If you want to get the legality side of the issue, every employee has the right to work in an environment where they feel comfortable. Therefore, the music situation has been solved with headphones — or so I thought. As it turns out, there are still problems with both the music enthusiasts and the office music cynics.

Whether you are the employee who is unhappy with the music, the employee who is unhappy with the lack thereof, or the employer trying to figure out what’s best for the office, it is important to understand both sides to the issue. There are solutions, but part of the solution entails understanding where each party is coming from in their opinions. Consider both sides to the story below:

Office Music? No Thanks

First, some people do not speak up about the music issue because they do not want to anger employees who have been working at the company for a long time. Imagine if you were the new guy or the new girl, and everyone has been listening to music for the last year. Do you want to come in and tell everyone you don’t like it and it has to stop? Probably not.

However, the truth is there are probably other employees, ones that have been working there the entire year, who feel the same way you do. There may be an office member who is very outspoken about liking the music, and this can make it even harder to speak up. But the truth is, for some, office music can be distracting. If you fall into this category, consider a few of the following solutions:

1. Be Casual—Bring up the issue in a casual way to your employees. Make a job about the subject and see how people respond. If you find that there are others bothered by the music (and most people do), then you will feel more comfortable bringing it up to a boss or to the older employees who are used to music. Think of it like a business proposal—it’s just an idea.
2. Turn Off Speakers—If there is a speaker system, there is usually a way to turn certain speakers off and on. If everyone around you isn’t interested in the music, see if you can turn off the speakers in your area. Some departments can work okay with office music while others need more concentration. Since departments usually sit together, this solution could work brilliantly.
3. Noise Canceling Headphones—This is certainly the least desirable option, but if you do not feel the issue is big enough to bring to your boss and your co-workers won’t turn off the music, consider bringing in your own headphones. Even if they are not labeled “noise canceling,” this option could very well solve the problem.

Let the Music Play

Secondly, there are those who love to listen to music during work. For employees who work in customer service, it helps to have music in the background because they are constantly on the phone. It doesn’t matter if the person is using VoIP technology or a traditional business phone service.

The fact of the matter is that it can be tough to try and hold a conversation when the person next to you is also on the phone. For this reason, many people need some sort of white noise to drown out the voices of others. However, plugging in one ear phone would be too overbearing; therefore making the phone conversation much more difficult.

Some people also work better with music playing. However, IT departments sometimes get nervous that individuals will stream music if headphones are allowed. This could push the company’s bandwidth limits to the top; therefore costing the company a lot of money. Headphones are also not allowed by some companies because they prevent employees from hearing the phone ring and/or reduce company synergy and teamwork. This makes work hard for those who love to listen to music.

1. White Noise CD—If you are someone who really needs to drown out other people talking on the phone, consider suggesting a white noise CD. These CD’s are sold for this exact purpose, and they generally do not bother those who don’t like music. The sounds are different than music, so this could be a win-win situation for everyone.
2. IPod—If your IT department is worried about streaming music, bring in your IPod and leave one ear out so you can hear phone calls and work together in groups. Even if “no headphones” is a company policy, your boss will likely understand. If you can prove you get more work done listening to music, your boss should have no issue.
3. Be Discrete—Bosses, turn your head for this one: Some employees simply keep quiet about listening to music in the office. I have noticed from reading many blogs that this is actually a very popular solution amongst music-liking employees. If you have black headphones and you make sure you keep one ear out so that you can hear if you someone is talking to you, no one has to know. They even make wireless headphones if that would you feel more comfortable.

In the end, it is important to be respectful of both opinions and try to come up with some sort of compromise. However, if a compromise cannot be met, those who don’t want the music will always win. If this is the case, try to learn to get by without music. It may be difficult at first, but if you have a positive attitude you might find that you never needed the music in the first place.

What are your thoughts about office music? 

Photo Credit: William Brawley

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How to Find a Coworking Space

Try coworking portals and directories for the widest selection possible. Accessible on the web or through a mobile phone app, these directories help you to search not only available standalone coworking spaces, but also dynamic small companies offering shared workspaces and open desks. This gives you more options for finding a spot to work, especially if your city or town doesn’t offer a coworking space. Think of it as matchmaking.

Our favorite directories for finding shared space include:

Loosecubes: Loosecubes connects members with an empty desk, studio or sofa with other members who need a productive and inspiring place to work. Whether you are looking for coworking companions by the day or longer term neighbors by the month, Loosecubes makes it easy to find the right people to share your space with. A cool feature we like: You can connect your account to Facebook to get recommendations for great workspace based on your social connections.

