Indistractable Page 9

  RULE 4: USE IT SELECTIVELY

  Group chat is best avoided altogether when discussing sensitive topics. Remember that the ability to directly observe another person’s mood, tone, and nonverbal signals adds critical context to conversations. As Fried suggests, “Chat should be about quick, ephemeral things,” while “important topics need time, traction, and separation from the rest of the chatter.”

  The trouble is that some people like to “think out loud” in group chat, explaining their arguments and ideas in one-line blurbs. This rarely works because it’s hard to follow along with someone’s thoughts in real time while others comment with emoji and other potential distractions. Instead of using group chat for long arguments and hurried decisions, it’s better to ask participants in the conversation to articulate their point in a document and share it after they’ve compiled their thoughts.

  Ultimately, group chat is simply another communication channel, not so dissimilar from email or text messages. When used appropriately, it can have myriad benefits, but when abused or used incorrectly, it can lead to a flood of unwanted external triggers. The secret lies in the answer to our critical question: Are these triggers serving me, or am I serving them? We should use group chat where it helps us gain traction and weed out the external triggers that lead to distraction.

  REMEMBER THIS

  •Real-time communication channels should be used sparingly. Time spent communicating should not come at the sacrifice of time spent concentrating.

  •Company culture matters. Changing group chat practices may involve questioning company norms. We’ll discuss this topic in part five.

  •Different communication channels have different uses. Rather than use every technology as an always-on channel, use the best tools for the job.

  •Get in and get out. Group chat is great for replacing in-person meetings but terrible if it becomes an all-day affair.

  Chapter 17

  Hack Back Meetings

  Meetings today are full of people barely paying attention as they send emails to each other about how bored they are. Part of the problem is that too often people schedule a meeting to avoid having to put in the effort of solving a problem for themselves. To some, talking it out with colleagues feels better than working it out alone. Certainly, collaboration has its place, but meetings should not be used as a distraction from doing the hard work of thinking. How can we make meetings more worthwhile?

  The primary objective of most meetings should be to gain consensus around a decision, not to create an echo chamber for the meeting organizer’s own thoughts. One of the easiest ways to prevent superfluous meetings is to require two things of anyone who calls one. First, meeting organizers must circulate an agenda of what problem will be discussed. No agenda, no meeting. Second, they must give their best shot at a solution in the form of a brief, written digest. The digest need not be more than a page or two discussing the problem, their reasoning, and their recommendation.

  These two steps require a bit more effort up front, but that’s exactly the point. Requiring an agenda and a brief not only saves everyone time by getting to the answer faster but also cuts down on unnecessary meetings by adding a bit of effort on the part of the organizer before calling one.

  But what about sharing collective wisdom and brainstorming? Those are good things, just not in meetings of more than two people. Unless the meeting is called because of an emergency or as an open forum to listen to employee concerns (which we’ll discuss in part five), sharing unique perspectives about a business challenge can be shared via email to the stakeholder responsible. Brainstorming can also be done before the meeting and is best done individually or in very small groups. When I taught at the Stanford design school, I consistently saw how teams who brainstormed individually before coming together not only generated better ideas but were also more likely to have a wider diversity of solutions as they were less likely to be overrun by the louder, more dominating members of the group.

  Next, if the meeting is going to happen, we need to follow the same rules of synchronous communication discussed in the last chapter on group chat. Whether online or offline, the same rules of being selective about who attends and making sure to get in and out quickly apply.

  Once we’re in the meeting, there’s a new problem: people on their devices instead of being fully present. Attendees check email or fiddle around on their phones during meetings despite the many studies showing that our brains are awful at absorbing information when we’re not paying close attention. Watching others use their devices in meetings escalates an arms race of perceived productivity and paranoia—the impression that someone else is working while we’re not increases our stress levels. Thinking about our own flooded inboxes deteriorates the meeting’s effectiveness, and our lack of participation only serves to make the meeting less productive, less meaningful, and less interesting.

  To stay indistractable in meetings, we must rid them of nearly all screens. I’ve conducted countless workshops and have observed a stark difference between meetings in which tech use was permitted versus those that were device free, and meetings without screens generated far more engaged discussion and better outcomes. In order to ensure that meeting time isn’t wasted, we need to introduce new customs and rules.

  If we are going to spend our time in a meeting, we must make sure that we are present, both in body and mind.

  First, every conference room should have a charging station for devices, but make sure it is just out of everyone’s reach. When attendees congregate before the meeting, they should be encouraged to silence their phone and plug in their devices so the meeting can proceed free of distractions. While there are specific exceptions to these customs based on the business, the only things attendees really need in a meeting are paper, a pen, and perhaps some sticky notes.

  If slides need to be presented on screen, designate one member of the team to present from their computer or have a dedicated laptop that stays in the meeting room. Rather than sparking the desires of others to use their devices, anyone attempting to use a phone or laptop during the meeting should receive disapproving stares from you and your colleagues.

