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Distractions and multitasking

‘Infomania’ distractions reduce intelligence and mental sharpness

A 2005 HP study found that ‘infomania’ distractions from incoming email and phone calls led to a 10-point fall in respondents’ IQs – over twice the IQ drop experienced after smoking marijuana. Over half of the 1,100 respondents admitted to responding to emails immediately. The psychologist who conducted the study, Dr Glenn Wilson, said that ‘infomania’ can reduce mental sharpness, and those constantly breaking away from tasks to react to distractions suffer effects similar to losing a night’s sleep.

Distractions and multitasking can slow us down and cause brain overload, stress and inefficiency

Research from Professor Miller, a neuroscientist from Massachusetts Institute of Technology, found that rather than truly multitasking, the human brain simply switches rapidly between tasks, putting greater stress on our brains than if we conducted those tasks one after another. Further, if we simultaneously focus on two similar tasks – tasks that use the same part of the brain such as talking on the phone while writing an email – we can overload our brains’ processing capacity, leading to inefficiency.

Meanwhile, the Journal of Experimental Psychology reported on an American study which found that it took students up to 40 per cent longer to solve maths problems when switching between multiple tasks. The study also observed increases in stress, and a negative cycle in which we multitask to get things done quickly, feel stressed when tasks take longer than expected, and then persist with inefficient multitasking in a vain attempt to catch up. Research from the University of California also found that interruptions can cause significantly higher stress levels, frustration and pressure.

Heavy multitaskers may become less resistant to distractions

Experiments from Stanford University analysed ‘media multitaskers’, defined as people who consume “more than one item or stream of content at the same time”. They found that ‘heavy’ multitaskers perform worse on task-switching tests than ‘light’ multitaskers, and are “more susceptible to interference”. In other words, the more we multitask the more inherently prone to distractions we become.

Finding focus

Some multitask better than others, and some more easily deal with distractions. Even so, research suggests that avoiding distractions and focusing solely on one task can improve intelligence, mental sharpness and productivity, and reduce stress. Being conscious of these observations when planning tasks means you can more proactively avoid distractions and find focus when you need it.

Practical tips

List your most important tasks and find ways to avoid distractions and interruptions when doing them. Block out ‘sacred’ time segments to focus on single tasks. Take steps such as silencing your email and mobile or escaping to a quieter place to work. Above all – when beginning a key task – pledge to ignore other tasks and distractions and focus solely on the job at hand. As a rule check emails, texts and other distractions on a schedule – such as every three hours – rather than responding to them constantly. If you must multitask: avoid doing so in the afternoon – post lunch fatigue plus multitasking equals brain overload; only multitask simpler tasks; and avoid multitasking similar tasks such as email and phone calls. And, when you feel distracted, stressed or inefficient: take a break, then re-find your focus.

Top tips – Twitter

Respect the social context

Twitter is a social tool, used by friends to share information and engage in dialogue. Businesses can and do fit into this world, but they must respect this social context. Dan Germain, of Innocent Drinks, suggests asking whether you would welcome customers to “drop in for a cup of tea”. If the answer is no: “don’t get involved”.

Be interesting

“The most important thing is to always be interesting”, says Amelia Torode of ad agency VCCP. Before you begin ‘tweeting’, consider the content you have to offer. Can you consistently create tweets that are interesting, informative, useful, conversational, or beneficial? When devising tweets, think twice about the social context; about why people use Twitter, and importantly, about the kind of people that use it.

Engage in conversations

“If you believe it’s important to get out there and have conversations with customers, then you should be using Twitter”, says Bob Pearson of Dell. Such interactions can provide businesses with qualitative information on customer opinions, insights and feedback on subjects such as existing or new products, services, or ideas. Importantly: be sure to listen; Penguin Books digital marketing director Anna Rafferty argues that showing you listen is “the only way to build true value into brands’ use of Twitter”.

