Technology and Time Management: Some Simple Tips

Sometimes people get the impression from my presentations, book, or this blog that I think that there is no such thing as too much use of video games, social media & technology, so let me set the record straight.  I do think that there is such a thing as problem usage.  One of the first questions I get when I speak to therapists, educators or parents usually is, “how much time spent playing video games, texting, or using Facebook is too much?”  The concern is real and understandable, but the problem is the way the question is framed.

Other than sleep, and maybe meditation, I can’t think of any activity that is good to do for 8 hours straight on a regular basis.  Nothing, not gaming, sitting on an airplane, playing hopscotch, calisthenics, drinking alcohol or water, studying, or mowing the lawn, will be without adverse effects if you do it constantly for 8 hours straight.  What makes most things problematic is not the quantity of time, but the quality of your life as a result of the usage.  If you were to play hopscotch for any length of time such that it lost you your job, ruined your school performance, jeopardized your relationships with loved ones, or made you feel more negatively about yourself, those qualitative concerns are what would make it problematic.  That said, another qualitative factor in determining whether using technology has become problematic for you can be its impact on your time management skills.

I strongly suspect that people have had time management challenges for as long as there have been sundials.  And we do know from history that each introduction of a new technology is followed by an exponential increase in its use, which in turn creates feelings of overwhelm.  And these feelings of being overwhelmed are what necessarily precede our developing the mental, physical and technological skills to manage the new use.  The earliest known book indexes showed up about 150 years after the printing press, and were preceded by 50 years of increasing overwhelm as Europe’s book collection grew from approximately 30,000 to over 20 million.  (And no doubt, even as knowledge and the arts grew so rapidly, there were members of the population who had little interest in learning to read, and would have criticized time wasted reading that could have been put to better use, like tilling the fields or baking bread.)

So here we are again, with a proliferation of technology and the demonization, confusion, and yes, real problems that come with it.  Two years ago the average amount of time adults in the U.S. spent online was 13 hours excluding email, and with the advent of the iPad it has undoubtedly increased from there.  Fortunately, people are starting to talk about ways to reflect on the way we use technology, such as Howard Rheingold in his new book, Net Smart.  Which is important, because we’ve passed the point where using technology is optional, at least if you want to live and work in the U.S.  So here are a few tips I thought I’d pass on that I and people I work with have found helpful in learning to how to manage your time and tech use:

 

  1. First, figure out what thing is the most time suck for you, because it varies.  For some people it is going on Facebook, for others it’s gaming.  Personally, I don’t think I spend more than 30 minutes a week on Facebook, because it isn’t my “thing.”  On the other hand, I need to do something about the 2,500 unread emails in my box.
  2. Next, drill down into that technology and figure out what particular elements are taking up the most time.  Saying “I spend hours on Facebook or Google+” is pretty meaningless, because these platforms have such varied functionality.  Are you on FB chatting?  Reading updates? Playing Farmville?  Take a few minutes to reflect on what you do and how much time it tends to consume.
  3. Consider Chunking.  Remember how I said my email was my biggest time suck?  When I really feel overwhelmed, I begin setting aside a couple of 30 minute blocks to read carefully and respond thoughtfully to emails.
  4. If you’re a therapist, I suggest you take a lesson from your voicemail, and begin using an auto-responder.  They are pretty universally available through either your webmail settings or your software.  I do think we have a responsibility to our patients to let them know that their message has been received, and told that if this is an emergency they should not wait for a reply, but go to the ER or call 911.
  5. Peter Bregman, a blogger for the Harvard Business Review, makes the excellent suggestion of having two lists for your day.  The first one lists the things you need to pay attention to that day.  The second one is lists the things you need NOT to pay attention to.  Many of us have a really hard time making priorities.  We think that everything needs to be attended to, and sure, if you put something on the NOT list, you will miss out on something.  It doesn’t feel good or easy to set priorities, because that is the nature of prioritizing.
  6. To the above lists, I suggest that you apply my own (non-patented) Postit Rule.  Quite simply, the Postit Rule is that any list needs to fit legibly on a regular sized Postit, or be shortened.  If I cannot print the items on my list legibly on one side of a postit, then more things need to go on the “NOT attending to” list.  Experience has proven that if I don’t do this I won’t get everything done anyway, because even though “dither and complain about how busy I am” never shows up on either list, it somehow seems to consume a lot of time.
  7. For gamers who are having a hard time logging off, I suggest a PostIt that is taped up to the edge of your monitor saying something like “Just win?  Maybe now’s a good time to log off.”
  8. For gamers who are interested in doing some self-reflection, I suggest you do this experiment:  Keep a pad and pen near the place you’re playing.  Tell yourself (and others if you’re grouped) that you are going to log off the next fail, not as a rage quit, but as an exercise.  Then, when you lose, log off and spend 10-15 minutes writing down the thoughts, feelings, and impressions that come up immediately after a fail.  Does it feel infuriating to lose?  Urgent? Funny? A relief?  What thoughts do you catch running through your mind?  After you’ve reflected a minute, put it away, but take it out and reread it an hour later and a day later.  What do you think of it now?
    You may have noticed that the above strategies don’t depend for the most part on advanced technology, but rather putting tangible reminders in your field of vision during the day.
    That said, there are several apps and sites that may help you get a handle on your time as well:
  1. If you surf a lot, consider using a news aggregator.  One Howard Rheingold recommends is NetVibes, which is very customizeable.  I find it a little too overwhelming, and I surf mostly on my iPad rather than a desktop, so I use  the App Flipboard.  It has a nice intuitive interface and allows me to read and share material very easily from within it.  Or you can try Google’s Feedburner or FeedDemon.
  2. If you haven’t tried Evernote yet, especially on the latest iPhone, you are missing out on another good time-saver for non-confidential sorts of info.  Evernote stores your notes, lists, pictures, and webpages so you can access them on any computer.  It makes what you save searchable, and best of all IMHO in the latest iPhone you can dictate notes.  If you’re a student or work with students, I recommend StudyBlue as well.