In an interview with us for Working in the UnOffice: A Guide to Coworking, community manager Anna Thomas said that services like theirs help spread the values of coworking throughout the system, letting businesses turn “their empty desks into business-building assets — generating revenue by renting their extra space and energizing their workplaces by bringing in new talent and expertise.” The process is aptly called, “Loosecubing”. By opening up their spaces to other different startups and a host of freelancers, companies that share “build connections that can lead to job opportunities, partnerships, referrals, and friendships.”

Anna describes how they set themselves apart from other competing search portals: “We place the emphasis on the people in the spaces. For us, the most powerful thing about coworking isn’t the beautiful office, great coffee, or fast Wi-Fi— it’s the person sitting next to you that could become your colleague, business partner, friend, or even someone special. Our goal is to connect people through workspaces, as opposed to hooking someone up with office amenities when they need them.” Loosecubes has since grown to become a global workspace-sharing community with nearly 2,000 spaces around the world.

Deskwanted: Features desks and office spaces around the globe, particularly covering Europe. Type in your preferred city and select the lease length and it gives you a list of available spaces in that area, with the address and cost. Deskwanted is connected with Deskmag, an online publication that covers issues related to innovative workplaces and new ways of working. It focuses on a coworking space and the new breed of independent workers and small companies that work there. Check out their “Tools and Tips” section for great coworking advice.

Desktime: A space directory covering Austin, Chicago, and New York. “We’re trying to change the way people use their workspace, giving people the ability to work from their apartment one afternoon and a bad ass office in the heart of the city the next,” their website says. Offers a directory app that lets users find shared workspaces on their iPhone or Android phone.

Share Your Office: This comprehensive worldwide directory is run by pariSoma Innovation Loft and aims to “connect together professionals with a common interest in sharing their offices”. It’s free to search and to post an ad. Also offered as a mobile app that lets users find shared workspaces on their smartphones.

WorkSnug: An augmented reality app for your smartphone that lets you view surroundings of various coworking spaces, coffee shops, and provides details on noise levels, Wi-Fi availability, and access to meeting rooms.

Open Office Space: Find everything from a shared desk to your standard executive suite and cubicle. Narrow down your search by specifying your budget and the “property type” you’re looking for— from “office” to “industrial” spaces. This site emphasizes form and function over community.

Coworking Wiki: Not only does the Coworking Wiki give a background on everything coworking, it also has a directory of various coworking spaces by country.

And what if there aren’t any coworking spaces near you?

You can start your own! Or, at the very least, organize a Jelly. A Jelly is an informal gathering in someone’s home, a coffee shop or borrowed office, where people work together independently. It’s like a coworking set-up without the permanent address.

***

Coworking’s promise for today’s creator, thinker, worker, and employee is an ambitious one. It claims to help us harness innovation, as well as to unite the laptop-toting telecommuters and independent businesses and organizations out there into a cohesive but fluid community. Such diverse communities under one roof can create thriving places to work.

What has your experience with a coworking space been like?

Photo by mdanys.

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Of course, thanks to modern technology we can all ensure that we’re better placed to stay productive in the world of business, no matter what we’re doing for a living. Thanks to email, Internet, video conferencing and all the rest of it, there’s really no excuse for not being able to network effectively in the modern business world.

Having said that, there is still no replacement for the word of mouth contact that often results in generating new business leads or boosting your existing client base. When it comes to home working, then this can be one of the main drawbacks, although many of us also have to situate our desk space activities in less than satisfactory surroundings too.

Indeed, some home workers have been known to work in their garage in order to get their own productivity space. No matter what modifications you’ve made to these sorts of surroundings, it’s a far from ideal setup. If you’re in this kind of scenario then perhaps it’s time to consider taking a new direction entirely.

Renting an Office Space: Who Does it?

One of the main things to think about if you’re running any kind of business is where to have it located. If you’re a sole trader, freelancer or someone who doesn’t have any employees then working from home is often seen as the way forward. After all, it can be a cheap and cheerful way of keeping overheads to a minimum.

However, increasingly a large number of people who have a business to run are finding that renting office space is a great way of pushing their business forward. Even though the recession continues to rumble on, this has been good for people on the lookout for a place to work as rents are cheap and prime locations are plentiful.

Why Rent an Office Space?

While some of us are fine and dandy working from home, it can be a fairly solitary existence. If you rent an office in a handy location, either in a city centre or on a purpose built business park, then it can be easy to get to and you’ll find that the benefit of having lots of like minded people around you can be perfect for improving productivity.

In fact, considering that networking is one of the best ways of getting more business then simply being able to chat with other people on a daily basis means that you will be in a much better position to secure extra work if it comes up. Renting office space is not only cheap and convenient, it can also free up more of your time too.

For starters, having a desk in an office block run by a landlord will allow you to come and go at your leisure, while you won’t have to worry about upkeep of the surroundings or cleaning either. Any decent office rental worth its salt should also have amenities, including high-speed broadband internet, that’ll also help boost your productivity.