Don’t be too ‘salesy’

“The last thing any brand should do is approach Twitter like a textbook marketing activity”, says Dan Germain of Innocent Drinks. A sentiment echoed by ad agency strategist Amelia Torode: “This isn’t a pipe down which to pump press releases”. This does not mean you cannot tweet promotional content, just keep a check on it, and be sure to find a balance between being ‘salesy’ and being social.

Balance frequency

Brands are sometimes criticised for tweeting too infrequently, reflecting a lack of commitment, content, or both. Conversely, brands that tweet too often could annoy followers who may feel bugged by tweets. This problem worsens the more promotional you get. Remember that Twitter is primarily a social tool, thus relentless promotional content may inspire users to delete you from their Twitter list. To strike a balance, always ask yourself: is the reader going to find this tweet useful, relevant, and above all: interesting?

Find your voice

Companies tweet in different ways. Some take a personal tone, tweeting directly from directors or executives, while others tweet anonymously under their brand name. Some take an informal approach to content (perhaps tweeting about an employee’s recent personal achievement), while others prefer to keep things focussed on business. There are no set rules, but it helps to find an approach that is comfortable for you.

Take it easy

Innocent’s Dan Germain: “The key is to not try too hard. With only 140 characters, if you think for more than a minute about what you post, you’re taking too long”. This advice should not be taken too literally, but it helps to illustrate that Twitter is designed to be short, sweet and social. You want to avoid damaging your brand by being too casual, but also try to take things easy and embrace the relaxed tone of Twitter.

Can “Green HR” help to save the planet?

Human resources (HR) has a role to play in building greener businesses. Its closeness to people across departments makes it arguably the best-placed business function to introduce and enforce greener working practices and change environmentally unfriendly behaviours. And while its scope may be limited to managing the behaviours of people – as opposed to directing wider strategic or operational policies – HR has a significant opportunity to contribute to the green movement. If being green is not reason enough, the motivation to get involved might be driven by the fact that, increasingly, people want to work for greener businesses.

HR is already involved in the development, training, retraining and behavioural management of people, with the overall objective of improving business performance. It also has a role in defining organisational policies, such as flexible working rules or codes of conduct. With these competencies in mind, it is apparent that managing certain green policies from within HR could be advantageous. Where an individual’s choice of behaviour could impact the environment, HR could play a role in defining policy. For example, HR could define instances where face-to-face offsite meetings are necessary, or where video or web conferencing could be used as a greener alternative.

A survey conducted in the US, which analysed responses from 93 organisations from a range of different industries, identified some commonly practised green-friendly HR initiatives, including encouraging online/tele-conferencing to reduce travel, and promoting the reduction of paper use. The survey commented that “employee involvement in green programs dramatically increases when organizations appoint an individual to lead the efforts”. Don Sanford, managing director of Buck’s Communication, the company behind the survey, concluded that “there is still much more that organisations can do”.

To go further HR leaders could pursue green initiatives on a number of levels. For example, HR could work with IT departments to define policies on the correct use of computer power management systems, or promote the importance of turning off computers, printers and lights when leaving the office. More widely, building green responsibilities directly into job descriptions could provide a two-fold benefit; first ensuring green policies are explicitly part of an employee’s responsibilities, and second, providing routes for employee feedback on ideas which could help to improve environmental efficiencies. Employees who are familiar with their own job roles may be best-placed to identify green opportunities and proactively suggest improvements.

Increasingly, potential new recruits are likely to consider the green credentials of employers. If HR has a vested interest in a company’s environmental practices, it could position the business as a more attractive proposition to new talent. In this respect, being green could be strategically valuable to tomorrow’s HR.

It is clear that whilst HR cannot always take the lead in an organisation’s green approach, it could work with decision makers to define and disseminate information and instructions to its people, so that they can learn how to behave in more environmentally friendly ways. As well as contributing to an important corporate social responsibility, this positive action could make the company a more attractive employment proposition for new talent. If you work in HR, why not ask yourself what role you could play in helping to save the planet.

