My Most Productive Month Ever: Some Secrets

Hi all! Just a quick update. This has been my most productive month yet (in my life), so I'll share my thoughts.

Back in June, I wrote a lot about:

1) working on my most important projects in focused, distraction-free 90-minute intervals
***2) batching together less-important tasks so they don't become distractions while I'm trying to get actual work done
3) preserving time for daily habits

Since my last post, I've taken #2 to an extreme, through a process of experimentation. I also have updates on #1 and 3, but I will save that for a future post.

The result can be summarized as three rules:

Rule 1: Schedule as many small tasks as possible on "Batch Day"

Batch days are perhaps the most useful innovation in my schedule. I pick the day of the week I have the most meetings/appointments and tell myself, "I don't need to make any progress on my research that day." Instead, I get all of the little things I need to get done out of the way for the week. This includes personal errands: laundry, clearing out my e-mail, shopping, cleaning, organizing, bills, etc. It also includes all the little tasks around lab that I need to do on a regular basis, favors I need to do for other people, and generally any task that takes time and energy but not much thought.

Essentially, anything that does not move my project forward gets stuffed into this single day per week.  These days end up being PACKED and I have no trouble exhausting myself by the end of the day. I usually don't finish everything, so I end up doing some "batch" tasks towards the end of other days of the week.

My time tracking for moving my project forward vs. all other tasks. Note that I only mark down time in which I am fully focused on the task at hand. Just being at work does not count for anything. My philosophy is work harder, not long.

This is intended to avoid letting these small tasks interfere with my research. They are extremely dangerous because they feel like productivity, so they can easily be used as an excuse to avoid making progress on my projects. Whenever such a task gets presented to me during the week, I put it on the list for my next batch day (which may be up to 6 days later) and go back to work. I only do the task immediately if it takes less than 2 minutes or if it is extremely urgent.

Unexpectedly, I'm now far more on top of my responsibilities than I was before. Because one day per week is specifically designated for small tasks, I rarely procrastinate on them. When someone asks me for something, I can tell them I will do it next Wednesday. And it's easy to deliver.

Rule 2: Schedule meetings only for the busiest day of the week.

Look at the schedule below. If someone wants to schedule a meeting, I will reply as follows:
"Thursday is best. If that doesn't work, I might be able to do Monday at 11am or 1pm, or Tuesday at 8am."



To concentrate on my work and do it right, I need long stretches of time to focus. Therefore, Wednesday and Friday in the schedule above must be protected at all costs. Switching between projects or tasks is the best way to lose time in the day.

Rule 3: Check priority e-mail once a day after finishing my work, and the rest of my e-mail once a week.

Checking e-mail is the best way to lose focus. Therefore, I designate a specific time in the afternoon AFTER I've finished my most important tasks for the day to check e-mail. Even then, I only look at and respond to things that make it into my priority inbox. Once a week, usually on batch day, I will quickly process my e-mail and reach Inbox-Zero in about 30 minutes (including responses and small to-dos).

On processing:
I never leave an e-mail in my inbox after looking at it. I immediately do one or more of the following:
     1) delete it
     2) archive it
     3) add event to my calendar
     4) add task to my to-do list (usually on my batch day list)
     5) write a note to myself and file it properly
     6) respond as succinctly as possible

Weekly Report: Discomfort Solved

This was a very interesting week to start my experiment, because I bought a condo! That obviously took a lot of time, and I faced some other personal challenges this week as well. But my scheduled bursts still allowed me to get a lot done, and my habits have taken a lot of the stress out of my life.

If you haven't read up on my new system yet, see my last blog post.

See after the calendar for the lessons I drew this week.

Report (see calendar): I met my scheduled bursts (green) on Monday, Tuesday, Friday, and Saturday without much trouble. However, on Wednesday (yellow) I had an urgent interruption related to the condo, so I simply did my burst later in the day, under non-ideal (i.e. distracted) conditions. On Thursday (red), I was simply exhuasted from the condo closing and decided to take a nap instead. Yes, I would call that poor planning, and in the future I will avoid planning bursts on days surrounding major events.

Green = success. Yellow = urgent interruption. Red = failure. Blue = other commitments.

