The ridiculously cheery song “Don’t Worry, Be Happy” offers advice that may be a little hard to follow sometimes. Sometimes we’re not prepared to let go of fears and anxieties, feeling that we need them–occasionally, we may even be right. But even when we’re ready to stop worrying and be happy, letting go of stress is easier said than done.

To help reduce stress, there are many useful approaches described on this site, including meditation, mindfulness, emotional antidotes, a brief walk in a natural setting, and more. However, there are two especially effective, immediate approaches that have both been shown to greatly reduce stress, although both take some effort.

One is social time: if you’re spending most of your time alone (or perhaps with people it’s hard to be with), spending a lot more time with people you like can help enormously: see “Want to Reduce Stress? Increase Social Time.” E-mailing, time on the phone, and even time working with others in the course of your job can “count” toward your total. People who get in at least six hours of some kind of social time per day report being happy and relatively free of stress. See the article for more details.

The other option is idea repair: noticing and fixing thoughts of yours that encourage you to feel anxiety or frustration over time. By learning to recognize and remake these thoughts, you can make immediate, dramatic changes in your stress level. The thoughts are likely to come back again soon, but then you just repair them again, and over time they stop coming back as much until they go away completely. I recently posted an article covering the most useful idea repair articles on this site, which may be a good place to start if you’d like to take this approach.

Of course, you could work on both social time and idea repair, but people tend to be much more successful when they focus on just one thing at a time. Trying to add too much to your obligations at once can be a little overwhelming, and the last thing most of us need is something else to stress about.

In other posts on this site, I’ve talked about ways to stop having a bad day, for instance through music, idea repair, and emotional antidotes. In their recent book Wellbeing: The Five Essential Elements, Tom Rath and Jim Harter of the Gallup Group (the organization whose research on strength psychology I talk about in my recent post “Should We Maximize Our Strengths or Minimize Our Weaknesses?“) offer a way to greatly increase our chances of having a good day: increasing social time.

According to Gallup’s research, socializing matters. Six hours a day of social time, according to Rath and Harter, greatly increases our chances of having a good day–that is, feeling happy and thriving. “When we get at least six hours of daily social time, it increases our wellbeing and minimizes stress and worry … each hour of social time quickly decreases the odds of having a bad day. Even three hours of social time reduces the chances of having a bad day to 10%.” (Emphasis is theirs.) Social time seems to have a powerful effect on stress levels, even for introverted people.

Six hours seems like a lot, but apparently what helps us in terms of social time is to simply interact with other people in some direct way. Among kinds of social time available to reduce stress, Rath and Harter include talking on the phone and exchanging e-mail. Time spent communicating with other people at work seems to count just as much as time at home or elsewhere.

This may not necessarily be good news for those of us whose work tends to be solitary. For instance, full-time writers or computer programmers may find it difficult to find six hours a work day in which to communicate and be social, since only a small amount of the time in either of those jobs (especially non-book research for writers and meetings for programmers) can be social. Most of the work in those and many other jobs gets done alone, and communicating with other people while doing it makes it next to impossible to be productive.

This suggests that it’s especially important for people whose work is solitary to go out of their way to find social time if they want to be happy and reduce stress. Living with someone you like rather than living alone seems an especially important step. Other possibilities include dinners with friends, exercising in a social setting, having lunch with others instead of alone, and increasing communication with family and friends.

Photo by MorBCN

Author and fellow Codex member Elaine Isaak posed this question:

So as I was tossing and turning last  night, it occured to me that the one area where I’m not sure I *can* effectively apply my willpower is in getting a good night’s sleep.  I can’t WILL myself to sleep the way I might will myself to get up on time to start writing or to go to the gym.  I wondered if you have come across any research that tackles this, or have any tools to suggest?

I have to agree with Elaine on not being able to will ourselves to sleep by sheer determination, but fortunately I do know of a number of ways to get to sleep and to sleep better, based on research. Understanding that serious problems with insomnia are worth seeing a doctor about and that these recommendations are not professional medical or psychological advice … here they are:

Long-Term Habits

1. Plan your schedule so that you can get to sleep at a decent hour and still be able to wake up if you want to. If there are things you need to do before going to bed, do them earlier in the evening to make sure they don’t push your bedtime back.