Organising your days

Winston Churchill woke early but worked from bed until late morning. He then rose for a brisk walk and a weak whisky and soda. By early evening he was ready for his siesta, a habit he claimed allowed him to fit one and a half days worth of work into every 24 hours. Charles Darwin, another early riser, worked for most of the morning in his study, but invariably considered 12 noon to be the end of his working day.

For some individuals there seems to be a link between routine and success. So, can a ritualistic approach to managing time help to get the most from your days?

You may think not. Some people are immediately sceptical about the regimented nature of routine, preferring a more flexible approach. But routines can be rigid or flexible, and making even the smallest changes to your days can help to increase productivity, satisfaction and success.

“It’s quite a personal matter”, says writer Simone de Beauvoir. There are no rules; one person’s routine could be entirely incompatible with the next person. For this reason it’s important to undertake some honest self-analysis.

When are you most productive, attentive or creative: mornings, afternoons or evenings? When do you best work alone, and when do you prefer the company of others? Do you attend to detail best with a fresh morning head, or in the evening when there’s fewer distractions? Asking such questions enables you to match specific tasks with specific time slots that suit your behaviours best. For example, if you’re most productive but most antisocial in the mornings, make your routine simple: mornings – personal tasks; afternoons – meetings and team working.

If you begin your days wondering how you’re going to get everything done, you need to think strategically about managing your time. This means prioritising key tasks and putting aside unimportant ones. So why not begin your daily routine by spending five minutes creating a plan for the day ahead? Ask what you can realistically achieve, and importantly, what you must do to make today feel productive and successful. Once you know what important tasks must be done, you can match them with the most suitable times slots, as discussed above.

Having an appreciation of when it’s best to do something allows you to better order the things you need to do, day by day. Beyond this simple framework your routine can be as rigid or flexible as you like. Some people choose to work to hour-long chunks that end on the beep of an alarm and are followed by minute-long ‘review and refocus’ sessions. For the less regimented, simply find a balance between chaos and order.

You may also want to think about how routine can help to manage both work and life. Could you integrate personal tasks into your routine? For instance, if you tend to work late why not break up the days with a walk to do some personal errands; exercise can reduce stress and improve productivity, and getting the chores done is a nice bonus.

However detailed your daily routine becomes is your choice; indeed you may waver towards the more flexible approach. But don’t let such freedom distract you from the point that, often, certain times of the day are better suited to certain tasks. If you can crack this code you can get the right things done at the best times, and as a result become more productive, satisfied and successful – and less stressed.

Password security

We know we should have different, long, hard to guess passwords for everything, but it’s easy to ignore such practice and favour convenience over security. And as we use an increasing number of devices, networks and services, the dangers of using one password for all get ever-greater. So, what steps can we take to improve security while keeping passwords memorable and convenient?

Create better passwords

What makes a good password? Long; containing letters, numbers and symbols; used for one purpose; hard to guess. Problem is, these rules challenge us to retain lots of lengthy, obscure data. Practicably speaking then, a good password is hard for others to guess but easy for you to remember.

One tip for hard-to-guess but memorable passwords: replace letters with numbers or symbols that visually resemble letters; for example, ‘Inception2010’ becomes ‘!nc3pt!0n2010’. Or to make things more obscure, use the first letters from a memorable sentence; so ‘My first dog was brown and born in 1981’ becomes ‘Mfdwbab!1981’. This seems obscure but can be recalled using a memorable code. Brainstorm words and phrases that are memorable to you but not others, and apply these tricks to see what you get. Your IT team, or a search online, may offer additional password creation tips that better suit you.

Avoid using one password for everything

Using one password for everything works, until: someone watches you enter it; you enter it onto a hoax website; one of the places where you use it is hacked. Your thief could then attempt to log into other popular services which you may use, and access sensitive data or use your accounts fraudulently.