The Convenience Factor

Add all of these factors together and you’ve got a good argument for moving into a rented office. Another aspect of the desk or office space rental option is that many locations are in very popular areas. This can be a great attraction to prospective new clients, and can also make a great meeting place for existing ones too.

What’s more, chances are that you’ll be situated in a postcode that’ll also look good on your letterheads and also your website. So, alongside increasing productivity, you’ll also be able to add an extra veneer to your growing business and hopefully move up to the next rung of the ladder to success.

Sign me up?

So, adding all of these factors together then there is certainly a case for considering the office or desk space rental options that are out there. You can quickly compare and contrast what’s available using the online comparison websites that have sprung up in recent years. These work in a similar way to searching out a broadband or mobile phone deal.

The benefit of the desk or office space rental options that are available is that many operate on short-term contracts, usually on a rolling basis. This means that you’ll have more flexibility and don’t have to commit to signing up for a deal in a particular location if you’re not sure what lies ahead.

In this relatively uncertain economic climate, this can be a real bonus, allowing you the ultimate in freedom and flexibility without too much in the way of commitment to your new landlord.

Photo via Flickr.

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Let’s see some common cases below.

Why don’t they just send everyone a memo?

Michelle, an account manager sits in her weekly staff meeting waiting to go home to spend time with her kids. One by one, her director reads out loud “important” announcements to her and six colleagues about recent policy changes. As she looks at the clock ticking away, minutes she could be playing with her daughters, it dawns on her: “Why didn’t they just e-mail me this information? Couldn’t I have read this on my iPhone during my train ride home?”

Was that live conference call really necessary?

The meeting leader talked for the entire 90 minutes about the status of the new e-commerce system that supposedly made website orders easier.  The content was so boring, no one dared ask any questions.

Ashwin listened to the call on speakerphone so both hands were free to do real work but since one ear was on the phone, he was only 1/3 as productive.

Frustrated by his own lack of productivity, he couldn’t help but ask himself an obvious question: “Is the only reason I’m on this call to avoid getting in trouble for not attending?   If there’s no meaningful dialogue taking place, why doesn’t the presenter just record himself speaking and send us the audio file?”

Why does the informational meeting still exist?

In an era of social media abundance, where so many rich methods of communication are everywhere (e-mail, recorded audio, recorded video, etc.) why are we still herding people together to hear policy updates? Meeting for the purpose of disseminating information is like washing your dishes with Evian water. It works, but it’s expensive and slightly ridiculous.

There are two reasons why these time stealing, soul draining info sessions still exist:

1. Convenience. People have a strong aversion to writing. Sometimes it’s difficult to capture everything we want to say effectively in an e-mail or memo. So when information needs to be disseminated the temptation is to hold a meeting. It can feel easier.
2. Fear. We’re afraid what we have to say won’t be heard otherwise. People also have a strong aversion to reading. We know from past experience that sometimes people tend to ignore our written communication. The logic for the recipient goes: “Well if it’s really important, I’m sure we’ll have a meeting about it.“

This is silly. Is a memo that takes you twenty minutes to write worth saving nine people the hassle of watching you say it for half an hour? Is reading your e-mail worse than being stuck in a weekly staff meeting that bores you into a coma?

The Solution

Here’s the solution, a sacred pact: All informational meetings are hereby cancelled, but we must all commit to reading memos. If even a couple of people fail, the entire system of trust breaks down.

Can you imagine how much more time you’d have if informational meetings were abolished? How much real work could you get done, and how much bigger of a difference could you make in your organization?

Start a no informational meeting pledge in your office. Put it in writing and make everyone in the office sign it. If it works, and it just might, get ready to become the office hero.

How and why do you conduct a meeting? Do you have a story of a meeting gone ineffective or where a memo could have worked just fine?

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13 Steps to Find Motivation for Boring Work

Let’s dig for some extra motivation for finishing the boring work.

1. Look at the big picture.

   A famous story is narrated as follows: two construction workers were interviewed. Both were working on a huge skyscraper in New York City. The interviewer asked the first worker: What do you do all day?

   Worker 1: “I just hit those nails into this metal rod all day and then go home to do this thing all over again tomorrow.”

   Second worker was asked the same question. He answered: “Look up, I am building a skyscraper!”

   So what are you doing? How does it fit into the big picture? See the added value.

2. Write about it.

   Speak to your best friend: you. This is what I am doing right now. It gives you awareness of your situation and gives you a chance to be your own doctor (or psychiatrist).

   Me: I don’t want to do this work because it’s the opposite of interesting.

   Me (with glasses): And what makes you think so. . .?

3. Put a spin on it.

   When working with some un-interesting stuff, I usually think about ways to improve the process and make it more efficient. (This is how 99% of programming languages came into life!)