2. Figure out how much sleep you actually need by keeping track of how much sleep you’re getting each day and whether that turned out to be enough. This may change over time, or under different circumstances (such as in stressful periods or with more or less exercise).

3. Get on a steady schedule with your sleeping hours. Staying up late on weekends or going to bed at different times every night, for instance, can sometims interfere with your body’s attempts to establish a natural sleep schedule.

4. You may need to make your bed an environment you associate mainly with sleeping (and, if appropriate, sex). Take activities like reading, using a laptop computer, or watching TV out of bed if your bed doesn’t feel like a place that naturally relaxes you.

5. On mornings when you don’t have to get up right away, if any, don’t sleep in for long periods, as this may tend to muck with your ability to sleep that night. More sleep isn’t always better.

6. Take steps to make sure you have the physical comfort you need, to the best of your ability: a firm, comfortable mattress; good ventilation; a comfortable temperature; etc. For me, one of the most relaxing features of my bedroom in summer is a fan pointed at the bed. You may also find it more comfortable to use a non-illuminated bedroom clock, although this is admittedly inconvenient if you are up in the middle of the night and want to know what time it is.

Daily Habits

7. Watch out for caffeine and consider cutting it out for a little while if you’re having sleep problems. Remember that in addition to regular coffee, most sodas, black/green/white tea, and chocolate contain caffeine, and that even decaf coffee and decaf tea contain some caffeine–just a reduced amount. Other stimulants to be careful of include ginseng and nicotine.

8. Exercise during the day! Be active! Regular exercise contributes to very good sleep.

9. Watch out for alcohol: while it can help you fall asleep more quickly, it also can cause sleep problems. According to MayoClinic.com, “it prevents deeper stages of sleep and often causes you to awaken in the middle of the night.”

10. Don’t eat or drink a lot late in the evening. Either can cause physical discomfort that keeps you up at night or that can interrupt an otherwise sound sleep.

Before bed

11. Stretch, either doing yoga or basic stretching techniques. Stretching will release tension and improve blood flow.

12. Before bed, steer clear of things that might stir you up, like watching television, reading a suspenseful novel, or taking on stressful tasks. Relaxing activities will help settle you down so that you can sleep more easily. These can even include things like picking up and cleaning around the house to set things in order, or gathering things you’ll need the next day. The relative mindlessness of these tasks, the mild physical activity, and the way this prevents you from having to worry about getting things done in the morning are all conducive to good sleep.

13. Consider meditation, for instance body scan meditation, in which you focus your attention on each part of your body in turn and allow it to relax. Meditation can help still mental chatter and create a serene state of mind.

14. Ask a romantic partner, family member, or friend to give you a massage in the evening. This is an excellent means to rope someone into giving you a free massage, so don’t miss out.

In the moment

15. If you find yourself kept up by specific worries or general anxiety, try idea repair, journaling, or talking things out with someone who cares about how you’re doing.

16. Soft earplugs are great if you’re having trouble with noise. There’s a picture of the kind I like in this post.

17. If you’re obsessing about making yourself sleep, you may want to get out of bed, go sit on the couch, and read a book or listen to music or watch a movie that you’ve already seen, turned down low. These kinds of activities can engage your attention in a more relaxed way that may allow you to fall asleep more easily. Just make sure to have a comfortable couch.

18. In bed, listen to low music or a relaxation CD. Like the tactics mentioned in the previous item, this can help relax you when your mind is overstimulated.

Photo by babblingdweeb

Pema Chödrön

Buddhism is a rich source of insights about emotions and emotional states. While I don’t know that we can fairly call the centuries-old Buddhist tradition of investigation into the human mind a strictly scientific approach, it really is a rigorous tradition that builds its conclusions on direct experience. So I offer today’s post, based in Buddhist teachings, as food for thought.

American Buddhist nun Pema Chödrön, in her book When Things Fall Apart, offers an unusual route to living a happy life: embracing hopelessness. My initial reaction to this idea was extreme doubt, but hearing her point of view, I began to see the value of the idea.