Better balance security and convenience

Still favour convenience? If so: list the places where you use passwords, grouped by importance, based on how vital their secure use is, or how much sensitive data they contain. Your top priority list is likely to give impetus to create stronger and different passwords for each. For lesser priorities you may choose convenience – perhaps using one password for all – but at least your sensitive places are more secure.

Or you could mix security and convenience with a password manager; an encrypted software repository where passwords are accessible using one ‘primary’ password. Typically such software offers features including secure password generation, web integration to auto-login to services, and smartphone or web access. Systems fail if someone gets access to your data, so it’s vital to have a strong primary password and store your database securely (which arguably means not storing online). Other weaknesses: you may find yourself without access to passwords in some situations; potential for data loss. To alleviate the dangers, good password managers focus on reliability and offer automated backups. Key advantage: rather than creating memorable passwords you can enjoy easy access to random, secure passwords.

Why you should care about innovation

Creativity is not enough

When a light bulb pops up in your head, that’s creativity. Innovation is the bit afterwards. The blood, sweat and tears. The bit when you turn that idea, creation or invention into something real, valuable and successful. It’s the evolution of creativity into success.

Inventor Thomas Edison is often said to have invented the light bulb, but in fact, he didn’t. What he did do was develop and implement the idea more successfully than anyone else. He was not the creator, he was the innovator.

You may measure success based upon your artistic integrity or popularity, or you might be best pleased by profits. Whatever; if you find success in creativity, you are an innovator.

Creativity is linked, inextricably, with innovation… Creativity is not enough.

It’s a chance to do good

Work fills a large part of our lives, so why not strive to do great work? We can do this by innovating; by changing things for the better.

Whatever we do, whether we are an artist, baker or businessman, some of us intrinsically want to do great work. Innovation is an opportunity to do this, by thinking differently and introducing new ideas. You may innovate in small ways, improving how you work or do business. Or you may change the world with a groundbreaking new invention. It doesn’t really matter; what matters is that you are doing good.

Doing great work, being successful, and changing things for the better. These are great things, and we can use innovation to help us do them all.

Size doesn’t matter

Innovation is big news; a profound transformation or a world-changing event. But it’s also a collection of small, incremental, seemingly insignificant changes. Changes that might go unnoticed by the majority but are nevertheless important to someone.

That someone might be you, doing your job. And even if innovation goes no further than your own four walls – if it makes your working life better, faster and more productive – it’s worth it.

Size only matters if you want to be big. If you are content to focus on the little things, innovation can still help you become more successful. Day in day out.

It’s not what you do, it’s the way that you do it

You can journey to the same end point in many different ways. Innovation helps us find the best way. It helps us become better and faster than the way we did it before, or the way our competitors do it now.

Factory Records, the label that brought us Joy Division and The Happy Mondays, are renowned for their innovation. Not just in their music, but in the way they did things. Part of the reason for this is that Factory’s founders didn’t know how to run a record label – they just made it up as they went along. For a while this formula worked: they enjoyed great success, brought a new musical culture to the streets, and innovated in ways their competitors would later emulate.

The rest of us may not choose to disregard the rule book, but that doesn’t mean we can’t change the rules. Innovation is about rethinking, redefining and redoing. By challenging the status quo, we might just be able to do things better. In that process we create value and find success.

It’s an art becoming a science

Innovation is part art, part science, in that we do not fully understand its magic. Some people and businesses seem to be intrinsically better at it. But that doesn’t mean the rest of us can’t learn its craft.

More and more, individuals and businesses are picking apart innovation, to see how it really works, to understand how to measure, apply and master it. Experience, research and case studies continue to teach us more about how a myriad of factors such as diversity, collaboration, company culture and leadership are important to and influencing innovation.

Individuals and businesses that follow this increasing understanding of innovation will gain a competitive advantage over those that don’t.

Leadership: Defining your vision

Leaders must set a direction, then concentrate the attentions of everyone on it.

