-do list, which is absolutely fine. Regardless of how you utilise your inbox, you will benefit from having a good clear out - unsubscribing from unwanted emails, sending certain items straight to the bin or to a specific folder. This was a single defining moment for me in my current job, where the emails come thick and fast! I still see anything which is addressed directly to me, but a large bulk of my emails are now organised in such a way that I can go to it at a time which suits me. If you want to take your inbox management a step further, you could consider installing the Gmail Pause button (http://inboxpause.com/) or just closing your email down when you need to concentrate on something.
Get out on your lunch break
For mental clarity, exercise, fresh air, stress relief… The benefits are endless and your desk will look a lot more appealing when you get back to the office!
Get some headphones
If you’re able to listen to music (or the radio) whilst you work, why not invest in some good quality headphones and see what a difference it can make to your mood and productivity? Many people can’t concentrate whilst listening to music, in which case you could consider listening to nature sounds or something else without lyrics/talking.
Find a space/room outside of your office…
...where you can read and do other work-related tasks which don’t require sitting in front of a computer. Getting away from your desk can really help to focus your mind and decrease the amount of mental clutter which comes from being in the same place for the entire working day.
Get away from your desk regularly throughout the day
Most of us do this anyway by necessity - tea making, visits to the toilet, nipping to see a colleague etc. But if you find yourself without any particular need to get up from your desk, just get up and have a walk around. Maybe nip out for a bit of fresh air if you can. Your body and mind will thank you for it.
Do some gentle stretches/desk yoga
Sitting down for long portions of time will make your body and mind cease up. Just lifting your arms up over the back of your chair can help to ease any tension and help you to feel more comfortable. There are many gentle exercises you can do at your desk - just Google ‘desk yoga’ for some ideas - or see the link at the bottom of this blog post.
Have some non-caffeinated hot drinks to hand
For those moments when you need to feel soothed but don’t want another cup of tea/coffee.
Finally…
If you’re particularly prone to feeling stressed, remind yourself daily that you are only one person and that there is a limit to what you can achieve in a day. Stressing will never help - giving yourself a break will relax you and help you to focus on the things which are at the top of your to-do list.
