On COVID, anxiety and finding balance…

I must not fear. Fear is the mind-killer. Fear is the little-death that brings total obliteration. I will face my fear. I will permit it to pass over me and through me. And when it has gone past I will turn the inner eye to see its path. Where the fear has gone there will be nothing. Only I will remain.

Paul Atreides, Dune

It has been sometimes since I wrote on this blog. I am ready, it is now time to get it going again!

The COVID pandemic has hit us fast and hard. We had to very quickly move our teaching online and rethink some of our laboratory courses. As a university professor, I had to learn to teach to black boxes on Zoom screens (being sarcastic but…). While not everything in that experience was negative, it became quickly obvious that the non-verbal component of teaching in front of a class takes all of its meaning: the curious face one or many students make when some concepts do not really get through, the fidgeting on the chair, … all of these get lost for the most part in translation when moving teaching online. This was a lesson learned for us professors (and some more on how to get beyond this issue).

On the research side, while numerical projects were able to thrive, experimental research programs were closed for weeks and it took months before we were able to get to full speed again. Scientific meetings got canceled and then moved online. Mentoring as well as our weekly group meeting moved fully online for almost a year. Travel all but got down to a trickle. Because of that, I had graduate students that never started their program in the fall of 2020. I will not be shy to say that two years later I can still feel the effect of this pandemic. The only positive aspect was how much materials my graduate students had been collecting before the lockdown, enough for manuscripts that they have been putting off it (procrastinating on!) for a while.

Let’s be frank, the whole situation was quite unsettling and worrisome. For me the lockdown happens right after an electrophysiology procedure to solve my tachycardia episodes (had it for years but got quite worse in the last two years before this procedure). While it was not the dangerous kind of tachycardia, I developed anxiety behavior associated with it in the few months prior to the procedure. I got to admit that the COVID lockdown did not help in that regard, and anxiety change to panic attack in particular situations. Two years later, I am still learning to live my anxiety. If any of you have any kind of triggers for anxiety and panic attacks, I understand what you are going through and do seek out help. It works!

That being said, the lockdown also had benefits. I decided to direct the time saved from commuting to start a Couch to 5K program. Never looked back and still jogging (yeah I do not call myself a runner, I think I am just too slow!) 3 times a week. In the 18 months that followed, I lost almost 15 kg (and my BMI is now in a much better range!), got my resting heart rate around 60 bpm and lower my blood pressure medication that I got two years before to the minimum available on the market and to the point that I could possibly get without it (maybe when I get rid of those last 2-3 kg to get back to my younger self!) I used Apple Fitness+ plus to start meditating and took advantage of the mindfulness trigger on my Apple Watch to introduce deep breathing moments throughout the day. I have to say, all of the above further help in decreasing anxiety and bring your mind to a much more calm (and also creative) state!

I must admit that I got hooked on my morning jog, to the point that to this day, I still miss the time when we could skip the morning commute to work: up, jog, shower, eat, deep breathing and start the day’s work by the same time I would get to work after commute. I was also able to institute a clear cut-off at the end of the day (OK mostly a clear one, but I used to never disconnect at all before the pandemic) . Wow, my evenings became so much more relaxing than my old routine.

Overall, this got me rethinking about work-life balance. When the pandemic started, I spent less hours/week working but I did not do less. In fact, I found out I was doing more. However, the unimportant stuff got evacuated very quickly, and focus on the important work, personal and family stuff suddenly got very clear. The concept of busy vs productive takes all its meaning and productivity becomes much more holistic in nature.

Furthermore, I think that many of us became more attuned not only to our well-being and that of our family and friends, but also mindful of others, in particular to the students that we are guiding, mentoring. I had always in the past told students to disconnect once in a while, not come to the lab during certain periods, like at Xmas. But now I insist much more that they take their 4-week vacation every year, adapt to flexible schedules and working from home, and so on.

Reflecting on my work-life balance before and after March 2020, I came to the conclusion that bearing obvious major deadlines (like a grant proposal!), if I cannot fit everything I do at work in a 40h/week time frame, then there is something I am doing wrong, most likely I am doing too much unnecessary/unimportant stuff, stuff that is not moving my key projects forward.

Coincidentally, I have started to track the time I spend on various activities (to take decision based on actual data), for example trying to get the time I spend on e-mail down to an acceptable level. But this will be for another post…

Holistic Productivity: Productivity during a pandemic

For many, productivity is a synonym of work productivity. This year’s pandemic had many reassessed this very narrow definition. In fact, at this year major meeting in my field (www.aapm.org), the issues related to coping, adapting, productivity and so on associated with the COVID situation has been at the forefront of the meeting. 

