I didn’t plan all my blocks first thing in the morning today. There was an urgent request from my manager when I arrived, so I spent the first 1h30min dealing with this task.

After that, I looked at my notes from yesterday and I noted that I still needed to finish clarifying and organizing a bunch of new inputs I got this week. So I blocked that off, then I had an appointment with my therapist. And that was basically my morning.

But I had a nice conversation with my therapist about attention and focus, and how to best use time blocking.

One of the discussion points was: “Why do I avoid planning my whole day at the beginning of the day?”

One of the reasons is that I’m afraid of the commitment, and I’m afraid to fail. That damn perfectionist tendency!

And it will take practice for me to get used to failing. In these 3 days, I changed my plan at least 4 times each day. And that’s okay ( I keep telling myself).

Another good insight was the use of time blocks that represent different mental modes, and different types of focus. For example:

• Emails: to check and process emails. Instead of having emails open all the time, schedule dedicated time blocks to act on them.
• Planning: to plan the day, clarify and organize. The end-of-day shutdown routine is included here.
• Work block: blocks to focus on my tasks. In this mode, no checking of emails or messages is allowed. The choice of tasks to work on will come from my next action lists. Time to use the Pomodoro technique here!
• Snack/Breaks/Lunch: using in conjunction with the Pomodoro technique. Plan for some short and long breaks. Lunch break is mandatory!
• Meetings/Appointments: those are already in my Calendar, I just need to acknowledge them and show up when the time comes. They can impact how many “work” blocks I can have in a day.
• Calls: a block to deal with the calls I have to make, pulling from the @calls context on my next action list. I won’t have this block every day, it depends on my project’s timeline.
• Admin/Misc tasks: a block to deal with quick/easy wins and miscellaneous tasks. I don’t need to have it every day, my therapist suggested I choose one day of the week for it, maybe two.

Looking at these “mental modes” it became clearer to me the advantages of time blocking. I’ve had many days when I was constantly switching back and forth between these modes, but I was never focusing on one at a time. That resulted in a stressful day, with my attention scattered everywhere and no accomplishments.

A snapshot of today’s plan:

Day 03 – It was going to start with some Planning & Organizing, but I had to put out a fire early in the day. I had to readjust, and some tasks had to be moved to the next day.

I will think more about those modes, and try to come up with a “skeleton time block” structure for my week. What is my typical week? How many “work” and “emails” blocks I want or need every day? Then I just adjust week by week and day by day depending on the reality of that week.

#productivity #timeblocking #planning #work #journal

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I have been struggling with scattered focus during my work hours, constantly changing contexts, checking emails, and feeling overwhelmed. And I know it’s because there’s a lot going on right now. I find it difficult to decide what to do next when I look at my to-do lists.

I’ve used the Pomodoro technique with great success in the past. It’s basically a way to train attention, where you set up a timer for 25 minutes of focused work. It needs to be total focus, for the full 25 minutes: no checking email, no answering the phone, no talking to anybody. And then you take 5 minutes of rest. You do 4 cycles, then you rest for 15 minutes (long rest). I love this technique! It works really well for my brain.

However, now I'm having trouble DECIDING what to do and STARTING!

So, I'm trying out Time Blocking, using the suggestions from Cal Newport's book “Deep Work.” At some point during the pandemic, I even purchased his Time Block Planner: a paper planner customized with the way he recommends doing time blocking. At the time I used it for a week, but I thought it was too bulky to use.

But now, I’m really into doing some things using pen and paper. I feel like I can focus better, specially if I’m planning something or brainstorming ideas. So I got my Time Block Planner from the shelf and started using it again this week.

The Weekly and Daily Plans

This Time Block Planner is organized in weeks, so at the start of the week you have 2 blank pages to do some weekly planning. It’s a way to look at your commitments for the week, evaluate the amount of meetings, and do some high level planning of which projects or activities to focus on every day. It is not supposed to be detailed, it’s more like a direction for the week.

Then at the start of the work day, you make a daily plan, giving every minute of the day a job. You use the weekly plan as a guide. But you also review your calendar and look at your next actions list to decide what to focus on.

The interesting thing about Cal Newport’s planner is that you have space to renegotiate your plan in case of changes. Things will blow up, meetings will be rescheduled, and you are encouraged to rethink your daily plan and adjust it.