4. STICKK.

   Stick yourself with a contract which would be both a carrot and a stick. This is a helpful motivating and constraining tool. Put money on the line. Check out STICKK.com to get motivation for ticking off those boring chores.

5. Break it down.

   Use SCRUM (for the technically inclined out there) or GTD (for the productivity inclined) and Pomodoro technique (for the academically inclined). Basically, break it down into meaningful atomic chunks and schedule some allotted time for each chunk. THEN write it down on a whiteboard (preferred) or on paper.

6. Close your eyes and motivate yourself.

   Remind yourself of what you know. No pain, no gain. A 1000 mile trip starts with a single step, etc. Convince yourself of the importance of the task (if it is indeed so. . .).

7. Talk about it.

   I find it helpful when attacking a huge project to talk to colleagues. I approached a couple of them and asked them directly: How would you attack a large project if it was handed to you? I got interesting answers.

   Here you may run a risk of looking like a lazy colleague who lacks motivation. For that share some of your tips, you may say: “Writing documentation can be tedious. I usually keep reminding myself of the next person who will be reading this documentation some years from now and say that I am awesome! How do you handle tedious tasks?”

8. Don’t focus on the tiny details.

   Focus on what’s important, on what adds value. Create a skeleton for the task at hand and work horizontally.

9. Take a break.

   Do something else for an hour.

10. Don’t do it.

    Defer it. But since you are still reading, I am guessing this is out of the question.

11. Sit up straight.

    Chances are you are crouched over. Smile–chances are you not smiling. These things will give you a mental change and even a computer monitor perspective change (maybe work is more interesting from another angle).

12. Print it out.

    If printable. Get away from the computer and just read (or do) it the old-fashioned way.

13. Stop reading this article and go do it.

    Seriously!

–
How do you motivate yourself for a boring task? Got tips?

Image by Nono Fara via Flickr.

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In fact, beyond even eating healthy foods, statistics now say that 1 out of 10 workers don’t even take a lunch break, and of the rest who do take one, most only take 45 minutes.

Healthy Eating Habits

So, let’s break this down. To really provide our bodies and minds with the food it needs to ensure our work is top quality, first we need healthy eating habits, and second, we need good, healthy food options to eat.

1. Frequency

Healthy eating involves three meals and two snacks. You can’t properly fuel yourself throughout a day without at least three solid meals. You can go a little lighter on the breakfast side if you aren’t naturally hungry in the morning, but you do need something. It’s what kick starts your metabolism, breaks the fast (breakfast) from the night before, and gets you charged and ready to roll into your day.

2. Location

Get away from your desk whenever possible. The reason for this is simply that the desk is so distracting (computer, papers, files, phone, etc.), and healthy eating just doesn’t involve distractions. Distractions leads to mindless eating, which usually ends in overeating.

Focus on your food while you’re eating, and then quit focusing on it when you’re done and get back to work, simple as that. Also, in case you’re not sold on eating elsewhere, according to a PhD professor of microbiology at the University of Arizona, Charles Gerba, “The desk, in terms of bacteria, is 400 times dirtier than the toilet.”

Go outside! Get some fresh air. Sit down and eat and then take a quick power walk. You’ll be amazed at what that small combination can do for you all afternoon long.

3. Avoiding Disaster Areas

You must adamantly avoid certain areas like conference rooms stocked with twizzlers and gummy bears and “snack-size” Doritos bags. Duck in and grab your meal from the fridge and duck right back out. Steer clear of vending machines, and if you’re going to enter a meeting where doughnuts shall abound, eat a healthy snack before you set foot in the door.

4. Eat Your Own Food More

Packing your own food ensures that you know just what’s in your food, and probably more importantly, it limits your options. The best of intentions for eating a nutritious, well balanced meal can disappear like the wind when faced with the book-like Cheesecake Factory menu.

Healthy Eating Options

Here are some healthy food options you can use everyday.

1. Cover Your Bases

The food pyramid exists for good reason. Eating one type of food group doesn’t prove fruitful by any means. Don’t go all out protein, or all out carbs because that’s what’s easy or convenient or the newest diet fad.

To give your mind the power to think and process, you need: good carbs, proteins and fats. Every day. No exceptions. Now, how you get them and combine them is the fun part!

Clearly you can get as creative with cooking as you like, but considering if you’re reading via this site, you’re probably a touch on the busy-not-a-lot-of-personal-time side, so here are some “easy” solutions to cover all bases.

2. Easy Proteins

Always have on hand: lean meats like chicken and turkey. Turkey bacon is great to have occasionally to mix things up and can be used to make a super quick and delicious BLT.

Nuts like almonds are a great option because they combine protein, fiber and good fats, but if you buy in bulk, segment them into smart, small packages as soon as they come home with you. If you’re short on time, buy the pre-packaged snack sizes. A handful of nuts is plenty.