To get a sense of what she means, let me give the example of my fear that everything will go to hell in a handbasket. Being interested in how things fit together–societies, supply networks, and so on–I often think about how easily something I’m used to having could be cut off. For instance, this past winter during a storm, we lost power at my house. This should not have been a big problem, especially since we have gas heat. Except that I found out that the gas heat system is dependent on electricity to run, so we had no heat or power. And the water is dependent on an electric pump, so we had no heat, power, or water. And our phone is through a VOIP service, so since we had no Internet due to having no power, we also had no phone. And of course with the refrigerator not working, I was concerned about most of our food going bad.

The power came back on after not too many hours, and my son and I had other places we could go if the outage went too long–and since it was winter, at worst I could put our perishable food outside. Still, it’s a little sobering to realize that one break in a cable can mean losing Internet, power, phone, heat, water, light, food, and more. And for years I’ve been a little bit concerned. What would happen if there were a really bad economic situation, or a plague, or a war, or something else that interrupted some of the ways that food, power, water, and other necessities get to us? How would I keep myself and the people who are important to me safe, sheltered, and fed?

Hopelessness doesn’t solve this concern, but interestingly, practicing it made things better. You can’t make anything completely safe, hopelessness says. Stop hoping that you can prevent every bad thing from happening if you just scramble hard enough. Bad things will eventually happen. Eventually, too, we’ll all die.

If you’re not feeling happier yet, I don’t blame you–but when we think about it, giving up the idea that everything will ever be perfect or absolutely safe allows us to let go of a lot of unneeded anxiety. “Giving up hope is encouragement to stick with yourself,” says  Chödrön, “to make friends with yourself, to not run away from yourself, to return to the bare bones, no matter what’s going on … if we totally experience hopelessness, giving up all hope of alternatives to the present moment, we can have a joyful relationship with our lives, an honest, direct relationship, one that no longer ignores the reality of impermanence and death.”

Stress and anxiety are a result of struggling with fears and things we want to avoid. If we don’t struggle, if we accept that bad things will sometimes happen, then the stress and anxiety lessen or disappear, because all we have to deal with is the moment right in front of us, and the moment in front of us usually isn’t so bad. Think of your situation right now, for instance. You probably have things you need to do, things you’re worried about, things you can think of that might cause trouble. But if you focus on how things are with you, right in at this moment, you may find it surprisingly easy to feel that everything’s fine. You are probably not in any great amount of pain. You’re alive. You have the ability to think about things that make you happy. Things could be worse.

There’s a limit to all this, though, at least if you ask me. I see value–real, lasting value–in moving toward our goals, in making progress, in striving for things. Hopelessness is absolutely not about striving: it’s about letting go. There is even value in negative emotions: see my article The Benefits of Feeling Bad. But striving for things is living in the future, and by my reckoning, there are times to live in the future, times to live in the past, and times to live in the present. When we need to come back to center, to marshall ourselves, to let go of things long enough to get our bearings again, then hopelessness and living just in the present moment can be just what we need.

As far as I can tell, most Americans consider it normal to be unhappy with their jobs. The idea seems to be that you have to put in your time during the week, suffer through having to do tasks you don’t feel like doing, then get in some fun over the weekend if you can.

This is not a recipe for happiness. After all, most of us spend a huge proportion of our waking time working. If we don’t like our work, than that’s a lot of time spent unhappy and stressed.

For some people, certainly, the solution is getting a different job, even if expenses need to be scaled back to make that possible. But the key to happiness in a job isn’t always what we’re doing: sometimes it’s just how engaged we are.

The new Gallup book (from the people who do the polls), Wellbeing: The Five Essential Elements by Tom Rath and Jim Harter, makes the argument based on extensive research that a fulfilling life is one where a person is doing well in five areas: career, social, physical, financial, and community. “Career” in this case can mean employment, self-employment, full-time parenting–even a hobby. Regardless, happiness in a career turns out to have a lot to do with engagement.

Rath and Harter distinguish between people who are generally engaged in their jobs (interested in what they’re doing, focused, involved) and people who generally aren’t (distracted, waiting for the day to end, dissatisfied, bored). They employed a series of pretty clever tracking techniques, including a device that would beep at certain times during the day and prompt subjects to record what they were doing and how they were feeling about it; heart rate monitors; and monitoring cortisol levels in saliva. (Cortisol is a chemical in the body that is closely linked with stress.) From these and other data, they offer a chart measuring happiness over the working day for an average engaged person versus an average not-engaged person.