How it’s been so far

I started yesterday, a Monday after a long weekend. Mondays are the worst for me. I always feel overwhelmed and tired. I can never achieve anything I thought I would achieve.

The first hurdle I encountered was the decision paralysis. I couldn’t decide what to do in the morning. I scheduled half an hour first thing to make my plan. It wasn’t enough time. It didn’t help that I had 2 back to back meetings after that, and two more in the afternoon. I didn’t finish my plan, I basically updated it as I went, so it was not really planning in advance. It wasn’t a great day for deep work anyway, but I managed to complete 2 shorter tasks with the time I had in between meetings.

Today, I’m half a day in, and I planned the morning, which already changed 3 times. Then by noon I planned the afternoon. It was scary to write it down, like I wasn’t sure I could make it.

I’m discovering that I have difficulty planning ahead. For me, the future seems a homogeneous haze. I know it’s there, but I can’t really put a date to it. I am discovering that I have difficulty planning ahead in the immediate timeframe. Long-term, high-level planning is easier for me.

I will continue practicing with the Time Block Planner. It is giving me a better sense of time, and I am realizing that tasks take longer to complete than I initially thought. Sometimes I will mark 10 actions as my focus for the day, but realistically, I can only complete 1 or 2. Time blocking is helping me slow down, and slowing down is key for processing information and planning.

#productivity #timeblocking #planning #work #journal

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

Today, I am feeling better than I have in a long time. It's like a weight has been lifted off my shoulders, and I can breathe again. I've been on a journey to get my pieces back together, and it's been a slow process, but I am getting there.

One of the things that has helped me feel better is doing puzzles. I used to love puzzles, but I stopped doing them a long time ago. I used to do it with my partner, we would gather in the evenings and spend some time doing puzzles while chatting or listening to music. Recently, we decided to give it a try again, and I'm so glad we did. There's something therapeutic about the process of putting the pieces together, and it helps me relax and take my mind off things. It is also an analog activity, something I do with my hands and away from bright screens. It’s been very nourishing!

We have it on a table in the living room and once in a while we will stop and do a little bit, fitting one piece here and there, or we get together in the evening, put on some music, and do it together for an hour or so. There is no rush, we take several weeks to finish a puzzle. The first one we took 3 months to finish! We are on our second one, it’s a gorgeous art inspired by the Chinese myth: “The Jade Dragon”, and some say it’s the origin story of the Chinese lantern festival.

“Le Dragon de Jade” – 1,000 pieces puzzle – by https://callisto-editions.co

Getting puzzle pieces together has helped me get MY pieces together and just enjoy the moment. It helps me shift my attention away from negative thoughts and onto something that is enjoyable and calming. It also feels very meditative, which is great for my brain!

#journal #puzzles

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I had one day this week that I had an appointment early in the morning (1 hour before I start at my job). So that meant I didn’t have time to do my whole morning routine, I just had time to eat breakfast and leave.

And I tried to prepare the night before, telling myself that it was okay to skip my morning routine once. But I wasn’t ready for the consequences. I guess I didn’t know how much my quiet time in the morning (meditation + yoga) impacts my day.

It turns out skipping this quiet time made me more anxious and less resilient to daily work stressors. It felt like I didn’t have the extra boost of energy to be able to slow down and think things through. I felt overwhelmed and it was hard to focus. I was exhausted by the end of the day and the best thing I could do was have a nice healthy dinner and go to bed early.

Today was different, I had plenty of time for my morning routine and I started the day feeling great. When I was getting ready to leave for work, I got some voice messages from a family member that were hurtful. And I know it was not on purpose, this person is going through a lot of grief and pain right now. I got a little bit rattled and angry but then I had the peace of mind to realize that those words weren’t true. And that I could focus on my reaction to those words, rather than starting a discussion about them. I took a deep breath and calmed down.

The comparison of these 2 days gave me proof that having some quiet time with mindfulness practices really work for me. I feel like I am more capable of getting out of stressful situations and have better awareness of my feelings and thoughts.

#journal #mindfulness #morning #routine

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I went for an eye exam last week and my optometrist told me my eyes were too dry and she suggested me to blink more when I’m working at a computer. She told me to get a post it, write “BLINK” on it and put it on my monitor so that I would automatically blink more when starting at my screen. Ok, great!

