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Archive for the ‘Business’ Category

Tuesday, May 15th, 2018

The (10 +2) x5 Rule?

by Rebecca Shafir, M.A.CCC Personal Development and Executive Functioning coach at the Hallowell Center MetroWest  

A February 2017 Inc. Magazine article by Dan Scalco titled Four Ways to Stop Procrastinating Right Now provided some helpful tips for managing procrastination such as creating false (earlier) deadlines, donating $5 to a charity for every hour you waste, and moving tasks to the afternoon if you idled away your morning. His first suggestion, however, was the (10 +2)x 5 rule.  This process reportedly makes a work task “less intimidating.” The (10 +2)x 5 rule goes like this: do 10 minutes of focused work with a 2 minute break and to repeat this interval 5 times which results in 50 minutes of work. The (10 +2)x 5 rule will keep you on your toes, but it is flawed.

This rule feeds your distractible nature and discourages concentration on a task. The (10+2) x5 rule may come in handy for folding laundry or doing yard work, but not for work that requires analysis, processing, or integration of complex information. Here’s why:

  • As clock ticks closer to minute #8 there’s the tendency to start looking forward to the break or rushing the work to beat the clock, again wasting time.
  • If most of your work involves the computer, your 2 minute break will likely be spent on the Internet or on your phone (Good luck keeping those breaks to 2 minutes!).

The (10+2) x5 rule also assumes that you will make nice, clean transitions from the break to the task. Unfortunately, research shows that your brain will continue to reflect on the entertainment from break time for at least a few minutes before you can steer your concentration to the task. Therefore, if you factor in transition time, time needed to re-engage in the task, and time anticipating your break you may end up flipping those numbers – it’s more like 2 minutes of work and 10 minutes or more of break time!

A better system is to keep your phone and any other controllable distraction in another room. Allocate 30 minutes of work and 5-10 minutes of a break. Do that interval 5x and you’ll get close to a good 2 hours of work. Make your breaks screen-less – a brisk walk or some stairs will make the mental transition time shorter. Physical exercise will help you process the portion of the task you just completed, improve your focus and your attitude about the task you’re trying to complete. This (30+10)x5 is much more productive way to get things done.

Just as there are different brains, there are different ways to avoid procrastination. To learn more and to come up with a system that works for you, contact me at Rebecca@MindfulCommunication.com

Tuesday, May 8th, 2018

Your “Guy In The Basement”

by Rebecca Shafir, M.A.CCC Personal Development and Executive Functioning coach at the Hallowell Center MetroWest

Several years ago at a National Speaker’s Association meeting, I heard a motivational speaker who planted a metaphor in my mind that I’ll never forget. He described a friendly fellow somewhere between our conscious and subconscious, who works mostly behind the scenes and is loyal to the core. He is, figuratively, your Guy In The Basement, your GITB.

Your brain’s CEO, located in the penthouse (your prefrontal cortex), orders the GITB to dig up information, and deliver the data for the CEO to synthesize and execute. For example, when the CEO is trying to recall the name of your 6th grade teacher, he directs the GITB to do a search, and a few minutes later the GITB runs up the stairs to the CEO and announces: “MRS. CRUM!”  Although it may take awhile, your GITB is good at retrieving data.

The GITB also loves autonomy. He likes to scan your existing knowledge base, integrate anything in view that is novel and shiny and interrupt your deep work (including your sleep), to proclaim his findings. Be kind to your GITB; he is always at work. But he is impulsive, gets bossy when restrained and has no sense of time.

Instead of getting mad at your GITB, shutting him out and blaming him for all your unfinished deep work, let him get his ya-ya’s out. When you’re working on a task that requires a lot of focus, have a pad of paper handy to capture ideas that your GITB sends forth. Keep a notepad at your bedside for his middle-of- the-night revelations. He’ll quiet down once he’s been heard. You can come back and elaborate on those ideas later. If he just can’t settle down, take your GITB for a walk. Remind him of your goals, problems you’d like to solve, or visions you have for your project. After the romp, your reliable GITB will gladly hunker down with his new orders, mind his own business and get to work, giving you the peace and concentration you need to do your CEO thing.

Let me help you manage distractions, get things done well and on time! Contact me at Rebecca@MindfulCommunication.com

Sunday, April 29th, 2018

Make Attention Training a Habit

by Rebecca Shafir, M.A.CCC Personal Development and Executive Functioning coach at the Hallowell Center MetroWest

Jordan, a student in a major entrepreneurship program in Massachusetts, had a rough first semester. He has trouble sustaining attention for the necessary and “less interesting tasks” that require planning, prioritization and writing. Like many entrepreneurs, Jordan reports having ADT (Attention Deficit Traits) and possibly ADHD. He recognizes that weak attention can mask the positive traits associated with ADHD and, consequently, affect his success in a startup (smart boy!). Jordan wanted ways to strengthen attention and focus.

I suggested several non-medication approaches known to enable improved attention. But these methods (exercise, better sleep, etc.) prepare the brain to perform at higher levels. What’s also needed is practice paying attention. Attention is like a muscle; it takes regular practice to develop. It behooves every serious student or entrepreneur pinged by chronic distractions to practice attention control on a daily basis. Every day set aside 30 minutes to an hour to pump up that attention muscle:

  1. Find a place with little or no distractions. Read an article or two and write down the major takeaways and how you might use the information (see my April 2018 MCM newsletter for more details). When you notice your thoughts straying to a new idea, jot down a key word regarding that new idea for later and return to your reading. How frequently you stray doesn’t matter. What matters is how often and how quickly you get back to the task.
  2. Attention training is a form of self-defense. Our control over our attention protects us from the ravages of distraction. Sign up for a martial arts class that will challenge your attention and concentration. It’s worth checking out different schools to be sure that aspect is a high priority. As a martial arts student and instructor, I know that this kind of training is one of the very best ways to hone extreme focus.
  3. Take up a musical instrument (I practice piano); learn chess or poker; memorize a prayer or an inspirational passage.