Of course the people who were engaged were happier, but the specific comparison is striking. Unengaged people come in unhappy, get unhappier after the first hour or so, become more interested and less unhappy during the middle of the day, and then experience a slide in happiness throughout the afternoon that only stops with a sudden burst of comparative happiness at the very end. The least unhappy point in the day for these folks? Quitting time.

By contrast, the engaged people are as happy when they walk in the door in the morning as unengaged people were at the end of the day–and the engaged people keep getting happier from there. The most tedious and unpleasant time in an engaged person’s average day as happy as the most thrilling time in an unengaged person’s day! Weirdly, people who are trying to entertain and distract themselves at work by stretching coffee breaks out and reading e-mailed jokes are having much, much less fun than people who are getting excited about their work.

Admittedly, it’s not always easy to get excited about one’s work. It’s especially hard if you have a manager you don’t like, if you’re doing something you don’t believe in, if you have serious concerns about how the organization operates, if you don’t like your coworkers, or if you don’t have what you need to do your job effectively. In these situations, it might make sense to look for a new job.

In other situations, it can be interesting to ask yourself “What could I do to feel more involved and interested in my work?” There are some suggestions in my article 6 Ways to Be Happy at a Job You Don’t Like.

Photo by oso

An experiment in excuses
For most of my life I’ve been running an experiment between two categories of things in my life: the “excuses are OK” group and “no excuses” group. It’s only recently that I noticed I was running this experiment, though, and so the years and years of results are only now starting to come in handy.

Let me give some examples of choices that have been in each group. By the way, though I talk a lot about eating well in this post, the points about excuses and exceptions apply just as well to forming any other kind of habit.

“Excuses are OK” group

• Eating foods that I’d be better off not eating
• Going to bed at a reasonable hour
• Keeping track of incoming mail

“No Excuses” group

• Parenting
• Vegetarianism (for the 22 years I decided to do that)
• Going to work

So I might do well for a stretch at making good eating choices, then hit a day when I was traveling and didn’t have many options, so I’d say to myself “Oh well, it’s really hard to eat well on a day like today–I’ll just eat whatever.”

But on that same trip I would not say “Oh well, it’s really hard to eat vegetarian on a day like today–I’ll just get a hamburger.”

My results
Knowing what I know these days about self-motivation, it shouldn’t surprise me that the “no excuses” group of activities were much more successful than the “excuses OK” group. For instance, when I started making a rule of eating only at specific times of day, it became much easier to make better eating choices. I went 22 years without knowingly eating any red meat, seafood, or poultry–even that time back in my 20′s when I was out of money and extremely hungry while traveling and someone offered me a hamburger. By contrast, it’s rare that I’ve gone 22 days without overeating (though all the days I have eaten well count for something, as I eventually lost 60 pounds and have been in great shape for quite a while now).

To look at it another way, and in terms of a real experiment, one study on habit formation found that those participants who kept up the behavior they wanted to make into a habit with no more than one exception over the course of months were much more successful at forming durable habits than those who made two or more exceptions.

The secret of excuses and exceptions
The thing about excuses and exceptions is that if we’re trying to build habits, there’s no good reason for excuses short of total catastrophe. Any time we don’t stick with the behavior we’re trying to build up–that is, any time we make exceptions–we lose some of the habitual behavior we’re trying to build. There may be days when eating well is inconvenient, boring, or annoying, but if I use inconvenience, boredom, and annoyance as excuses, then they’ll wreck my attempts to build a habit over time.

That’s not to say that making one excuse is the end of the world, but it is true that taking excuses as a serious problem and not an acceptable norm will help us develop the habits we want to create.

Easier said than done–but possible!
“That’s really nice,” you might say, “but it doesn’t help me for you to just tell me to behave the way I’d like to all the time. Not behaving the way I want to is the problem in the first place!” And that would be a reasonable thing to mention. Fortunately, there is a practical takeaway here: excuses are red flags and should be treated as such. There’s no such thing as a good excuse when trying to build a habit, there are only catastrophic interruptions. If a friend of yours is in the hospital and you end up throwing your good eating habits out the window from stress and limited choices, that’s fine; it’s not the end of the world–but it is a catastrophic interruption, and it means you’re damaging a good habit you’re working on for something more important. But good friends are more important than good food, and that’s a reasonable choice if you really need to focus on your friend.

