Time is an interesting and unique thing. On macro level of years it seems like we have so much time while on micro level of days it feels like there is always not enough time. It always flows forward and at same sped. We can count time and measure time, but we cannot control time in any way. Yet, somehow we’ve decided that we can manage time.
What’s wrong with time management
“Manage” means “be in charge of”. How can we manage something we have no control of? We can’t. So what we try to manage is time when we work on specific task. Basically we estimate a task and then find a slot in a day which fits the task. While doing this we try to occupy each and every bit of time available in a day.
I see two fundamental issues here.
One is that estimate is just a guess and we’re very bad at this. Not only a task may actually be more complex or difficult therefore require more time, but also same task can take different amount of time depending on our focus and mood.
Secondly by not leaving a margin between tasks we leave ourselves helpless when we need more time to finish a task. We have tasks because we have commitments. A typical move in such a situation to meet those commitments would be either have to work overtime or do a crappy job on some tasks. Both options lead to stress.
Instead of trying (and failing) to keep up with time, master your attention – the ability to choose when, and on what, you do (or don’t) concentrate.
What is attention management
Attention on the other side is about choosing when and on what you do (or don’t) concentrate. It is about ability to put yourself in a state of mind which suites the task you want to work on. Or the other way around, picking the tasks during the day which suite your ability to focus on them. I bet that in real day it’s a combination of both.
Attention is not isolated from the time. At the end of the day we need specific kind of attention during specific amount of time to handle our tasks. So things like task estimates and time blocking aren’t going anywhere. We just need to shift from idea of time management to attention management as a foundation of efficient work.
What attention states are there
During the day we can be in different attention states. In general those can be divided into four buckets. Each bucket has its unique attributes based on which it fits best for specific kind of work.
Reactive state is when we’re surrounded with different kinds of distractions and have to react to them. Usually this means that we’re in environment which generates a load of interruptions such as having app notifications, colleagues stopping by your desk for a quick chat, feeling hungry, wanting to finish watching some entertainment video, your child interrupting you, etc. We may be able to focus only for a short periods of time. In such attention state we should aim for tasks requiring minimum focus.
Focused state allows us to work on important tasks in longer time slots keeping high concentration. It would be great if it was easy to switch to it. Unfortunately in reality we need to shelter ourselves from interruptions by fighting with environment we’re working in. It takes effort and discipline to step into focused state.
Mind wandering is basically about embracing present moment and letting a mind to process almost on autopilot. This state happens when we’re in activity completely opposite to active working. It happens during exercising, driving, shopping, just sitting and observing nature, etc. It’s important to give your brain time to wander instead of trying to actively squeeze result from each and every moment in a day. Whenever you’re stuck on some problem for hours or even days, you probably need to pause active work and let your mind to wander. Oftentimes brain will find a solution or hint for you once it is in free dive.
Flow state is the deepest of all states. It requires a combination of deep personal interest, challenging task, and high motivation to get it done. The task needs to be exciting for you personally. Only then magic happens: your brain truly focuses at the task at hand and stops reacting to distractions as if they don’t exist. It’s that moment when hours pass by and you remain fresh and energized.
How get most out of attention states
During the day we have different types of work which requires different attention states. We need to understand how to create proper states and how to juggle when things don’t go according to the plan.
Working on strategic goals is nearly impossible in reactive state. On other hand it’s fine for low intense tasks and it’s wise to use it this way. Suppose you procrastinate during reactive state. Then what? Those low focus tasks are still there and you’ll have to spend your other states to take care of them. I bet being in focused state you’d rather work on your goal instead of processing emails.
So pick tasks according to your current attention state. Even better would be to put yourself in needed attention state by controlling or changing your environment and embracing your natural ups and downs in ability to focus during different hours.
I just scratched the surface of attention management. I hope that you’ve got interested and curious. Take your time to think about this, research this topic further, and give it a shot.