Influential leadership author, Warren Bennis, asserts that it is crucial for business leaders to set a direction, and “concentrate the attention of everyone in the organisation on it”. This involves defining a vision for the future of your business that is clear and compelling enough for your people to follow.

Defining your vision

Establishing a clear company vision helps to ensure your business goes in the direction you want it to. It gives focus to management, employees, suppliers, collaborators, and even customers. In essence, it defines a roadmap for where your business and its people are heading. So how can you begin to define your vision?

Strong awareness helps. It pays to know what is going on inside and outside of your organisation, and have access to strong information and intelligence. This means using management, employees and other sources to inform and guide your thinking. Such awareness allows you to make well-judged, forward-thinking decisions. But while others can inform and guide, they should not direct or dictate your vision. As a leader it is your job to look into the unknown and set a direction for the future as you see it.

Upon sound intelligence you can build an educated view of the future. According to Bennis, a vision needs to provide people with a “bridge to the future”. In the first instance this means defining where you want to be one, three, five, or ten years from now. From these points, leaders must ‘reverse engineer’ to provide specific, practical and achievable plans which detail the key steps required to realise the vision. Sometimes referred to as ‘futurecasting’, the process of visualising and road-mapping the future is an important leadership role.

Part story, part plan 

Bennis stresses the importance of “giving meaning” to a vision “through communication”. BusinessWeek adds that there should be four components to a vision: “A compelling story, an image, it must be achievable, and it has to be forward-looking.” A vision could be described as part story, part plan. The story must be clear, compelling and easy to communicate, while the plan provides the specifics required to make it happen.

Communication might begin with impassioned speeches, but be sure to follow with practical steps which aim to turn vision into reality; such as building specific goals into management, employee or supplier responsibilities, or conducting regular management meetings and monitoring to ensure your vision is rigorously pursued. More generally, look for opportunities to constantly ‘give meaning’ to your vision through strong communication and management. Tell your story of the future, then inspire, compel and enable others to follow your lead.

Plants make you feel and work better

The argument that plants can improve a person’s well being has until now been largely speculative. But mounting research reinforces the link between green offices and stress free, productive workers.

Washington State University conducted a study that found – after adding plants into a windowless workplace – participants to be more productive (12% quicker reactions during computer tasks) and less stressed with lower blood pressure readings.

A study of Norwegian workers by the Agricultural University of Norway linked health benefits to plants in offices. The study witnessed symptoms of fatigue falling by 30 per cent and headaches by 20 per cent after plants were introduced into the workplace.

Further research found evidence that plants can reduce the level of allergens in the air, decrease noise pollution, and create balanced humidity levels. Also, plants are thought to aid recovery from stress during break periods.

Useful marketing

“Consumers hate us – the marketers and advertisers who invent new ways to spam them”, says Bob Gilbreath, Chief Strategy Officer at global marketing agency Possible Worldwide.

Increasingly people will find ways to avoid unwanted marketing, Gilbreath believes, and therefore argues: “Instead of fighting this and finding new ways to annoy people, we, as business people, have to ‘give in’ and actually create ‘marketing’ that people choose to engage with.”

Such thinking drives a new era of marketing: ‘content marketing’, ‘marketing as a service’ and ’utility marketing’ are terms that express the notion that marketing should provide useful or valuable content to consumers. In doing so, people will choose to engage with marketing rather than try to avoid it. It’s a simple concept that represents a win-win for both marketers and consumers.

One example is how supermarkets have been marketing themselves in recent years. In-store marketing offers meal suggestions and recipes, and television ads feature famous chefs showcasing creative cooking ideas. It’s marketing content that’s of course designed to sell more products – but by providing meal suggestions it’s also providing practical use and value to consumers.

In recent years marketers have in some contexts been forced into providing more useful content; use and value have become expected by consumers. For instance, because people can unsubscribe from email marketing so easily, marketers have been pressed to keep people engaged, doing so in various ways such as providing informative newsletter content or special offers.