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My new favorite thing: discomfort

But overall, I got a lot done this week. I tackled two big experiments that I had been putting off, partially because of lack of time, and partially because I was a bit fearful and didn't know where to start. However, just 1 hour of focused concentration in each case proved sufficient to break through the barrier. At the beginning, I felt stupid and perhaps a bit guilty. After that very uncomfortable hour, I knew what I needed to do, and I was able to get started on real work. And I managed to get real (and exciting) results for both of them.

This illustrates what I've known for a while, informed by bloggers like Cal Newport and Scott Young: 

~Comfort with discomfort is one of the most important skills a person can develop. Forcing yourself to persist through discomfort is critical when starting any new project. Otherwise, it is too tempting to go back to easy work that only makes you feel productive.~

Scheduled bursts are a great way to force yourself to embrace discomfort. They are time-limited, so the task no longer seems as daunting and it's easier to get started. The process of systematically eliminating distractions also helps to psychologically prepare you for the discomfort.

To facilitate getting into "the zone," I have implemented a checklist for when I start these sessions. Checklists are obviously ubiquitous, but I'm using them for two very specific reasons:

1) Mental attention: It gives my mind one less thing to keep track of. Making deliberate changes to one's productivity system itself requires mental attention, and checklists lessen that requirement. The checklist makes it easier to fully focus on the task in front of me.

2) Ritual: This tells my brain that it's time to enter a state of "deep work."

My checklist for scheduled bursts.

__________________________________________________________________________

Habits are investments

I won't comment much on these this week. But I've observed two things:

1) I've already begun noticing changes in how I perceive events and how I interact with people. In particular, I make much better eye contact and feel much more confident.

2) These habits are now always running in the back of mind. Thus, I can automatically activate them when appropriate.

Lift habits.

__________________________________________________________________________

Next week's schedule

I also noticed last week that front-ending my bursts (e.g. scheduling more towards the beginning of the week, and beginning of the day if possible) makes good use of my abundance of early-week energy. It also eliminates feelings of guilt if I have to tend to other things later in the week. This week, I have to front-end my schedule, since I will be away for a wedding Friday-Sunday.

Scheduled bursts are in orange. Other commitments are in blue. Everything else must fit into the white space.

Mulling a true return to blogging

I started this blog around this time last year, so perhaps this is the right season for a little writing and self-expression. You probably assumed that I've been too busy to blog, and that's essentially true. This semester I barely had time for my reading project- I'm now 5 books behind and I made a pledge I wouldn’t be taking on more unless I could fulfill this goal. Of course, those of you who have followed my blog in the past know that not having time is a false excuse.

So what have I been up to?

Well, I'm sitting in my hotel in the middle of the jungle in... Argentina! I'm with my parents at one of my dad's conferences at Iguazu Falls. Eleanor Roosevelt reportedly remarked "poor Niagara!" upon seeing Iguazu. I'll try to post some pictures when I get back. 

For now, here's one ripped from the web:

I intend to focus on catching up on books for the first few days. The idea is to create some mental distance, and not think about my past semester or future plans at all. To create true peace of mind, I'm going to write it all down, publish this blog entry, and be done with it.

This is the perfect time for a break. It's the start of summer. I just finished one of my projects, and now I'm gearing up for a final push on a second. And so after I've completed my trip, it's high time to carefully re-examine my goals, work habits, and life pursuits. Blogging will probably be essential.

My craziest semester ever

A quick update on what I've been up to, plus some thoughts:

Manuscript: I wrote my first first-author paper ever, and the revision was submitted yesterday! I mastered techniques an adapted my work habits to dramatically increase the number of experiments I could perform in parallel. My procrastination levels were by far the lowest in my entire life. However, I quickly became aware of my next challenge: I was too busy churning out data, and had not nearly enough time for high-level thinking. In other words, "needs to read more." Time to stretch my abilities, acquire new skills, and experience some discomfort. The goal is to come up with a big idea that I can call uniquely mine.

Presentations: my lack of time for high-level thinking became obvious once I had to prepare my first hour-long presentations on my own research. I struggled to meet this challenge. My earlier presentations were much shorter, and only involved generalities. Even for those, I had to space out my revisions over the course of a month or more. Now I had one week. Of course, feelings of self-doubt arose. Do I truly belong in a PhD program? But I fought through it, and my time invested last year in cultivating productive thought patterns paid off. I took brutally honest feedback to heart. And therefore both presentations ended up as resounding successes.