On the other hand, what if you just interrupt a good habit because you’re in a bad mood or happen to be in a restaurant that serves something you like? Many of us immediately reach for the excuse box.

But if we recognize excuses and exceptions as danger signs, we can stop ourselves and say “My goal here is to build a habit, not to come up with excuses to screw that up.” Using this kind of awareness, making rules, taking responsibility, surrendering excuses, and making use of any useful tactics we can learn (like this list of 24 Ways to Stop Feeling Hungry), we can move ourselves out of the “Excuses OK” group and into the group that’s really kicking experimental butt.

Photo by ariel.chico

Every once in a while, I have a day where enough seems to have gone wrong that I’m lodged deep in a lousy mood. Sometimes I’m not clever enough to be aware of this right away, so it persists until mindfulness finally kicks in with something to the effect of “You’re in a bad mood, and there is no reason for it unless it’s somehow helping you. Is it helping?”

It generally isn not helping. So I try to find my way out of that lousy mood using one of the techniques in this post.

The human brain is not very much like a computer. It changes its own structure constantly, stores information in locations scattered throughout the brain, and even runs two different systems (one neural and mostly cognitive, the other chemical and mostly emotional) at the same time. There’s more on this in my article about science fiction and the human brain at Clarkesworld.

But even though the brain doesn’t work the way computers do in many respects, it is capable of reboots: shutting down everything that’s currently running–including bad moods–and starting from scratch. However, reboots are not always easy. There are at least two things that get in the way.

The first is called “mood congruity”: this is the tendency of human beings to have trouble really imagining any emotional situation other than the one they’re already in. If you’re in a bad mood and you picture enjoying a nice walk outside, chances are it will be difficult for you to believe in your gut that the walk will be enjoyable–even if you have every reason to think it will be, and even if it generally has been under similar circumstances in the past. Whatever mood we’re in, we tend to imagine the future fitting the same mood. This is one reason the advice “Cheer up! Things will get better” often sounds so hollow. Mood congruity can be overcome, but it’s helpful to realize that the way our brians work, they’re a little limited at imagining an emotion while experiencing a contrary emotion.

Another barrier is that generally speaking, any mental control we have over our emotions happens by thinking (cognition), but cognition can change much more quickly than emotion, because so much of emotion has to do with chemicals like dopamine, cortisol, oxytocin, adrenaline, and others. The chemical states that influence our brains aren’t capable of changing nearly as quickly as our thoughts. We can go from thinking about a horrible tragedy to thinking about a really funny joke and back all within seconds, but our emotional state would not be able to keep up. This means that any mental effort to change mood needs to be kept up for a minute or two at least to allow emotions to catch up with cognition. It also means that idea repair doesn’t have its full effect right away, a subject I’ll be tackling in another article soon.

Knowing the obstacles, what are the techniques we can use to reboot our brains? Well, computers can go through a “warm boot” (rebooting through software only) or a “cold boot” (physically restarting the computer), and the same is true of our brains. A mental cold boot can be accomplished with techniques that completely clear out what’s going on in our minds. Two excellent approaches for this are meditation (which narrows focus to a very specific subject while letting everything else kind of float away) and exercise (which creates a physiological state that tends to help us cut back to a minimum of thinking).

Techniques for warm boots change attention, immediate experience, and/or thinking. Idea repair is one very useful means to do a warm boot. Other methods include emotional antidotes; visualization; and getting into a flow state (or at least distracted by something interesting for a bit).

Regardless of which method you use, rebooting takes attention, effort, and a little time. However, it often doesn’t take any more than that, and while not every bad mood can be banished in minutes, many of them can.

Photo by rofreg

Getting Things Done by David Allen is by far the best book I’ve ever read on organization, and it also has a lot to say about productivity and peace of mind.

When my friend Roger loaned the book to me, I was a little curious but didn’t expect much. I’d already had a pretty effective task management system in place for some time, and at best I was expecting Allen to offer a few ideas for minor improvements. It it did turn out to be true that most of the things he had to say in his book were things I was already doing, but Allen’s deep understanding of the subject offered me a wider, more useful view that was both practical and powerfully motivating.