Other options: black beans (great for whipping up a bean taco); snack sizes of string cheese or cubes; cans of tuna; hardboiled eggs.

3. Easy Carbs

Whole grain anything, everything! The goal is fiber, it makes your body work to break it down and fuels you longer. Think whole wheat slices of bread, whole grain crackers for snacks, a small portion of brown rice, a portion of lentils or beans.

You can grab one side of any one of those and get your high-fiber carbs for the day. Soups with high fiber are excellent afternoon snacks. They’re hot, filling, nutritious and take awhile for you to eat, all of which contribute to the feeling of fullness.

4. Easy Produce

Baby carrots, sliced tomatoes, sliced cucumbers, a can of green beans, snow peas, you name it. There is absolutely no excuse for not eating your vegetables. With today’s demand for convenience, it’s incredibly easy to grab veggies on the go.

If you have time, prep some basic salads in advance, throw some dressing in a container and you can enjoy a fresh salad for lunch every day. Fruits are just as easy, if not even easier. Grapes are easy to eat and not messy. Apples, bananas, they’re all delicious!

5. Easy Sweets

If you can’t get by without an afternoon sweet snack, opt for something like dried fruit (portioned), a small all-fruit smoothie, or my personal favorite: a small cup of yogurt, fresh berries and a sprinkling of granola.

The Results

When eating healthier and eating regularly, you’ll notice more constant energy, improved mood, and improved stamina. You’ll begin to think sharper and you’ll wonder how you ever did you work before!

Packing lunches and snacks might seem overwhelming, but with just a few staples, it doesn’t have to be. Though you certainly can, you don’t have to pack anything elaborate. Throw in a protein, a couple slices of bread, a baggie of carrots, a cup of yogurt and a cup of berries, and you’re good to go in 3 minutes flat!

Enjoy the newer, more awesome you that your work and your health will thank you for!

Got any healthy eating tips for us? Share yours in the comments.

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Though a big part of successful living is coping with life’s stress as it comes, universal wisdom suggests that planning ahead, whenever you can, helps you get ahead. Business travel is no different. As the spring and summer travel cycles are getting underway, read on to keep from becoming a casualty of too much time on the road.

Avoid Too Much Wining and Dining

Actually, too much bad food isn’t always the problem; sometimes it’s too much good food. The eating experience of the business traveler can vary from ultra-rich and ritzy gourmet wine-and-dine dinner marathons, to the fast-food burger and fries as you’re rushing to meet your next client. Either way, you’re consuming far more calories and fat than you should.

If a client is wining and dining you, certainly you want to be gracious when they offer another martini and a second helping of foie gras, but try to balance it. Here’s a few tips:

• Order a low-fat entrée so that if your coworkers insist on splitting the cheesecake for dessert, you can snag a bite or two without feeling guilty.
• Your best menu options when dining in finer restaurants are usually fish—ask for it grilled or broiled with a little lemon, instead of fried.
• Skip the rich, buttery sauces and creamy dressings
• Take a side of steamed vegetables instead of potato or pasta.
• Skip dessert and cap your meal with a decaf espresso
• Enjoy a glass of that special reserve vintage, but keep alcohol consumption to a minimum

If you have to grab lunch on the run, go for your lower -fat options. You may even opt to swing through a grocery store where you are likely to find a salad bar or precut items that you can snack on while driving.

Make Some “Me-time” and Beat Stress

Business travel is a whirlwind operation because you usually have a million people to meet with in the limited amount of time you’ll be in a particular city. Early morning meetings, late night dinners, delayed flights, change of time zone, and very little down-time can throw your body’s rhythms for a loop. Stress and exhaustion mount.

Remember that, paradoxically, jam-packing your schedule isn’t necessarily the key to productivity. We all need chill-time, even on the road. Look at your schedule for your out-of-town business appointments and see where you can carve out some  “me-time”. It may be as simple as taking a solitary lunch break to collect your thoughts. Are there any scheduled events where your absence wouldn’t be noticed? Take advantage.

Pay Attention to Your Sleep

Between your late nights preparing to meet with clients, keeping up with business back at the office, unfamiliar and uncomfortable hotel beds, and caffeine overdose, business travelers often get caught in a long string of sleepless nights. The inevitable result is the domino effect of no sleep, more caffeine, stress, exhaustion, crash and burn.

Though you’ll be tempted to try to keep up the momentum with coffee or try to play super-employee by managing work in two places, travel time is not the time to scrimp on sleep.

• Discipline yourself to try to keep to a regular sleep schedule—you’ll be fresher, sharper and more productive if you do.
• Make sure your sleeping environment is the best it can be. Call the front desk for another pillow and pack earplugs if you’re a light sleeper.
• Keep alcohol and caffeine consumption to a minimum. An excess of either will throw off your body’s rhythms.