Teaching: I love teaching. I refuse to blow off teaching as a distraction from my oh-so-important research. So I deliberately approached the department where TA's have the heaviest teaching responsibilities. Yes, there is a hardass professor and a few whiny pre-meds. But most teaching headaches can be addressed by breaking away from institutionalized teaching methods. If one dares to do things unconventionally, one can have the best teaching experience ever. I came up with fun silly metaphors for abstract concepts without any idea of how students would receive them. They were making their own metaphors by semester's end. 

When the professor deliberately made the first exam incredibly difficult to force students to work hard for the rest of the semester (the average was a D and the class is not on a curve) I told my students a personal story of failure and the lessons I learned. By teaching them methods to study more effectively, I convinced them that they need not feel guilty about not being smart enough or not working hard enough, because those were not the core of the problem. They only needed to learn how to learn more effectively, and with that message they became more motivated than ever. No eye-rolls. The result? For final grades, 12 out of 16 A’s and A+’s were in my section. They even made me a card, and I honestly cried when I read it.

The most useful tactic for tackling multiple big projects

From reading above, you might imagine I was hectically moving from one task to the next. After all, student emails arrive at random times, multiple overlapping experiments are going at once, and I have random meetings and seminars at all times of day.

But probably the best advice I got was from Cal Newport, who advises doing everything in series, not in parallel. No rapid switching between teaching and research tasks. One day is entirely devoted to research. One half-day devoted entirely to teaching and answering student e-mails, or one half-day devoted entirely to meetings and small tasks. Labwork needs to be done everyday, so I can't devote a full day to other things, but I try to reach the ideal as much as possible. 

If anything, this greatly decreased my stress levels. Every activity comes with its own anxiety traps, and trying to juggle them all at once causes those anxieties to compound, so its impossible to focus on one thing and do a good job. Better to tackle one mine at a time in an obstacle course than to navigate a whole minefield.

A return to blogging?

With me adding more plans on top of what was a very busy schedule, you might think returning to blogging is ridiculous. But as I recently read, blog material is a natural byproduct of what you do during a PhD, and it takes minimal time to transform it into blog format. In fact, it may even speed up your work, since communication and teaching rapidly clarifies your thinking. As I taught my students, explaining things to others is the best way to make something stick.

The best way to start the day

Today is a ridiculously busy day. I still need to prepare my lesson for teaching at 1pm, and today is one of the few days this week that harbors a continuous block of time to get lab work done. And I want to read some papers and get some planning done. And all this needs to be done before I pick up the guest I'm hosting for PhD recruitment weekend. Since I need to take him around campus tomorrow to all his interviews and events, I won't be able to do much tomorrow other than grade papers and maybe read my 5th book. Anxiety is rising.

But I'm taking a little time to slow down and gather my thoughts for this morning on this blog. I went down to the cafe, selected their newest roast, and sat down in the comfortably spacious common area. I suppose I could've looked out at the heavy snow and temperature drop from 50 to 20 degrees as a frustration and a blockade to productivity. But I'd rather gaze out of the big bright windows, see the beauty from my warm chair, and purposefully enjoy my coffee. I let my mind settle on comfort and charm of Ann Arbor and the feeling of being at home. Simultaneously, I wonder about everything else out there on this planet and all the experiences awaiting me in life.

I like slowing down at the beginning of the day. It is all too easy to see one's massive to-do list and rush straight into work. But paradoxically, this leads to less work getting done. It's hard to focus on one's work if you just think "I have to do this today," rather than "I want to do this today." It's hard to be creative unless your mind wanders a little and brings new resources to bear on the problems you're solving. And without taking some time to think, it's easy to fall into the trap of doing urgent stuff, rather than important stuff. And that is a form of procrastination far worse than delaying your work for 30 minutes.

Since sitting down, I've determined the #1 thing I need to do this morning is perform a literature search and determine the list of gene expression assays I want to design. Then, the #2 thing I need to do is plan my teaching. Also, I need to go to the gym since I won't be able to go later. Exercise is not something I'm willing to compromise on, no matter how I busy I am. That's it for this morning until my discussion section. Nothing else will enter my mind.

Taking some time to prepare the mind will cause one's most important priorities to float to the top, where they are ripe for picking.