Getting Things Done offers a way to look at and interact with “stuff”–papers, objects lying around the house, pestering concerns that keep surfacing in the mind, incomplete projects, dead plants, upcoming events, or anything else that’s fighting for our attention. Allen describes how to stream things into useful categories with a set of simple, familiar systems–task list, calendar, file drawers, etc. Yet the rules for the process he describes are not the familiar ones, because once something has been processed, you stop having to worry about it. Allen’s approach doesn’t just clean up and organize a physical environment: it creates reliable ways to know that you’re keeping track of everything and therefore creates a lot of peace of mind. Of course, this same approach does great things for productivity, and it yields unexpected benefits like increased reliability, management of stress, clarifying priorities, and improved communication.

My initial impression of the book was that it was mainly directed toward busy executives, and it’s true that these seem to be the people Allen mainly works with. However, he also understands perfectly well what needs to be done to deal with a home, family, or even vague set of aspirations for the future. I strongly recommend this book to anyone who is trying to organize, get a handle on an overly busy life, create more serenity and confidence, or become more productive.

I’ve written recently on the site about several ideas that overlap with or draw on Allen’s:

• Relieving Stress by Understanding Your Inputs
• How I’m Keeping My E-mail Inbox Empty
• 4 Ways to Make Sure You Get a Task Done
• Are Creative People More Likely to Procrastinate?
• Effective Organization and Filing Are … Fun??
• The Eight Things You Can Do With a Piece of Paper
• Why Tasks Lists Fail

A good imagination may not be strictly necessary for procrastination, but it can help.

In his book Getting Things Done, David Allen talks about the nature of procrastination: picturing something in the future and imagining how hard it will be or what can go wrong. He goes on to point out that the more easily a person can imagine problems, the more incentive they have to procrastinate “… because their sensitivity gives them the capability of producing in their minds lurid nightmare scenarios about what might be involved in doing the project and all the negative consequences that might occur if it weren’t done perfectly.”

How do people successfully combat procrastination? They take control and move things forward–that is, they figure out what the next physical action is.

Allen is big on the next physical action, and close examination of the idea helps explain why: figuring out the next action changes the focus from broad dangers to easy, short-term wins. For example, if you’re daunted at the prospect of doing your taxes, you may find yourself distracted by thoughts of a big balance due, mistakes, or audits. Figuring out your next task (“Sort through receipts in receipt box” or “Call tax preparer to make an appointment” or “Download an update to the tax softare”), by contrast, puts things on a much more comfortable level. Almost anyone can sort receipts, make a telephone call, or click a button on a Web site, and doing so moves the tax process forward. Reducing large tasks to a series of next actions–only one of which needs to be figured out at any given time–can create enthusiasm or energy around getting things done instead of wrapping the task in anxiety.

Photo by tracer.ca

This morning I got out of bed with the realization that I often have to sort out the same set of e-mails twice: once on my desktop and once on my laptop. Realizing that this was getting in the way of me keeping on top of e-mail as it comes in, I found myself a good Web-based interface for my e-mail, where I started by working on just my last ten days of e-mail. I went through every single non-spam message I had received in that time, sorting them into appropriate folders, responding to or following up on the ones that could be done within a minute or two, and putting about half a dozen that will require more time into a special “REPLY/ACT” folder where I’ll be able to easily tackle them in order. Then I went over the past month and a half and any marked e-mails in my own inbox and added anything that stood out to the REPLY/ACT folder.

And now my inbox is empty. This doesn’t mean that I have no e-mails to respond to, but that I’ve cleared away everything except the e-mails that will need detailed responses and have those easily accessible in priority order. As new e-mails come in, I’ll deal with them in a similar way, since I have a system in place and am going to the same spot to handle e-mail whether at home or on the road. Instead of always opening my e-mail box to a long list of mostly-unimportant e-mails, I’ll open it to a few things that I’ll review, fire off quick replies where those are needed, and have a single place where the bigger tasks will go. Everything else will get filed away. This takes very little time, now that my system is set up. And since I had been gradually developing my ideas of how to sort e-mail in past attempts at this process, it all came together quickly, in just over an hour!