These are just some of the things out there that can help you achieve more mindfulness and organization.  Because in my opinion the hours counting and addiction labeling is dodging the real issue, how to increase our own mental abilities to become self-reflective and intentional in our use of technology.  Notice what you are attending to, increase the space between thinking and doing, and I’ll bet you find yourself a better gamer, blogger, worker, student, or other user of technology.

 

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What Google+ Could Mean For Therapy

Every technology reveals the hand that shaped it.  The technology of the 21st Century is no exception:  Social Media has proliferated because human beings are inherently social creatures, even when that sociability takes on different forms.  And the explosion of access to information was detonated by our own curiosity.

For better or for worse (usually worse) our ability to engineer and zeal to use technology usually outstrips our ability to behave well with it, and in a large part I believe that this is what spurs on our refinement of it.  Listservs are a great example:  They allowed amazing access to online community through emails and postings, and they elevated the concept of “flame war” in comments to a new level.  Eventually, email and bulletin boards were insufficient to allow us to be sociable, and Web 2.0, with its emphasis on interactivity and real-time community was born.

And then Facebook, MySpace, Friendster and other social network platforms quickly outstripped the listserv and bulletin board.  The emphasis became on finding and connecting with old friends, acquiring new ones, and maintaining a steady if sometimes awkward flow of real-time announcements, status updates and feedback to them.  The online world expanded exponentially, and in fact that interactivity and information became overwhleming.

Which brings us to Google+.

For those of you who have not had the pleasure, Google+ is a new social networking platform (and in many ways much more than that) which has brought a new level of functionality to online social media.  Although it is still in beta, the number of people participating in the largest usability test in the history of the world is growing by leaps and bounds.  If your patients have not mentioned it, it is only a matter of time before they do, and that alone should be a good reason to learn to use it.  But in fact, Google+ has already begun to show me how valuable it may be in actual treatment.

So today I want to introduce you to two of the core concepts of Google+, Streams and Circles, and show you how each of these may present you and your patients with an arena to talk about psychological concerns and skills in therapy.

Circles

The Google+ system of circles is as powerful as it is flexible.  Whereas on Facebook you really had only one big group of people called your Friends, Google allows you to create and label various circles, such as “Friends,” “Colleagues,” and “Family.”

 

 

The interface let’s you drag the name and image of different people located on the top to one or more of the circles below.  When you mouse over the circle it expands to give you an idea of who you have put in it.  And if you drag a person to the grey and white circle on the far left, you can create a new circle, one which you label yourself.  For example, I have a circle for “Minions.”  I’ve always wanted minions.

This graphic representation of the way we can and often do categorize people in our life may allow our patients to visualize the decisions and boundaries they struggle with in real life.  This can be especially useful with patients on the autistic spectrum.  We can begin by empathizing with them when we upload our 1000 email contacts, and discover that we now have an overwhelming 1,000 individuals to make sense of.  Who goes where?  Is everyone a friend?  Can we put people in more than one circle?  Decide to take them out of one and into another, like say out of “acquaintance” and into “friend”?  What sort of circles might we want to create that Google+ didn’t give us?

People with Aspergers often have exceptional spatial reasoning, and can find mapping out relationships very helpful.  Now they have a dynamic way to do this, and a visual representation of how unruly and confusing social relationships can be.  Even though we can use this only as a powerful metaphor and coneptual tool, we could go even further.  Inviting a patient to bring in their laptop and taking a look at Google+ could be a helpful intervention.  We could help them explore and decide how to set up their own personal boundaries and affectional investment.