High-Yield Practices to Prepare Your Mind
Sometimes one can get up without direction for 30 minutes and stumble upon an idea or practice that changes one's life. Not likely, however. Some default choices for what to do to gather one's thoughts for the rest of the day:

Create. 

I created this blog entry this morning. Write, build, draw, create a connection with another human being.

Focus on a simple joy. 

Just for a few minutes, nothing else in the world can get between you, your cup of coffee, and your thoughts.

Exercise.

Work hard enough to feel discomfort. Embrace the discomfort- that attitude makes you feel ready to tackle challenges for the rest of the day. Eat some protein afterwards.

Make something sparkly clean.

But don't rush it. Consider your environment's effect on your mind.

Read something unrelated to your work.

Try to learn a new idea. Or engage yourself in a new story. Important: Don't read the news.

Generate ideas.

Doesn't matter how stupid they sound. Write them down. Create. If nothing comes to you, read something first and really consider it. Anyone can become creative if they practice being creative.

Finally, after you're all done, either plan the rest of your day, or go straight into your #1 most important and most difficult task of the day. Look at it as an opportunity.

Work is Play: Stop focusing on your job's relevance

Recently, I've been reading the autobiography of Richard Feynman, the Nobel prize winning physicist. He reveals that after working at Los Alamos developing the atomic bomb, he fell into depression and a creative rut. One day he decided he was going to stop focusing on solving problems for societal benefit, significance, or any other purpose. He would simply play with science. He would work on the quirkiest problems, without any regard as to their relevance. One day he saw a colleague throw a dinner plate into the air and noticed that the ratio of the wobble to the spinning appeared to be 2:1. So he spent a huge chunk of his time trying to work out equations for it. Guess what? It got him out of his rut- he stopped caring that others might be judging him for spending his tenured faculty time on silly things. He could just dive in and think about the physics. And the equations he worked out happened to describe an analogous phenomenon in quantum mechanics, forming the basis for his Nobel Prize.

I entered my PhD fascinated by the basic biology behind aging and its implications for society. I  preferred thinking about science in the abstract rather than the labwork which I saw as hard work, a necessary evil. A lot of protocols are mindless because they are so well established- you just have to do them as manual labor. Early on I made a lot of mistakes in lab. It was very slow and I found myself procrastinating on my project, even ignoring reading papers because it would just stress me out by reminding me of labwork. Feedback loop initiated: I felt overwhelmed by how much stuff I needed to do, and I felt bad that I seemed so behind, especially compared to other people. Whenever I did make progress, the solution was so simple that I found myself regretting and blaming myself for not doing it earlier. So I started procrastinating even more.

But certain forms of procrastination are ultimately beneficial.

One purpose of this blog is to carefully consider and publicize my efforts to make deliberate changes in my life: One common question I get is, "how do you have time for blogging? Or any of this??" You could also ask how I have the mental energy for any of this.

Yes, that is the PhD. I get to choose how I spend all of my own time. Some scientists think as a PhD student you should be focused so much on your scientific work that you don't have time for anything else. I disagree. I think you should be dedicating all of your time to training yourself to be the most effective intellectual possible. You have to figure out for yourself how to do that- there are many avenues that don't involve working. 

• Stopping myself from wasting time on the Internet?  A no-brainer.
• Managing negative thoughts? Your self-talk can be a massive hindrance to your productivity. 
• Fitness? Exercise grows new neurons in your hippocampus, prevents depression, and improves cognitive function. 
• Learning other subjects? I solved a major problem in lab by analogy after reading the blog of someone describing an entirely different problem. 
• Practice writing? Last year I was really really slow at writing analysis papers for classes. When it comes to publishing, I can't let being out of practice get in my way.
• Trying new things? If you can get yourself in the habit of jumping into things you know nothing about, you will have no problem getting started on that new method which will yield the best data.
• Idea generation? Good ideas in science are a needle in a haystack. But if you don't have a haystack in the first place, you won't find the needle.

Hence, everything I am doing outside of lab IS contributing to my PhD work, by investing in my most precious resource: myself. Doing these things takes time and focus. By focusing on side projects OUTSIDE of work, I was able to get started without any of the negative feelings about my work. Like Feynman, I stopped caring about what I was "supposed" to do- and that enabled me to just get started.

Changing myself has changed the way I look at my work. 