  Despite the potential for increased engagement in tech-free meetings, some of us may be squeamish about the idea and may protest that we need our devices for taking notes or accessing files. But if we’re honest with ourselves, we know that these excuses are not always legitimate. Why do we really use our devices in meetings? Our technology gives us a way of being physically present but mentally absent; the uncomfortable truth is that we like to have our phones, tablets, and laptops in meetings not for the sake of productivity but for psychological escape. Meetings can be unbearably tense, socially awkward, and exceedingly boring—devices provide a way to manage our uncomfortable internal triggers.

  Reducing unnecessary meetings by increasing the effort of calling one, following good rules of synchronous communication, and ensuring people are engaged in the meeting instead of on their devices will make them much less awful.

  Though the modern workplace is full of potential distractions, it is up to us to manage them by continually trying new ways to stay focused. Pick a few tactics you’ve learned from this section to try, and ask a couple of colleagues if they’re willing to give them a shot as well. Hacking back external triggers, whether in the office or on our devices, is an effective remedy for distraction that can help us work and live better.

  REMEMBER THIS

  •Make it harder to call a meeting. To call a meeting, the organizer must circulate an agenda and briefing document.

  •Meetings are for consensus building. With few exceptions, creative problem-solving should occur before the meeting, individually or in very small groups.

  •Be fully present. People use devices during meetings to escape monotony and boredom, which subsequently makes meetings even worse.

  •Have one laptop per meeting. Devices in everyone’s hands makes it more difficult to achieve the purpose of the meeting. Wi
th the exception of one laptop in the room for presenting information and taking notes, leave devices outside.

  Chapter 18

  Hack Back Your Smartphone

  It’s clear that many people, myself included, are dependent on their smartphones. Whether it’s to keep in contact with family, navigate around town, or listen to audiobooks, this miracle device in our pockets has become indispensable. That same utility, however, also makes the smartphone a major source of potential distraction.

  The good news is, being dependent is not the same thing as being addicted. We can get the best out of our devices without letting them get the best of us. By hacking back our phones, we can short-circuit the external triggers that spark harmful behaviors.

  Here are my four steps to hacking back your smartphone and saving yourself countless hours of mindless phone time. The best part is that implementing this plan takes less than an hour from start to finish, leaving no excuse for calling your phone distracting ever again.

  STEP 1: REMOVE

  The first step to managing distraction on our phones is to remove the apps we no longer need. To do so, I had to ask myself the critical question of which external triggers on my phone were serving me and which were not. Based on my answers, I uninstalled apps that didn’t align with my values. I kept apps for learning and staying healthy and removed news apps with blaring alerts and stress-inducing headlines.

  I also deleted all games from my phone. I’m not saying you need to do the same, of course. Many games today, particularly those made by indie studios, are works of masterful craftsmanship and are no less entertaining or morally virtuous than quality books or films. But I decided that, for me, games didn’t align with how I wanted to spend my time on my phone.

  As a technophile, I love trying out the latest apps. However, after a few years, I’d collected screen after screen of untouched apps that were now clogging up my phone. If you’re anything like I was, you likely have a number of apps you never use. These apps take up storage space in our phone’s memory and bandwidth when they update themselves. But worst of all, these zombie apps fill our devices with visual clutter.

  STEP 2: REPLACE

  Purging my unused apps was easy because saying goodbye to apps I never used didn’t evoke an emotional response. However, the next step involved removing apps I loved.

  The problem was, I often found myself checking YouTube, Facebook, or Twitter on my phone when I’d planned to spend time with my daughter. When I’d feel a tinge of boredom, I’d watch a short video or give a social network a quick pull-to-refresh. Unfortunately, this also pulled me out of the moment with my daughter. But abandoning these services entirely wasn’t an option for me; I still wanted to use them to keep in touch with friends and watch interesting videos.

  I found my solution by replacing when and where I used the problematic services. Since I’d set aside time for social media in my timeboxed schedule, there was no longer any need to have them on my phone. After a few minutes of hesitation, removing them from my phone felt like a breath of fresh air. I could breathe easy knowing I could still access these services on my computer and at a time I set aside, not whenever the app maker decided to ping me.

  Perhaps the most surprisingly beneficial mobile-phone adjustment was changing the way I checked the time. As someone who hates being late, I used to glance at my phone throughout the day, which far too often caused me to get sucked into a notification on my phone’s lock screen. When I started wearing a watch again, I noticed that I checked my phone far less frequently. A quick glance at my wrist told me what I needed to know and no more.3

  The idea here is to find the best time and place to do the things you want to do. Just because your phone can seemingly do everything doesn’t mean it should.

  STEP 3: REARRANGE

  Now that we are left only with our critical mobile apps, it’s time to make our phones less cluttered and, consequently, less distracting. The aim is that nothing on our phones is able to pull us away from traction when we unlock our devices.