Or imagine for a second you are working on emotional regulation issues with a patient.  You can encourage them to create circles like “love them,” “Push my buttons,” “scary,” “feel sad,” and help them take a snapshot of their life at any given time to see who they want to put in each circle.  Do some people go in more than one circle of affect?  Do they notice that they are taking people in and out of circles frequently, or never?

Or imagine working with social phobia, and trying to help the patient brainstorm what activities they might want to try to invite someone to.  They can create circles like “Go to movies,” “Have dinner,” “Learn more about them,” and other options for various levels and types of engagement, and then they can sort people into those.  And all of a sudden they also have a visual list of who they can call when they are trying to socialize.

Last example, working with trauma and/or substance abuse.  Circles can be created for “Triggers me,” “Can call when I want a drink,” “My supports,” “self-care partners,” etc.  Then populate each with the people in their life, so they have a ready-made resource for when they are in crisis.  It also can be very illuminating to share and explore this in therapy, allowing you to make comments like, “what do you make of the fact that most of the people in your family circle are also in your triggers one, but not in the support one?  What do you think you could do about that?”

So these are just a few quick examples of how you can use the Circle concept of Google+ to understand your patients better, help them understand themselves better, and use social media to intervene in a variety of situations.

Streams

In Google+ circles go hand in hand with your Stream or Streams.  A stream is a stream of comments, updates, links to information, invitations, photos, video and other media, posted by people in your circles.  It is probably important to note here that similar to Twitter, you can invite people into your circle without their permission, but that doesn’t mean they will invite you back.  And you can set each circle to have different levels of access to your posts.  In other words, circles and streams together allow you to learn and set boundaries.  Here’s what a Stream can look like:

This is only the fraction of the incoming Stream, which gives you a sense of how multimedia, interactive, and possibly uninteresting some of it could be sometimes.  Much like Twitter, or like life.  If we had to pay attention to everyone all the time in the same way, we would become very fatigued.  Like our patients with ADHD, we would be overwhelmed despite our best attempts to understand at times.  Again, we can use this technology that our patients may be familiar with to begin to deepen our empathic attunement with them.  But it gets even more interesting.

If you look at the upper left-hand corner under Stream, you will see a list of your circles, in this case family, friends, acquaintances, etc.  Now if you click on any of those circles, the Stream changes.  Specifically, it changes to list only the posts from the people in any given circle clicked.  This synergy between circles and streams highlights not only the importance of privacy, but that focussing our attention is inherently a social as well as cognitive function.

Imagine working with an adolescent and reviewing their streams together.  What sorts of media, comments, and concerns are streaming through their lives at any given moment?  And what is the consequence of having 500 “friends” in their friend circle?  Do they feel intimate or able to attend to all of these friends?  Or are there some times that they may be more interested in attending to some friends than others?  If so, why?  Might it be time to start to rethink what it means to be a friend?  Is it ok to select who they attend to at certain times?  Do they really find the content they get from A interesting?  And if it is consistently uninteresting, does that say anything about their relationship?  Sorting through Streams to make sense of their world quickly becomes a talk about sorting through their values and their relationships.

For a second example, let’s return to the patient with ADHD.  Perhaps they could create circles for “School,” “Fun,” “Work,” “Family,” and sort people that way.  That way when they are doing work for school they can focus only on the Stream for the School Circle, which may contain links to papers, classmate comments, or lecture recordings from their professor.  If that stream starts to have too many other types of posts, maybe that is an indicator that someone is in the wrong circle, or that they need to only be in the “Fun” one until that paper is done.  Remember the circles are easily adjusted back and forth, so this is neither difficult or permanent to do.  But these types of decisions and focussing techniques may be crucial to staying on task.  (For those of you who might be ready to suggest that they not need to follow any Streams when they are studying, I encourage you to take a look with them at how much academic content and collaborative learning is done online before you rush to judgment.  It’s not always just “playing on the computer” now.)

Other ways that you can use Streams to help your patients therapeutically may come to mind if you reflect on the names of their circles.  Do they really want to follow the Stream of posts from their “Pushes My Buttons Circle?”  Maybe they’d rather tune into a steady Stream from their “Supports” circle instead?  And what might happen if they created a circle for “Intimates” that only contained people that touched them in deeply meaningful ways?  Could they still enjoy their “Friends” Stream, but switch to a “Skeleton Crew” one when they are needing to simplify their social life?

We make these decisions all the time, we just aren’t always conscious or overt about it.  And if we don’t make those decisions, we often suffer for it by overextending or stressing ourselves.  We need to have boundaries and filters.  We need to be able to focus and set limits and values.  These needs have begun to be more clearly revealed by the technology of Google+.  Knowing about that technology may improve our ability to treat our patients.