🏁 Productivity
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Aug 19, 2024
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8 min read
Post Covid, many of us have chosen a remote lifestyle, meaning working and having the office at home. On paper, it's ideal: no commuting, tranquility, better organization... But in reality, it's much harder to manage than expected. Between distractions that lead to procrastination, difficulties in setting and maintaining boundaries between personal and professional time, and professional overflow into family life. Help!
We're not experts, but we know what it's like to work from home. At Jomo: no offices, it's 100% remote. So it has its advantages but also its drawbacks. That's why today we've decided to share with you the best methods we've found and tested to turn your home into the REAL office of your dreams.
The Challenges of Remote Work
Yes, working from home is pleasant, but at the same time, it's almost a skill in itself. Yes, the skill of being able to concentrate all day, resist various temptations and distractions, respect your living space as your workspace... And doing this every day of the year: it ends up being exhausting. Because yes, remote work is far from being a walk in the park:
Distractions: At home, there are more distractions (family, household chores, etc.) that can hinder concentration.
Organization: Managing your schedule without direct supervision can be challenging for some, requiring good self-discipline.
Isolation: The lack of social interactions can lead to feelings of loneliness and social isolation.
Communication: Communication can be less effective remotely, with fewer informal exchanges, which can harm team cohesion and task understanding.
Blurred boundaries: It can be difficult to separate work from personal life, leading to overwork and mental fatigue.
Rest time: Without commuting, the transition between work and leisure time can be less clear.
Performance tracking: It is more complex for managers to monitor employee performance and engagement remotely.
Motivation: Keeping remote employees motivated can be challenging, requiring new methods of recognition and motivation.
All these factors can ultimately have a serious impact on our mental health and, consequently, on our productivity. Not good for us, nor for our job!
The Best Methods for Thriving While Working Remotely
Of course, this list is not exhaustive—we had to make some choices. But it will give you a starting point. Feel free to complete or modify it according to your preferences and needs!
🔐 The "Time Blocking" method
We want to do a lot of things, but once we get started, time flies by and the tasks just stagnate! The reason behind this is simple: since we often underestimate the actual time we need to complete a specific task, it ends up spilling over into others. Consequently, some tasks are completely set aside.
“The key is not to prioritize what's on your schedule, but to schedule your priorities.” —Stephen Covey
The Time Blocking method is a time management technique that involves dividing your day into specific time blocks, each dedicated to a particular task or activity.
Advance Planning: Each evening or at the beginning of each week, take a moment to plan the upcoming days.
Set Priorities: Identify the most important and urgent tasks you need to accomplish.
Create Time Blocks: Allocate specific periods of the day to these tasks. For example, you might decide to dedicate 9 AM to 11 AM to an important task, 11 AM to 12 PM to meetings, and so on.
Include Breaks and Personal Activities: It's also important to schedule time for breaks, meals, and other personal activities to avoid burnout.
Stick to the Time Blocks: During each time block, focus solely on the planned task. Avoid distractions and try not to exceed the allotted time.
Adjust and Evaluate: At the end of each day or week, evaluate what worked well and what could be improved. Then, adjust your time blocks accordingly for the next planning session.
🍅 The Pomodoro Method
Symbolized by a tomato, the Pomodoro technique involves breaking your work time into several intervals, separated by brief breaks. At first glance, it might seem a bit contradictory to take a break when you're looking for a method to be more focused... But actually, think again, a good break equals good productivity.
Nothing too complicated. To start, you need to set simple and clear goals that you feel you can accomplish in 25 minutes. It's best to list them on a physical note or use apps like Reminders or Notes.
Next, take a timer and set it for 25 minutes. Start working. Once the 25 minutes are up, take a 5-minute break. Ideally, stay away from screens: have a snack, do some stretches, water the plants, or relax outside.
Once these 5 minutes are up, take your list, reset the timer, and start again for 25 minutes. Repeat this process 4 times (4*25 minutes), then after the 4 sessions, take a longer break of 15 minutes.
"A Pomodoro cannot be interrupted: It signifies 25 minutes of pure work. A Pomodoro cannot be divided: Half a Pomodoro does not exist." —Francesco Cirillo
Studies show that this method makes a mountain of work more manageable. Knowing that you are allowed a short break after a long period of concentration helps set clear rules for your brain. Since it knows it is entitled to a break, it won't try to avoid the effort at all costs!