Update, March 30th: I’ve continued emptying my inbox this way virtually every day since I started the process, and it has continued to be much easier than my old process. My REPLY/ACT folder sometimes gets more full and sometimes less, but “full” in this case is at most 16 items. The system seems to be working, and I’m definitely much more responsive than I have been in the past, in large part because I get the short responses out of the way immediately regardless of how important they are and have the e-mails that need longer responses somewhere they’re easy to find and pick off.

What Stress Has to Do With Organization
We can mostly only do one thing at a time, so ideally we’d always know exactly what that one thing should be at any time. Let’s say you’re at home, no phones are ringing, and nothing’s on fire. What do you choose to do with your time? Relax and watch a movie? Wash the plate and glass on the counter? Go over your kid’s homework? Fix that squeaky door? Catch up on some reading for work? Call your old friend from college you’ve been wanting to get back in touch with? Organize papers for tax season? Every responsibility–like housekeeping, friendships, bills, work, concerns about world hunger–and every way we communicate–like mail, notes sent home from school with kids, email, voice mail, conversations with family members–provides another potential source of things that might need to be done. And it’s exactly the same in a work or school environment, often with a completely separate set of systems in each location.

The problem is that all of these inputs can be stress-producing, if not overwhelming. Without some serious organization, it’s next to impossible to keep track of all of them at once, which means that anything that isn’t getting taken care of can potentially be a distraction and a worry. You find yourself regularly pushed around by thoughts like “Do I really have everything set up for the trip next week?” or “I keep thinking I need to pick something up at the hardware store” or “I’ve got to remember to get back to that prospect with a quote.”

Fortunately it is possible to channel some of this chaos and cut back on stress. Here are a few quick tips to that end, inspired in part by my continued reading of Dave Allen’s excellent organizational book, Getting Things Done, along with other sources.

Recognize your inputs. Anything that’s not in the place where you want it to be, may need to be acted on, needs to be reviewed to decide whether you need to act on it, is in the way of you knowing or doing something you need to know or do, etc. is an input, a potential “to do.” That doesn’t mean that you need to waste attention to all of those things every time you notice them, only that they’ll tend to dilute your focus unless you’ve got some kind of reliable system in place to handle them.

Don’t let the noisy things distract you from the important things. An e-mail about a new version of some software you use may be interesting and may pop up right in front of your face while an important financial matter that doesn’t have a specific deadline could be lingering in the background. It can help to have places to put lower-priority things  as they come in, for instance an “Interesting/check out” folder in your e-mail program for that e-mail to go until after the financial matter is settled.

Minimize the number of task systems you use. Almost everyone needs more than one task list: for instance, you might have an e-mail program with messages that need to be read, responded to, or acted on; plus a traditional “to do” list, a place to stack incoming mail, etc. But it’s easy to let task systems proliferate–a few notes written on paper here, an occasionally-updated PDA task list there, a stack of unreviewed papers on your desk to go through, etc.–making it difficult or impossible to determine what the one thing you want to do at any given time is, because there are too many places to look to figure that out.

Ditch unimportant tasks. Still have last week’s newspaper because you didn’t get around to reading it but might still? Consider how often you’ve gotten around to ever reading a week-old newspaper before, and if it’s close to 0% of the time, the newspaper can go. I’ve found sometimes in the past that I’ve been hanging onto an unimportant tasks for years–something that really would be good to do, but has never been important enough to trump all the other things that are going on in my life on a daily basis. It can be freeing (and a good way to cut down on an unrealistically long task list) to be able to look at some items like this and say “I’m just going to decide to not do that one.”

Part of how you’ll be happiest dealing with all of these inputs will depend on whether you want to organize your life or just keep the noise level down a bit. You may find you want the productivity and peace of mind you can get from a real organizational system. Allen’s book is a good resource for tackling this if you decide to.

On the other hand, maybe your life isn’t all that hectic, but a little additional clarity and order will help–in which case the suggestions above might be enough to give you the lift you’re looking for.

If you’re not sure whether it’s worth committing to a big organizational effort, ask yourself: Am I sometimes not taking care of things I need to get done, with bad consequences? Do I feel overwhelmed or anxious about the things I need to do? If either of these is a yes, time spent organizing effectively can provide relief while making more efficient use of your time. A successful organizing effort pays for the time it takes to do it in short order, and doesn’t have to necessarily be done all at once to be effective.

Photo by andres.thor