If your job is anything like mine, you need to do deep concentrated work but you also have to be on top of things outside of your control, like responding to people and fielding tasks that pop up seemingly randomly.

In my quest to become more productive and less distracted, I’ve been doing my best to focus on one task at a time, and I try to get that concentration by ignoring additional things that come up. Ignoring, in this case, means seeing a notification for something business-related or seeing an email pop into my inbox and marking it as “unread” after reading it.

Two problems with this.

The first is that I probably never should have seen the notification in the first place. I shouldn’t have the email tab or Outlook client open on my computer at all when trying to focus, and I shouldn’t be getting Slack notifications for something that isn’t urgent.

The second problem lies in acknowledging the distraction. If I’ve opened an email, I’ve read it, and I’ve wasted time. I’ll have to re-read it before responding anyway, plus I’ll probably have to slot it into my email priority list (even if that list is only in my head).

Some ways I’ve been trying to improve this:

1. My “focused task” window is now the same one where my email is, meaning that while I’m doing my task, the email tab can’t be in focus. I have two monitors, and I used to have email open on one screen and whatever I was doing—manipulating an Excel doc, writing a blog post, whatever—on the other. I’ve switched it so that I have my task list on one screen with the current task or some reference open, and the screen where email once was is switched to my working task so I don’t see email pop up.

2. I clean up my inbox at certain times in the day. Usually this is first thing when I arrive, right after or before lunch, and at the end of the day. Anything that comes into my inbox can wait a few hours, if not a few days.

3. I use gmail filters to tag emails automatically when they come in, which gives me a head-start on prioritizing. “Bills to Pay” emails are tagged and red, “Bug Reports” are pink, “Learning Stuff” is blue, and “Received Payments” is orange (you’d think I would have made it green but oh well).

3.b I only clean up things with a certain tag at larger intervals than my usual inbox clean-up. “Payments”, for example, need to be noted in our accounting software, documents need to be renamed and saved, etc. Nobody is waiting on this with any amount of urgency, so I do these once a week or so. “Bug Reports” need a quicker response, so every few days or couple of days I clear these out.

Do you have any tips for improving focus at work or managing things that pop up unexpectedly? Feel free to share in the comments! Thanks for reading!

Mini work-hack! I guess some would call it a life hack, but I’m not sure it helps your life so much outside your work—and if your work is your life there are other problems to address. Anyway, I’ve been using this cool thing called AutoHotkey at work, which allows you to set hotkeys to type things for you. Essentially, I press ctrl+shft+X and it works its magic.

I have one for my email, one for the date (types the current date), which is super useful for naming files since we name them with 2020-01-09 [filename] to keep things in order. I’ve got one for our work address, which makes form-filling much faster, especially when you have to fill a form in 13 times because it keeps breaking. And finally—after over 4 years of typing “Ultimate Chicken Horse” 90,000,000 times—created a hotkey for it. I probably could have saved an entire 24h of work time and a sore pinky if I had done this years ago.

All of the credit goes to my co-founder Kyler for showing me this, and of course to the people who make this software. I’m sure there’s other software that do the same thing, but AutoHotkey has been very reliable for me for years and it’s a non-profit company making an open-source software. Download it here.

At this point you may have gotten what you need from this post, which is that you should use something like this to speed up your life. If you want to know how I set up the software at Clever Endeavour, read on.

I don’t think there’s a more basic way to use this software than the way I use it, which essentially follows the first steps of the beginner tutorial. My script looks like this:

^+u:: ;Send UCH
Send, Ultimate Chicken Horse

^+a:: ;Send address
Send, 123 Sesame Street, Montreal, QC, H2E 3R9 

^+x:: ;Send email
Send, rich@somewherecool.com

^+d::  ; This hotstring replaces "]d" with the current date and time via the commands below.
FormatTime, CurrentDateTime,, yyyy-MM-dd ; It will look like 2018-01-29
SendInput %CurrentDateTime%
return

There are a ton of things that you can do with this software. At one point, Kyler was using it to do something like: open a program, move the mouse some number of pixels down and to the left, click, type something in, move the cursor again, press a button, and close the program.

Hope you enjoy! If you have questions, I’m probably not the best person to ask but they have damn good forums and tons of documentation exists about the software.

❤