But I really want to talk about overwhelm. Some days I’m feeling totally overwhelmed at work. I get paralyzed, I can’t plan my next actions, I compulsively check email, or news, or whatever, I forget to take notes… I’ve been talking about this my therapist and one of the things she recommended was practicing identifying my overwhelm symptoms right when they start. For me the signs are racing thoughts, inability to focus, higher heart rate, headache and an overall feeling of unease.

And when I notice those signs, I should start my Overwhelm First Aid Kit routine. Inspired by the “BLINK” post it, I created one with my overwhelm emergency checklist and put it on my board, so that I can easily look at it and calm down.

The steps are:

1. STOP! Take 3 deep breaths.

2. Step away: get up and look out the window, get some water or tea.

3. Notice body sensations: what am I feeling right now? Naming the sensations helps them slow down.

4. Mind Sweep: WRITE! Helps getting thoughts out of my head, because they are bombarding me.

5. Plan and Resume: After I calm down, create a plan of what to do next.

6. FOCUS! Close distractions and start working on the next action.

7. Celebrate my progress 🙌.

I had an overwhelm incident at work yesterday, and I took a long time to identify it and snap out of it. I had unconsciously tensed my body and clenched my jaw, and by the end of the day I had a sore neck and shoulder.

Now I am more aware of when overwhelm starts creeping in and hopefully this post-it will help me get out of it sooner.

#journal #overwhelm #mentalhealth #noisymusings

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

My partner tested positive for COVID-19 and he has been feeling awful for 4 days now but no fever. I'm still testing negative, but my throat is sore, and I feel a little weak and slow today.

We are both isolating ourselves, I'm working from home. We cancelled our plans to visit some friends in Montreal this weekend.

I'm glad my partner and I are not having any serious symptoms, thanks to the (four) booster vaccines :)

This is the first time during the whole pandemic that we got in really close contact with the virus, I guess. Neither of us has ever tested positive or had symptoms before.

I feel like switching to Holiday-mode this year feels harder than usual for some reason. I will be on vacation next week, so I plan on going for some winter hikes. And also: read a lot, being cozy under blankets with a cup of tea. Watch some shows that have been on my @to-watch list for a while. Do longer yoga sessions. Journal whenever I feel like.

I guess it’s been such a busy year for us, we’ve completed a bunch of long-term projects that started 3-4 years ago, which is nice. So many things happened, good and bad, and it has been a little overwhelming.

I really need time off. I hope I will get into my end-of-year reflection mode and find some stillness.

And here some snowy visuals (I love the snow that accumulates in tree branches, looks like cotton candy)

#health #covid #journal #noisymusings #winter

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I’ve noticed that almost every morning I wake up to my racing thoughts. My alarm has not gone off yet, but my mind can’t go back to sleep. For the most part they are illogical thoughts, anxieties, worries, in no coherent order. It feels like I’m half-dreaming. Sometimes I look at the time and it’s only half an hour before my usual alarm clock. Then my alarm goes off and these crazy thoughts stop after I get up.

I was thinking that the moment I realize those thoughts is the moment to actually wake up. Like if it was a natural waking up time for me. Like my brain is telling me: “ok, that’s enough for today, let’s get up!”. I’m not sure that’s the case, but I wonder if it makes sense. I’m so conditioned to getting up after my alarm clock! I don’t remember the last time I woke up on my own.

One thing I’ve been doing right before I close my eyes to sleep is: I mentally lay out my morning routine and tell myself how great it will feel. My morning routine is:

• Get up, drink some water.
• Go to the next room where I have my yoga mat.
• Sit down and meditate for at least 10 minutes.
• Do at least 15 minutes of yoga.
• Do a final stretch and go take a shower.

I noticed that when I don’t take these steps, my day will not feel the same. I’m known to sleep in on the weekends and then I skip this whole routine, only to regret it later. So, I’m trying to keep the same morning routine even on weekends because I know it works for me.

Another thing I’ll try is: noticing when my brain is racing in the morning and actually getting out of bed (even before my alarm clock) and see what happens. Will I have the mental awareness to get myself up? Can I wake up “naturally”? I’ll see how this experiment goes...

#journal #noisymusings #sleep #thoughts

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I feel like I was in the middle of a storm for the last couple of months, and now I see clear skies and calmness. I spent 10 days in my home country, reconnected with my family, got stressed about Brazilian bureaucracy, had some fun, organized paperwork and got back to Canada, a place I recognize as home now. Fall is my favorite season, so I was back in time to see leaves falling, the orange hues of dusk and cool days.