Sure, I still don't gain any enjoyment from the physical act of conducting wetlab experiments. But one habit I've formed is to ask myself: What do I actually enjoy? What could I actually enjoy about my work?

•      Figuring stuff out
•      Talking to others and coming to a revelation together
•      Control over my own time
•      Trying new things

By mentally focusing on these things in lab, I enjoy my work way more even if there are aspects that I'm still impatient with. Nowadays, I tend to push the mindless protocols to the end of the day and just listen to the Daily Show or podcasts in the background. I'm relaxed. No longer are they a problem.

I really started only addressing this in earnest this month. When I started focusing all my efforts into lab and nothing else, I almost gave up. Negative thoughts returned, I felt overwhelmed and regretful that I "wasted" time on all these side projects. But my focus kept up and survived, because I had trained my own brain this past summer on those very side projects. 

Now I'm working way more hours in lab than ever before and every moment of it makes me happier- all because I changed the way I look at my work. When I need a break, I take a break. But I've discovered it's possible to make working extremely long hours sustainable- but it requires effort to restructure your mind so that it is sustainable.

When Richard Feynman was a child, he spent most of his time playing with science, building quirky ideas in his makeshift lab. While studying college physics, he conducted elaborate experiments on ant behavior, even though they had no relevance to physics. But by making work into play, his crazy-busy career became sustainable for him. It reminded me of one comment on my 1st grade report card: "He loves playing with math. He loves playing with science." 1st grade me was pretty wise- I have much to learn from him.

Beer with the Worm Guys in the Badger State

Zero blog posts last week- I apologize! But it was a crazy week trying to get experiments done, because I had to take off on Thursday for the annual C. elegans meeting in Madison, WI on Aging, Metabolism, Stress, Pathogenesis, and Small RNAs! I thought maybe I would have time to write on my trip- but no way. A 4-day constant deluge of awesome talks (mostly on topics directly or indirectly related to my own research), meeting tons of people, no sleep, and yes, partying and enjoying the city. I spent a majority of today debriefing myself on the meeting and following up on e-mails, and I'm only about 1/3 done. I consider this my official induction into the Worm community.

Madison is a beautiful cosmopolitan city. Campus is integrated into the bustling cityscape similar to Harvard's Longwood campus, except in a much more efficient and relaxing way compared to the mess in Boston. There are numerous student-friendly areas (completely absent from Harvard/MIT imho) reminiscent of Ann Arbor's bars and cafes, except with far more choices. Like Ann Arbor, it has a disproportionate amount of culture relative to size. The State Capitol is sandwiched between two lakes, and about half our conference took place at the Memorial Union which is right on the larger lake.

During dinner and other breaks we would sit out on the Terrace listening to live bands, watch the boaters and swimmers enjoying the wonderful weather, and drinking Wisconsin's signature beer along with a thousand other people (you can buy beer everywhere all the time in Wisconsin). The other half of our conference was at the brand new Union South, and like many of the newer campus buildings, it was way nicer than anything I've seen at Harvard, MIT or Michigan. I wandered into the Wisconsin Institutes of Discovery and found myself wondering: why don't we too have fancy bars, numerous fountains and a froyo place right in the lobby of our lab building? Madison is set up as an intellectual's dream city.

It was incredible - this meeting motivated me like nothing else since I started working in a C. elegans aging lab a year ago. The whole experience was a blast, but one thing really pumped me up:

Getting to know my peers. I always thought hydrogen sulfide research was awesome, and now I get to party and schmooze with the very same people who did that work! Almost surreal - especially when we started jumping in the lake at 4am. Watching the distinguished professor from Germany do the Twist in hot pink pants at the dance party didn't hurt either. Science is hard work. Benchwork can become lonely, and reading a zillion papers can become really abstract. Without a face and without knowing if you'll ever meet them, it's hard to think of the authors of papers you read as real people. What better way to motivate yourself than to meet the research community? It's only rational- we are social animals. Feeling connected to people who authored the papers you read really helps you feel connected to the research itself, and it helps you appreciate opposing viewpoints. But I've found I love the worm community, with its social dynamism running contrary to all societally-imprinted misconceptions of scientists as awkward and anti-social.