Don’t Neglect Your Body

When you’re out of town it’s easy to let your workout regimen go right out the window. By the time you return home, you’ve lost the momentum and the downward spiral is set in motion. The key to keeping up good health when traveling is planning ahead.

If your company gives you options for where you will lodge, find a hotel that has an exercise facility. Ask your health club if they have a partner facility in the city you will be visiting and see if you need a special guest-pass. Or, go the old-fashioned route and get out for a brisk walk or run before the morning meetings get underway. Exercise bands are cheap and easy to fit into your luggage.

In addition to keeping you on track with your exercise routine, regular physical activity helps relax and rejuvenate you from all that taxing travel and reduce stress.

Stay Organized on the Home Front

Long cycles of work travel can throw the rest of your life into a tailspin—the mail stacks up, no one picks up the dry-cleaning, and the floor of your apartment doesn’t vacuum itself. The sense of overwhelm sets in immediately as you drop your suitcase full of dirty clothes among all the little messes you left as you were rushing to get to the airport.

Avoid this recipe for stress and meltdown by planning ahead. The more organized and picked up you are in your home life before you go out of town, the quicker you’ll bounce back into gear upon return. Here are a few simple ideas to promote a smoother transition upon return and kill stress:

• Clean up your mailbox: Go through the junk mail and catalogs you receive and find the phone number to unsubscribe. This cuts down on the mail you have to go through when you return. Set up online banking and credit card statements and bill pay so you can manage your finances on the road.
• Call a cleaning service: It may seem like an indulgence, but for the busy traveler, this is money well spent, and if you live in a small space, it will be a quick job. You’ll love coming home to a tidy, lemon-fresh living space.
• Stock your freezer: When you arrive home tired and hungry, opening up the refrigerator to a diet soda and a can of pickles is going to be a big disappointment, and the last thing you want is more take-out. Pick up a few healthy, frozen options like a low-fat stir-fry or black bean soup before you go out of town so you can get some real food as soon as you get home.
• Unpack your suitcase: Discipline yourself to just get it over with. Otherwise you’re living out of a suitcase in your own home and the days turn into weeks. Make a game with yourself to see how fast you can get everything put away upon return.

How are you keeping yourself from becoming a business travel casualty? Got tips to beat work travel stress?

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Photo by Taylor Dawn Fortune

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Modern life is a demanding beast and if you’re looking to manage your work life better, there’s one thing you need: Mobile broadband.

So how does a little thing like a dongle or a smartphone solve all of that? Remember when you used to stand in line for your morning coffee and look at the girl with headphones, her laptop and mug and think “she’s not really working”? Maybe there was a time she wasn’t, but today you can bet that she is working in an environment she likes.

“But how does she talk to her clients?”

She probably uses communications platforms such as Skype or Oovoo. Calling computer-to-computer is free and calling a landline is less expensive than using the blower.

“But what if she needs to have a meeting?”

Then she gets in her car, or catches a train and still manages her work life. If there’s no time, or getting to see clients is expensive, video conferencing will give her the face-time she needs without hours or days of travel. If the job is a short one, it can probably be finished more quickly this way than if travel were added to the equation.

“How does one share paperwork?”

If she’s dealing in office documents like Word, or Excel, she might be using Dropbox, which is an online storage system that allows documents to be stored in files on the Internet. The file is shared via an email invite. Suddenly the need to be in the same room as the person you’re working with is gone.

Alternatively, there are dedicated content management systems such as Basecamp that can house the entire content for a project and allow two or more people to collaborate on a single document at the same time.

There is also Google Docs which does the same. It has an added function of Instant Messaging Chat (IM) that allows collaborators to chat through their process as they are working. Colour coding allows users to see who has added what to the mix, so all the rules of collaborative working apply, just within an online framework.

Take a step back for a moment and you’ll see that using these tools, the gal in the cafe can hire and collaborate with people anywhere in the world. Add Paypal to the equation and she can unlock expertise in foreign markets and often for a better price than we would find it at home. That’s valuable. Equally, if her own patch is a little dry she can find work in foreign markets and receive payment in exactly the same way.

“What if one’s on the road all day?”

Then she’s on her smartphone. The name is no mistake, smartphones are smart.

Take Dropbox as an example: She has the app on her phone, which is synced with her online account. When documents are updated, the Dropbox app will tell her. If something needs her urgent attention, she’ll immediately know to make the time for it somewhere in her day. Documents are inactive for much less time this way than if they are sitting in an in tray in an office somewhere.

If she’s travelling a lot she’ll have an app like Kayak, which allows her to compare flight, hotel and rental car prices on the phone. Once her itinerary is booked, she can check flight status in real time and have instant access to the airlines contact information. If her plans need to change, she can make other arrangements before she’s late for everything.

