Does Instant Messaging Hurt or Help Productivity?

Atlanta Professional Organizer, Allison Carter, recently alerted me to an article in the Atlanta Journal-Constitution entitled "Biz (off)beat: Instant Messaging Among Co-Workers Hikes Productivity" written by Bill Hendrick.

The article describes the results of a research study of 912 people conducted by professor Kelly Garrett of Ohio State and James Danziger of the University of California-Irvine in which they found that instant messaging (IMing) led to fewer interruptions of workers and increased productivity. "The key takeaway is that instant messaging has some benefits where many people had feared it might be harmful," Garrett said. Those in the study who used instant messaging reported being "interrupted less frequently" than colleagues who didn't.

I wonder what each study participant's definition of "interruption" is. Are they referring to the frequency that they received and read emails, answered phone calls, or spoke to a co-worker who stopped by to ask a question? Do they consider each instant message an interruption?

This article reminded me of another that I read called "The Multitasking Generation" in the March, 2006 edition of Time magazine. The piece described the results from studies done by David E. Meyer, director of the Brain, Cognitive, and Action Laboratory at the University of Michigan. He found that "when people try to perform two or more related tasks either at the same time or alternating rapidly between them, errors go way up, and it takes far longer--often double the time or more--to get the jobs done than if they were done sequentially. " Seems to me that answering instant messages while performing other job duties would qualify as "trying to perform two or more related tasks."

As we often see, two different research studies can show two very different results. IMing may reduce the total amount of time a single communication may take, but I question whether it reduces the total quantity of interruptions. Also, the number of in-person interruptions may be decreased by IMing, but does this reduce the number of times per day one's attention is pulled away from the task at hand?

I rarely participate in IMing because I personally enjoy getting absorbed in a task, and I find it a bit difficult to get back into the zone once I'm interrupted. What about you? Do you find IMing helps or hurts your productivity?

The Ripple Effect of Getting Organized

One of my organizing clients is a pastor at a nearby church. He's been a delight to work with because he is so enthusiastic and curious about the whole organizing process. In fact, he even calls our sessions his "organizing classes."

He recently shared with me a phenomenon that is now occurring in his life. Once he began organizing one aspect of his life, in this case his work, he began to see how he could improve other areas. He shared with me that he and his family are now organizing their garage at home, and his wife finally has the recycling center she has been asking for. He's even scheduling time to sit and write his Sunday sermons early in the week instead of squeezing them in later.

I've witnessed this time and time again. Once a person begins organizing one area of their life, they open up time and space for other accomplishments. I've seen people start to lose weight once they begin to purge the excess stuff from their homes and offices. I've seen clients stop spending so much money and begin paying off debts once they really pay attention to how much stuff they have (and don't need). I've seen relationship tensions ease once the chaos of clutter is calmed. You see, once a person begins to get control of the area of their life that's been causing them the most headaches and heartaches, they become inspired to improve the other areas of their lives.

So start creating your own ripple effect by deciding today what areas you want to get a better handle on. Then set aside an hour in your schedule and start working on the things that will have the most positive impact on your life or psyche. Once you start, I guarantee that you'll be surprised by how productive you can be in one focused hour and how good this progress will feel.

Wasting Time

I'm speaking to a group of medical practice managers (Greater Atlanta Medical Management Association) tomorrow on Time Management and Productivity Improvement. They had asked that I contribute an article to their professional association's newsletter, and I thought it might be helpful to republish it here for those of you who are trying to get a handle on your time. Here it is:

"Time is probably our most precious resource, yet many of us squander it away each day. In this fast-paced world, we are inundated with information, emails, meetings, and a multitude of distractions. How is it possible to fit it all into a 24-hour day? The answer is that you simply can't. Instead, you have to sort through your activity clutter, get rid of the "junk", and choose to spend your time on those things that are MOST IMPORTANT, those activities that will move you closer toward achieving your goals.

That begs another question: Are you clear about what your goals are? Before you can manage your time most effectively, you must be crystal clear about your goals. Otherwise, like a gerbil running furiously on an exercise wheel, you may be spending your time staying very busy without ever really moving forward. Your first challenge, therefore, is defining your personal and professional goals. Literally, write them down.

Next, capture all of the tasks demanding your attention in one spot so that they can be properly prioritized. Most people do this with a To-Do list or Action file. Depending on your preference, you may want to keep your list in a notebook, in your paper calendar, on a PDA, or on a computer-based system. It really doesn't matter which system you choose because each offers its own inherent benefits. What does matter is that you pick a system, stick with it, and use it regularly.

Now comes the real secret to successful time management and improved productivity: check your to-do list or action file everyday. The best times to do this are first thing in the morning and at the end of the day. As you review the list, ask yourself, "What tasks on this list do I need to accomplish in order to get closer to achieving my most important goals?" You should also determine how much flexible, non-meeting time you have each day so that you can plug your tasks into the most appropriate time slot.

Remember, most any goal is reachable if you just break it down into manageable steps and consistently cross off those to-do items necessary to get you to your final destination."