I’m ready for winter. I’ve accomplished a lot this year already, so I just want to chill. I’ve had challenges and good stuff happening, and I’m grateful for all of them. After all, we are what we do every day. I can highlight a few things:

• It was our first year as homeowners: the joys of shoveling snow from our driveway during winter and worrying about squirrels in the attic.
• Enjoyed all the trails and bike paths around my neighborhood.
• Me and my partner are Canadian Citizens now!
• I completed an important step of a professional designation I’ve been working towards for the past 4 years.
• My dad passed away and I now see that as a good life lesson in awareness of our mortality. It was tough in the beginning, but I used mindfulness to acknowledge it and accept it.
• I visited my family in Brazil, and I feel that closed off nicely this year’s cycle of goals, challenges and joys.

So, for the rest of this year, I want to reconnect with my writing and hobbies, enjoy winter, and remember to practice “non-doing”. I read about this in the book “Wherever you go, there you are”. It has nothing to do with being lazy:

“Non-doing simply means letting things be and allowing them to unfold in their own way.” ― Jon Kabat-Zinn, Wherever You Go, There You Are: Mindfulness Meditation in Everyday Life

The author also mentions that any meditation practice is a form of “non-doing” in which we are able to step away from the busyness of our lives and to “contemplate, to make time for being, for purposefully not doing anything.”

I will choose only a couple projects I want to focus on this winter and put the rest away for the spring. I will focus on activities that are relaxing and help me wind down, such as: yoga, meditation, reading, long walks, calm mornings, journaling.

⛄ I wish all a cozy winter (for all you folks in northern hemisphere)! And a happy summer, if you are in the southern portion of the globe.

#journal #NoisyMusings

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I’ve been having moments of deep reflection in the past few weeks. Maybe even the past couple of months. I got an urge to reinforce the simplicity principles that have lead me to where I am right now.

I noticed at first that I wanted a simpler process to organize my thoughts, ideas and actions. I always write about the GTD method and how it’s been an excellent tool for me. The interesting thing about GTD is that you can make it as simple or as complex as you need. Right now I need simple. So I’ve been experimenting with MS To Do with the very basic GTD setup, just contexts lists, no linking to projects, and I noticed less effort from my part to keep the system current.

Then my dad passed away recently, and that was a traumatic experience. It was hard because I’m far away, and I’m in the middle of waiting for my new passport to be able to travel. That will happen in a couple of weeks, fingers crossed. I’ve been journaling privately a lot, trying to process the grief and working towards acceptance. Grieving can give us a whole new life perspective, on the things that really matter. And that all comes back to what I was talking in the beginning: simplicity. Enjoying the simple things in life, and also having a simple life, with less stress. I’ve been prioritizing meditation, yoga and walks with my partner. I’m taking care of my diet and my sleep. Those are fundamental things.

My reading taste has been changing as well. I’m in a phase where I want to read stories about people, but I still prefer fantasy or sci-fi settings. I’ve just finished the fifth book of the “Parasol Protectorate” series by Gail Carriger and it was such a delight! It’s steampunk, Victorian inspired, funny, witty and super relaxing for me. After finishing it I continued on to Gail Carriger’s other series “The Custard Protocol”, which is the same setting, with the daughter of the protagonist of the “Parasol Protectorate”. That’s what I need right now: something fun and smart, with not too many high stakes and some sensibility in it. I’ll probably be reading more romance-like books in the future. It’s one of those phases.

#journal

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I’ve been through some hard times, my dad passed away last week and I'm dealing with grief the best I can. I find myself wanting to engage in contemplative activities, nothing noisy, nothing too intense. Long walks are great, I haven’t had the desire to go running yet.

I find that meditation and yoga help a lot. Reading also helps, but I can't seem to focus on a book for too long now. And I can’t seem to be able to read anything too intense, serious, or complex. For some days I couldn’t decide what I wanted to read. I’m gravitating towards feel-good romance books. So, I picked up a novella by a romance author I enjoy, because it was short and easy-going. I’m taking my time.

I felt I was also in need of some mindfulness inspiration. Something that encourages me to contemplate the present in a non-judgmental way. So, I remembered that I've had Jon Kabat-Zinn's work on my to-read plans for a while now. I picked up “Wherever You Go, There You Are: Mindfulness Meditation in Everyday Life” and it’s been soothing.

#grief #journal

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.