“How does she manage her contacts if she doesn’t have an office?”

Social networks are the new rolodex. And it’s not just about Facebook. Professional networks such as LinkedIn allow colleagues past and present to stay connected. Profiles are regularly updated so that you can see what your contacts have been up to and whether you can be useful to one another today.

Networking itself doesn’t have to be a face-to-face exercise either. Twitter is a great platform for meeting new people in your field. Following their tweets also gives you an insight into what innovations they are interested in.

“So, I can manage my work life while sitting in a cafe too?”

Yes, technology has evolved to a point where it is working for us. All the frameworks are there to save us time and money, to breakdown geographical barriers and allow us to explore markets that were once out of the reach of the average working person. The number of online businesses have increased exponentially as individuals harness the Internet to make a living.

But there is a caveat to all this:

Just because it’s online doesn’t mean we can forget what it’s fundamentally all about: human relationships. And there’s no app for that.

Do you make your work life smoother with the Internet? Got tips?

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I showed up at a meeting one year ago and realized that I had four Internet-connected devices.  Yes, two laptops, an iPad and an iPhone were at the ready, all beeping and buzzing in synchronization with meeting reminders and new email notifications. The craziest part was that this felt normal to me.

With all of these devices constantly beeping and vibrating, it’s no wonder I was unable to get anything done without constant interruptions. I needed a new way of working. Luckily, I found the Pomodoro Technique.
While having ubiquitous access to information can be powerful, but here’s the rub. According to research, it can take between 5 and 20 minutes to re-focus after an interruption. Now multiply that by the number of times you get interrupted each day (think: email notifications, text messages, twitter messages). You don’t need to have an MBA to understand that this will have an impact on your own bottom line, whether in dollars, happiness, or time.

Brain Damage

According to a recent New York Times article, all of this multitasking has a physical effect on our brains.  The type of constant interruptions we receive from our smart phones can actually re-wire the developing brain to be less able to sustain attention. Permanently.

But what about you?  Maybe you don’t even have a smart phone.  But you’re still getting distracted by email notifications, instant messages, or your web browser laying open and ready to take you anywhere on the vast Internet.

The Pomodoro Technique

Rather than focusing on getting something done, why not focus on focusing? That’s the aim of the Pomodoro technique, a very simple and effective time management system that keeps you working on the things that matter most and nothing else.

The 10-second summary: Humans are only able to focus on a task for about 25 minutes before they need a break. Rather than trying to change this, the Pomodoro technique works with your limitations. Here’s the basic recipe:

1. Pick a task you need to accomplish.
2. Set a timer for 25 minutes and start working
3. When the time rings, take a 5 minute break
4. Repeat steps 1-3
5. Ever four cycles, take a 25 minute break.

It seems too simple to be effective, but I decided to give it a try for just one morning at work.  That was eight months ago and I haven’t turned back.  Upon discovering that its simplicity is its strength, I’ve even adopted the Pomodoro technique at home for practicing guitar and writing songs..

Notice that the Pomodoro technique is easy to remember, and doesn’t require any special charts, lists, or iPhone apps. It can be practiced wherever you’re getting work done.

Negotiating Interruptions

Once you’re up and running with the Pomodoro technique, you’ll begin to wage war with your new enemy: distractions. Negotiating these distractions becomes an important way to complete more Pomodoro cycles per day.

Distraction 1: For technology interruptions, turn off new email alerts.  Turn off new tweet alerts.  Mute the ringer on your phone unless you are required to respond immediately when someone calls.

For me, this wasn’t enough. I actually had to turn off my iPhone because simply muting it and putting it in my pocket wasn’t a strong enough deterrent against taking a quick glance at my email inbox.

Distraction 2: Now on to the more difficult, walking and talking interruptions: your coworkers.  Sometimes they’re unavoidable, but there are some things you can do to minimize the inevitable distractions of the office.

In order to successfully implement the Pomodoro technique, I started listening to music (usually classical) on headphones so that I didn’t get distracted by the near constant stream of cross-cube conversations in my work area.

Another big one is negotiating your privacy. At a team meeting, I politely explained that the office was distracting for me, and would appreciate it if people would knock on my cubicle before they walked in and started talking to me.  I was really nervous about doing this, but it went really well. My coworkers have respected my request and have even begun extending the same courtesy to others in the office.

When all else fails and you’re faced with a live interruption, politely explain that you’re in the middle of something. Keep a polite “Can I call you back in 25 minutes?” handy.

Beyond the Pomodoro Technique

This basic formula gets much more refined in the (free) Pomodoro Technique book, which the author generously gives away. You can get great results by applying it in its simplest form, but I’d highly recommend reading further.  The record keeping system is equally elegant.  You’ll find yourself interested in geeking out on stats because you’ll be showing a noticeable improvement in how much you can accomplish and how quickly.