Your attention control is the most critical resource in your entrepreneur toolbox. Pump it up!

Need more help with concentration and focus? Getting things done well and on time? Contact me at Rebecca@MindfulCommunication.com  

Monday, April 9th, 2018

Managing Your Time: Hey Big Spender! Part 3 of 3

by Rebecca Shafir, M.A.CCC Personal Development and Executive Functioning coach at the Hallowell Center MetroWest

In my previous blog on Managing Your Time, I urged you to look at “time” as you do “money.” I invited you to assign a dollar amount to each work task in your day. By the end of the day, ideally, if you did everything on the list, you’d figuratively earn a day’s pay. If you slacked off instead, it would reflect in your bottom line. In this blog I’m suggesting you think of every minute of your workday as a dollar. Periodically throughout the day, ask yourself: Am I wasting or saving time right now?

Time is more precious than money. There are many similarities: they are limited, have value, and are measurable. If you viewed your time this way, you might be shocked to see how much better you are with your money than you are with your time. The difference between the two is that you can earn money back, but not time.

Consider viewing time spent playing video games, surfing social media, consenting to interruptions, and worrying as “throwing time” out the window. If you “throw out” an average of four hours a day ( 240 minutes) with every minute at $1, it’s $240 lost a day, x 7 days is $1680 a week out the window! Would you throw $1680 out the window every week? Hell, no! If you’re conservative with money, thinking of “time as money” is a great way to think twice before you act.

Need some extraordinary ways to manage time? Let me know. Rebecca@MindfulCommunication.com

Friday, April 6th, 2018

Managing Your Time: What is Your Day Worth? Part 2 of 3

by Rebecca Shafir, M.A.CCC Personal Development and Executive Functioning coach at the Hallowell Center MetroWest

If money drives you, think about placing a dollar amount on your day equal to the effort and efficiency you put forth. This is one of my clients’ favorite strategies for enhancing productivity and assessing their performance at day’s end.

For example, imagine a day where you put forth your 100% personal best. What dollar amount might you tag to a day like that? $1000, $5000, $10,000? Let’s say $5000.  A $5000 day  assumes that every task on your list gets done, done well and delivered. The next step is to assign, according to the time needed per task, complexity and priority, a dollar amount where the maximum total for the day = $5000. For example:

  • refining a clear description of your business model = $500
  • making 5 cold calls to prospects = $1000
  • clearing your desk and planning your schedule for the next day = $1000
  • sending out the three proposals you’ve been putting off = $2500

Therefore, accomplishing all these tasks would earn you your max for the day ($5000). Consider attaching greater dollar amounts to the most undesirable, but essential tasks on your list.

At day’s end ask yourself : What did I pay myself today? What did I earn? $500, $2000? $4500? Where did I jip myself and how can make more tomorrow?  You can also use a self-rating scale from 1 (total slacking) to 10 (personal best) and resolve the next day to beat the previous day’s rating. If you easily made your quota, perhaps your allotments per task are too generous, or you can fit more into your day and pay yourself more.

Let me know how this works for you! Need help being productive in extraordinary ways? Contact me at Rebecca@MindfulCommunication.com.   

 

Sunday, March 18th, 2018

Overwhelmed and Under-delegating?

by Rebecca Shafir, M.A.CCC Personal Development and Executive Functioning coach at the Hallowell Center MetroWest

As a leader, delegation is an essential skill for maximizing productivity and managing stress when workloads are large and deadlines are tight. The problem is, many entrepreneurs wait too long to entrust others. This is often where “delegating” gets its bad name.  When you are stressed out you are likely to delegate poorly. Here are a few ways to pass along tasks with greater success:

  1. Start letting go. Create a list of tasks that rank from “can’t/won’t let go” and “can let go.” Get comfortable with passing along the latter list – the routine, low risk tasks that eat up hunks of your valuable time. Eventually, this move will free up time to train others to take on some tasks from the former list, so you can focus on what you do best.
  2. Think about delegation when hiring. Don’t wait for disaster to strike. When you interview candidates it’s good to choose a few players who are fast learners and flexible within a job description. Know each individual’s strengths, weaknesses and range of skills.
  3. Be specific with your instructions. A most common delegating mistake is assuming your “delegatee” understands the task and the outcome. Make the instructions as simple and clear as possible. Some people do better with written vs. oral instructions. Show an example of the ideal outcome. Be clear about deadlines. Avoid having to hover and re-do tasks because of mindless communication.
  4. Hire a competent student. If money is tight, advertise for a “Girl or Boy Friday.” These persons can be low cost interns who just want to shadow or hang around a startup. They are often quite capable (see #3) to take on personal, household and low priority workplace tasks that can save you an immense amount of time.

Delegating is not easy, but often necessary. Think of your time and energy as valuable commodities. From a cost savings perspective (do the math!) it’s cheaper to pay someone less to do a job that costs you more.

Having trouble letting go and getting things done well and on time? Perhaps some Core Four Coaching is in your future. Contact me at Rebecca@mindfulcommunication.com

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