A similar challenge exists for businesses when marketing via social networks, where excessively or overtly promotional content would be unwelcome. In an article discussing the business use of Twitter, Gilbreath advises companies to “follow the 80% (value add content) / 20% (marketing) rule… When you execute the 80% well, people accept the 20% marketing because it’s genuine.”

In essence it’s about finding a balance between ‘value added content’ and ‘marketing’ – especially when working in contexts where consumers can easily switch themselves off from marketing. As Gilbreath says, people are more likely to accept self-promotion if a brand has also been selfless enough to provide some kind of useful and valuable content.

Some brands go further than others when balancing value added content and marketing. Take Nike+, a concept which is more of a ‘service’ than it is ‘marketing’. Nike+ combines gadgets and online services which allow customers to track run distances and set challenges to stay motivated. An ecosystem has grown around the service, in which Nike has kept customers regularly engaged. ‘Mobile apps’ is another area where businesses are experimenting. For example, a UK insurance company’s app provides driving tips and reminders for maintaining one’s vehicle; it’s useful content with a hint of marketing.

‘Useful marketing’ seems logical and mutually beneficial to both marketers and consumers. The big question for businesses is execution – how to provide use and value while at the same time obtaining marketing value. To start, consider how your existing marketing scores on the 80/20 rule, and from there work to add value one percentage at a time. Creative thinking may also help to go further and conjure up exciting new services which provide value added content first and marketing a close second.

Retail tips

Educate salespeople

In an age when consumers research online before purchase, many retailers assume that customers walk into shops purely to buy products they already know they want. But McKinsey research indicates that “as many as 40 percent of customers remain open to persuasion once they enter a store, despite undertaking extensive product research, reading online reviews, and comparing prices”. “Retailers that fail to have knowledgeable staff on hand to help customers make decisions, or even to create arresting in-store visual marketing materials, are losing sale after potential sale”, McKinsey warns.

McKinsey continues: “While selling is an art that can be approached in a variety of ways, it boils down to four basic steps: open, ask for needs, demonstrate, and close… Having staff that understand and enjoy the sales process is paramount, and that means attracting the right employees, training them effectively, and rewarding them appropriately.”

Create engaging in-store marketing materials

McKinsey provides examples of simple but effective approaches to visual merchandising, such as signage that allows customers to make product comparisons; for example – signage which compares memory cards by the number of photos they can hold rather than their size in gigabytes. “Because sales staff could use the visual displays as a way to sell products to customers without having to memorize technical details, they were more confident and achieved more sales per hour”, McKinsey observes. Examining consumer decision-making behaviour also reaps rewards: McKinsey cites a company that regrouped shampoos and soaps ‘by scent’ rather than positioning on shelves by product type; the company found that this approach better suited people’s decision-making and buying behaviours.

Secure online retail websites and customer data

The recent theft of customer payment data from a South West based retail website underlines the importance of online security for businesses of any size or profile. It’s an imperative, an unavoidable cost of doing business online, and it should be a top priority before – not after – cybercrime hits. Priorities include protecting the collection and ongoing storage of customers’ personal and payment data. Web developers or specialist security experts can advise on the best systems to adopt for protection in key areas including data security, storage and legal compliance, payment processing, and website hosting. As a precautionary measure, some consultants can also test the security of existing websites.

Connect with smartphones

Facebook Places and Google Coupons are services that attract mobile smartphone users to nearby businesses by offering discounts and vouchers. Such services, which will grow in number and popularity as more people use smartphones, allow retailers to connect with and attract people who are physically close-by; the modern-day version of market traders shouting deals to passers-by. An upcoming technology called Near Field Communication will also allow communication directly with nearby devices in new ways, from taking wireless payments to broadcasting special offers and product information. Such trends make new connected technologies a relevant opportunity even for offline retailers.

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