  Tony Stubblebine, editor in chief of the popular Medium publication Better Humans, calls his phone’s setup the “Essential Home Screen.” Stubblebine was the sixth employee at Twitter and is fully aware of the way its platform was designed with human psychology in mind.

  Stubblebine recommends sorting your apps into three categories: “Primary Tools,” “Aspirations,” and “Slot Machines.” He says Primary Tools “help you accomplish defined tasks that you rely on frequently: getting a ride, finding a location, adding an appointment. There should be no more than five or six.” He calls Aspirations “the things you want to spend time doing: meditation, yoga, exercise, reading books, or listening to podcasts.” Stubblebine describes Slot Machines as “the apps that you open and get lost in: email, Twitter, Facebook, Instagram, Snapchat, etc.” He recommends rearranging your phone’s home screen so it only displays your Primary Tools and your Aspirations. He instructs you to “think of your home page as a group of apps that you feel you are in charge of. If the app triggers any mindless checking from you, move it to a different screen.”

  A few minutes spent rearranging the apps on my phone removed external triggers I didn’t need on my home screen.

  In addition, instead of swiping from screen to screen to locate an app you need, I recommend using the phone’s built-in search function. This will reduce the risk of bumping into a distracting app if you begin sifting through all your phone’s screens and app folders.

  STEP 4: RECLAIM

  In 2013 Apple announced that its servers had sent 7.4 trillion push notifications. Unfortunately, few people do anything to avoid those external triggers. According to Adam Marchick, CEO of mobile marketing company Kahuna, less than 15 percent of smartphone users adjust their notification settings—meaning the remaining 85 percent allow app makers to interrupt them whenever they’d like.

  It’s up to us to make adjustments to suit our needs; the app makers won’t do it for us. But which app notifications should we disable, and how? Now that we’ve whittled down the number of apps on our phones, we can adjust our notification settings. This step took me about thirty minutes, but it was the most life changing.

  If you use an Apple iPhone, go to Settings and select the Notifications option, or if you’re on an Android device, find the Apps section in Settings. From there, adjust each app’s individual notification permissions to your preferences.

  In my experience, it is worth adjusting two kinds of notification permissions:

  1.Sound—An audible notification is the most intrusive. Ask yourself which apps should be able to interrupt you when you are with your family or in the middle of a meeting. I only grant text messages and phone calls this privilege, though I also use an app that plays a chime every hour to help me stay on track with my schedule for the day.4

  2.Sight—After sound, visual triggers are the second most intrusive form of interruption. In my case, I only allow visual notifications in the form of those red circles on the corner of an app’s icon and I grant this permission only to messaging services like my email app, WhatsApp, Slack, and Messenger. These are not apps I use for emergencies, so I always know I can wait to open them when I’m ready.

  The one hiccup with these two classifications is that some audible triggers can get through during my focused time or at night when I’m asleep. I only want those external triggers to get to me in case there’s an emergency. Thankfully, my iPhone comes with two incredibly helpful Do Not Disturb features (Android is rolling out similar functionality).

  The first is the standard Do Not Disturb, which can be programmed to prevent all notifications from reaching you, including calls and texts. However, when someone calls twice within three minutes or texts the word “urgent,” Apple’s iOS knows to let the call or message go through.

  The second feature is the Do Not Disturb While Driving mode, which blocks calls and texts but also sends a message back to the sender that informs them you can’t pick up the phone at
the moment. You can even customize the message to let people know you are indistractable.

  Customize an indistractable auto-reply using Apple’s Do Not Disturb While Driving feature.

  It’s worth noting that reclaiming your phone’s external triggers does require a bit of maintenance. For instance, every time we install a new app, we need to adjust its notifications permission settings. The good news is that Apple iOS and Android are both planning to make the process of modifying notifications easier in upcoming updates to their respective operating systems.

  There are many things you can do to remove the unwanted external triggers on your phones. As powerful as the app makers’ tricks may be, they are no match for removing, replacing, rearranging, and reclaiming the apps that don’t serve you. By taking a fraction of the time you would otherwise spend getting distracted by your phone, you can customize it to eliminate unhelpful external triggers. A distraction-free mobile experience is well within your grasp. There’s no reason you can’t hack back.

  REMEMBER THIS

  •You can hack back the external triggers on your phone in four steps and in less than one hour.

  •Remove: Uninstall the apps you no longer need.

  •Replace: Shift where and when you use potentially distracting apps, like social media and YouTube, to your desktop instead of on your phone. Get a wristwatch so you don’t have to look at your phone for the time.

  •Rearrange: Move any apps that may trigger mindless checking from your phone’s home screen.

  •Reclaim: Change the notification settings for each app. Be very selective regarding which apps can send you sound and sight cues. Learn to use your phone’s Do Not Disturb settings.