Everyone at this meeting works on related problems (aging/longevity/epigenetics) in the same system (C. elegans). Which means that all of the long-standing mysteries in the aging literature that have fascinated me for years were addressed in some way at this meeting. These are the very people working and solving these problems. Being one of the first people to hear even the partial solutions to these mysteries has made me fall in love with the field all over again. Even if I had a massive hangover while listening to all the talks.

Lastly, I was nicknamed "creepy and delicious"- and yes that was affectionate.

June review, July goals, and sustainability

It's July 1, and it's time to do my monthly review! Specific goals for each month, and be honest with myself about how I did and how much more I can take on. As a reference, here are my June goals.

June

The name of the game is sustainability. Sometimes sustainability can be achieved in non-intuitive ways. For example, in a previous post I described how I was going to warm-up at the beginning of idea sessions by doing a 5x5 idea list (based on things I should be thinking about everyday anyways) before my "real" idea list of the day. While this sounds like way more work, it actually results in finishing my idea habit in LESS time and thus is MORE sustainable. Since I've implemented it, I've never had trouble finishing my idea habit within 30 minutes (including associated reading). And that's because it just gets my brain working on actual ideas rather than worrying "is this going to be a good idea list?"

I work out almost every day without needing to give it a second thought. It's just part of life. I have no problem dropping everything at any given time of day, changing, and running to the gym. This is exactly what I imagined doing with my June goals. The entire point of doing a 30-day trial where I focus intensely on a handful of goals is to overcome the activation energy barrier, and then I can keep doing it without using up mental willpower. In particular, generating ideas and reading the scientific literature on a daily basis proved to have just as much utility as I had originally imagined. Thus, I have a conscious motivation to keep doing them. I just needed to get started. Furthermore, I've simply become used to doing them, and quite possibly I've become emotionally attached to them (in a good way). Once this happens, not only is it easy to continue doing them without all this deliberate tracking, but I subconsciously feel like something is wrong if I haven't completed them yet on a given day. Thus, it is sustainable.

I will continue idea generation and reading, but I won't be tracking them daily.

I'm much happier with my goal of waking up at 6am than the graph would suggest. I've been tracking my goals in a binary fashion- yes I woke up at 6am, or no I didn't. But simply focusing on waking up earlier has helped me stop wasting time at night and just get to bed, and I have more willpower to get my butt out of bed. Hence, my average waking time has shifted from 9:30am to 7:30am, and that has been great for productivity. I used to think I'm not a morning person, using that as an excuse not to wake up early. Boy was I wrong.

July

Conversely, while my "Lab Plan" goal looks like a success on the graph, there was way too much stuff for me to juggle in lab to really plan anything long-term (to remind you, I'm already pretty happy with my ability to plan within a day). While I worked on my Lab Plan most days, it never made any real impact because it was too unfocused.

Fortunately, my research project has gotten to the point where I just need to hammer out and repeat a series of known experiments. The essential story and elements of a publication are all present, and we've decided to scale back some of the more interesting but technically difficult experiments, and save those for a second publication. Hence, July (and August) is going to primarily about getting all these experiments done, and I'm going to focus my Lab Plan on just that. 3 MIEs (most important experiments) per day planned out for the entire month, and stick to it.

This month there's not going to be much time to develop new habits and work on other goals outside of lab. If I take on too much, it will no longer be sustainable. However, I feel like I should solidify one skill into a daily habit: writing. My goal is to write 30 minutes per day, and much of this will be my paper, though some of it will be my blog. There's no reason to have 100% of my experiments done before I start writing a manuscript. Some days I will write more, for example on days that I'm publishing this blog, or simply whenever I have the time and the ideas.

However, I would go crazy if I did nothing new. On this point, to hell with sustainability. (By the way, this isn't really a habit but an attitude: I generally try something new everyday). This may seem random, but I'm going to learn the Python programming language and find ways to use it in my work. I have some experience with Java but as far as I can tell Python is easier and more intuitive. I'll probably start with some csv files and use it to convert experimental data from one format to another, something that I've been doing manually by copying and pasting. If anyone has any ideas on how I can use Python in my work, please let me know.

To summarize, I have 3 primary goals for July.

1) Lab plan. Plan out experiments long-term rather than just daily. Primarily just experiments related to a publication (hopefully!)

2) Write 30 minutes per day

3) Learn Python. Each day, work on it until feel like I've learned or done something interesting. Time limit 30 minutes per day unless I'm applying it to work.