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Start something new in 2019: schedule time with yourself!

The cemeteries are filled with people who thought the world couldn’t get along without them

— Multiple sources, original author unclear

As you start the new year, please take a moment to remind yourself that whatever you do and how good you are at it, your employer (and society as a whole) will continue to function with or without you. This means that you should never be ashamed or feel anxious about taking “off” time, and by that I mean all of the time allowed by your employer every year. Not only will you get more productive overall, your friends and family will thank you for it. I certainly expect all of my students and postdocs to take time off.

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Productivity, multitasking and notification

It is now well established that multitasking is impacting productivity significantly. If you do a quick Google search with the terms “multitasking and productivity”, you will get over 1.4 million hits but the first few are quite interesting. The average reduction in productivity due to multitasking is estimated to be about 40%. Another interesting study related to impact on organization, across 45 different organizations, determined that the impact of reducing multitasking ranges from 13% to 150% increase in productivity.

In fact, what ever you do, including simple daily life tasks, multitasking simply means that each things you are doing simultaneously is done at less than full capacity, full attention.

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Why not give (productivity) software this year!

pro·duc·tiv·i·ty  (prdk-tv-t, prdk-)

n.

1. The quality of being productive.
2. Economics The rate at which goods or services are produced especially output per unit of labor.
3. Ecology The rate at which radiant energy is used by producers to form organic substances as food for consumers.

Why not give yourself or a love one access to well design software? With the new years usually comes the time to take resolution(s). And like most they are forgotten a few weeks later.  This is because, we human being, get our attention so easily put elsewhere, diverted by what surround us, in particular the consumption media. So, we tend to get into an unproductive state by putting off what must or should be done. Simply stated procrastinating.

pro·cras·ti·nate  (pr-krst-nt, pr-)

v. pro·cras·ti·nat·edpro·cras·ti·nat·ingpro·cras·ti·nates
v.intr.

To put off doing something, especially out of habitual carelessness or laziness.

v.tr.

To postpone or delay needlessly.
It turns out that having tools that you like to use because of its physical design (an iMac, a Mac Book air or even the new Mac Pro!), the feeling it provide when touching it (like a well-made pen or paper notebook) and well design software all help in getting things done. There are many reasons why certain tools, hardware or software give use incentive to be productive over others or make us more productive. The important point is that you have to use them, use them everyday and actually like to do it.
The first rule in being productive is to actually do something. The second rule is for that something to actually be part of a whole that get your projects moving forward. This implicitly means that you can track your projects, the tasks associated with them and the necessary documents (files, e-mail, …). If you hate the software and hardware your are using to do this or they get in the way because they are not well conceive, you will loose interest, loose track of the important stuff and suddenly the not so important stuff become at the forefront of what you are doing.
Here are a few well design software you might want to invest into (some are actually free) and that are available to OSX and iOS:
  • Professional digital document management: DevonThink Pro Office and DevonThink To Go. On the Mac, you have indexing and AI doing automatic filing for you. No need for Tags. Tagging is a good concept but it does not scale and its efficiency certainly breaks down once you have tens of thousands of files.
  • Note taking app: Evernote (free) or NoteBook. I also find Apple Notes useful since it is always with me on my Mac, iPhone and iPad.
  • Task manager: Wunderlist (free – perfect for student and much better than Apple Reminder) or professional grade Cultured Code Things and OmniFocus.
  • MindMapping software: XMind (free) and iThoughts (Nice interface, intuitive to use, my favorite).
  • Project management (for large projects): Merlin and OmniPlan.
  • PDF management and citation software: Papers 2 (stay away from the “new” Papers 3), Sente or Zetero (free).

Some software should also allow you to get stuff done so you do not have to. In that category, I could not live in the digital world without:

  • 1Password: Strong passwords for all for all of your accounts, safely stored using the best encryption scheme. Never loose time again with passwords.
  • SaneBox: Made me realize that over 40% of my incoming e-mails are non actionable. SaneBox get them out of the way automatically for me. I never thought I would say this (I work with e-mail since 1991!!!), but 5$/month well spent. Work with IMAP, Exchange, iCloud, GMAIL.
  • MacUpdate Desktop: Unless you get all of your software from the Apple Store on OSX, you need to track your software and keep them up to date. MacUpdate does this for you very efficiently. Run it once a month, no sweat.
  • Alfred: Spotlight on steroid!
Merry Xmas!

29 Ways to Stay Creative [infographic]

Lindsey Lawrence over at Daily Infographic has generated a very nice infographic about 29 things you can do in order to stay creative.  I agree with most of the items, and while creativity is not related directly to productivity, some of these items work for both 😉