If you're having a bit of trouble at first, there's a great article by ToDoist that explains how to get started. A real goldmine 🤌
🚨 The Eisenhower Matrix
One of the biggest problems when you need to get started is knowing where and how to begin. Everything seems urgent, important, and needs to be done immediately... So, how can you bring some order to all these tasks, focusing only on what's truly important and eliminating distractions? If you're curious to learn more, we've discussed it in detail in this article.
To start, draw a matrix of 4 squares (like below). For each of these squares, there are specific rules. Next, take your tasks and sort them according to the matrix. Once that's done: the top left square (DO) is for urgent tasks. The rest can wait.
It's undoubtedly Cal Newport, author of numerous productivity books — all of which come highly recommended, who sums up the situation well with one phrase:
“Clarity about what matters provides clarity about what does not.” — Cal Newport
There's no need to try to do everything at all costs. You're better off admitting that you can't handle it and adjusting your working method and schedule to match your actual abilities.
🎯 Set S.M.A.R.T Goals
Don't leave with 4500 tasks and a mountain of things to do on your mind. You certainly won't manage, and you'll feel discouraged or even disappointed. And what could be worse than those feelings to make you want to start again later? Instead, you can set "S.M.A.R.T" goals.
No need to start an overwhelming to-do list. Instead, you can use this method to better structure your tasks, ensuring that you're capable, have the time, and will be able to accomplish them! Here's how to set SMART goals:
Specific: The goal must be clear and precise. Instead of saying "I want to be fit," say "I want to run 5 km without stopping."
Measurable: You should be able to track your progress. For example, "I want to lose 5 kg in 3 months" is measurable.
Ambitious but Attainable: The goal should be ambitious yet achievable. It should push you to surpass yourself without being out of reach. For example, "I want to increase my sales by 20% in 6 months" strikes a good balance between ambition and realism.
Realistic: The goal should be achievable given your resources and situation. For example, "I want to read 10 books in 2 months" is realistic if you have free time.
It must have a deadline for achieving the goal: For example, "I want to learn the basics of programming in 6 months."
🔒 Block Distractions (especially the phone!)
One of the well-known enemies of our productivity is our phone: with calls, messages, notifications, and social media, it’s easy to be tempted to spend a few minutes here and there on it.
Except that, according to studies, a brief interruption like this makes us lose an average of 23 minutes. Because once you're distracted, your brain has to start all over again (that "where was I?" moment might sound familiar, right?).
So to avoid creating real time black holes, we suggest installing an app blocker right away! For that, you’ve got the most comprehensive iOS app, Jomo, available for free on iPhone, iPad, and Mac.
You don’t need to be a phone pro; everything is designed so you can easily regain your time and focus with just a tap. Check it out—we’ll show you everything:
Download the Jomo app. Go to Rules > Sessions > Templates.
Tap on "Rules."
Select the apps you want to block, then tap "Start."
That’s it — yes, really. See? That wasn’t hard!
🌙 Cut it Off When the Day is Over
The latest big challenge for remote workers is managing work and personal life. How do you switch off in the evenings? How do you avoid sacrificing all your weekends? Here’s a quick list (not exhaustive) of things to try:
Have set hours: Define clear work hours and stick to them. Stop working at the same time every day.
Create an end-of-day ritual: Set up a routine to mark the end of your workday, like turning off your computer, tidying up your workspace, or taking a short walk.
Create a separate workspace: Set up a physical barrier if possible. Work in a different room of your house. Close the door to your office at the end of the day to mark the end of work. Then, avoid working in relaxation areas. Don’t work in spaces you associate with relaxation, like the living room or bedroom.
Include physical activities in your daily routine: Like going for a walk, doing yoga, or hitting the gym after work.
Take regular breaks: Make sure to take regular breaks throughout the day to avoid mental and physical fatigue. Block work apps once the day is done: You can block your work apps using the Jomo app on your iPhone, iPad, or Mac. Every day, block your work apps from a certain hour, force yourself to step away from screens, and enjoy your personal time!
Whether you choose to use these methods or not, the important thing to remember is that we are human, not bionic beings. Our brains have limited capacity, so there's no need to overload them with a bunch of unnecessary tasks and information. Instead, take a bit more time to create a good working environment, and your brain will thank you for it! As Steven Covey said, "The key is not to prioritize what's on your schedule, but to schedule your priorities."