At its core, the Pomodoro Technique forces you to tune out distractions and start focusing on focusing.  Pick one project or task your working on and decide to only work on it for a set amount of time.  Maybe even turn off your phone while you’re doing it and see how that feels.

Whatever you do, living and working in a constant state of distraction will not get you the results you’re looking for. The Pomodoro Technique can help get you out of that rut, 25 minutes at a time.

What ways have you found to cut down on distractions at work? How have you applied the Pomodoro Techniqe? Share them in the comments.

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Photo by Karrah Kobus (use with permission from artist)

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Experts have defined it—there is such a thing as Nature Deficit Disorder. Though Nature Deficit Disorder, the result of a cultural trend towards everything indoors, has been cited as a possible explanation for hyperactivity disorders in children, common sense would suggest that if kids are bearing the negative brunt of too much walled-in screen time, you could be too.

As the numbers of adults who suffer from anxiety and depression is consistently on the rise, we have to wonder if our environment, or lack thereof, might not be partly to blame. A sedentary, largely-indoor lifestyle is not only hard on your body; it’s hard on your mind.

Exercise Alone Isn’t Enough

Though many of us have committed to regular exercise to keep from becoming a desk potato, we’re mostly getting our sweat on indoors. When I took up martial arts training, I was on the mat five to six days a week, kicking, wrestling, and lifting kettlebells for all I was worth—but all indoors. Even though I was getting adequate exercise, I noticed anxiety and tension creeping in.

Let’s face it, we all need the green and to get outside every once in a while.

Smart Ways to Go Green and Get Your Daily Nature Fix

Even the most skyscraper-surrounded city dweller can find ways to go green and incorporate their daily nature boost. Getting the most out of your life means finding creative solutions that buck the status quo. Here are a few ways to incorporate the green you need:

1. Switch Your Workout Venue

Even if you’re paying megabucks for your gym membership, consider incorporating some green-rich workouts into your weekly regimen. Adding a quick 20 or 30-minute morning walk or jog gets your head cleared and your body relaxed to tackle the day.

2. Lunch in the Park

Though your coworkers are heading off to the restaurant, consider packing your lunch and picnicking in a nearby park or even your office courtyard. Get outside, eat slowly, focus on the plants, animals, and people around you, breathe fresh air—you’re guaranteed to return to work more relaxed and refreshed than if you’d gobbled that greasy food at a crowded, noisy restaurant.

3. Refocus

Even when we do get outdoors, we’re often rushing into a building or to the car. We’re looking at a text message or thinking so intently on the rest of the day’s to-do list that we don’t even see the nature built into our surroundings. You don’t have to take a day-long hike to experience the outdoors; just try letting your eyes linger on the trees and flowers that pop up naturally in your day.

4. Alter Your Social Time

When we make the time to meet with friends, we often default to the no-brainer movie, coffee, or drinks venues. Consider bringing some green to your social time—grab the coffee to go and then head for a stroll around a lake or through a park.

5. Find a Group

If you want more variety and have a little more time, consider joining an outdoor enthusiast group in your area. It’s a great way to get exposure to new areas and activities you might not have discovered on your own. You’ll also meet other young professionals—could be a great networking opportunity!

Making the Most of Your Green Time

Even if you are able to get yourself into the outdoors, make sure you aren’t diminishing the effects with needless distractions. The goal is a relaxed mind and uplifted spirits. Here’s how to make the most of your time in the great outdoors, even if it’s limited.

• Ditch Your iPod. Allowing the outdoor sounds (even if they include buses and taxis) to be your only soundtrack cuts anxiety. Just allow yourself to soak in your surroundings.
• Turn off the phone. You don’t need a friend to talk you through your walk. If you feel safer having your phone with you just put the ringer and texts on silent.
• Look around you. Intentionally focus on the living, growing things. As spring stakes its claim watch trees put forth sprouts and blossoms, observe the perennials popping up. Seriously, it’s like free therapy.
• Find the sweet spots. Not all outdoor locales are relaxing and beautiful. Bad architecture and unkempt lawns are depressing. Explore different neighborhoods to find the locations where you can unwind by just being there.

Too Busy to Get Outside?

If your complaint is: “I don’t have the time to do nature!” then honestly, it’s probably time for a priority check. Remember, getting out into the great outdoors isn’t meant to sap your time, but to help you restore the peace, serenity and focus that is hard to achieve in an all-indoors life.

Do a little experiment. Give yourself that much-needed green time and see what happens to your stress and anxiety levels. Sometimes the simplest solution to tension, depression and restlessness is right outside your front door.

What can you do to go green and add a little wilderness to your life today?

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Photo by Louis Lander-Deacon (Used with permission. Find Louis on facebook)

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