In this latest episode of our recurring Productive Reading series, we look at Cal Newport's latest book, Slow Productivity.



 

Slow productivity - a more humane and sustainable approach to getting things done

In the past, we’ve talked about the lessons and key takeaways I found in books about productivity-related topics that I’ve found helpful and thought-provoking, including books by authors like Gary Keller, Charles Duhigg, Brené Brown, Courtney Carver, Jeff Sanders, James Clear, Michael Hyatt, Maura Nevel Thomas, Joshua Becker, Greg McKeown, Cal Newport, Dominique Sachse, Laura Vanderkam, Nir Eyal, Dr. Anna Lembke, and most recently a fascinating book called Switch Craft, by Elaine Fox, Ph.D. This time I’m sharing some of my most important takeaways from Slow Productivity, by Cal Newport. Quotes below are from the book

Who is Cal Newport? 

The book cover flap copy says:

“Cal Newport is a professor of computer science at Georgetown University, where he is also a founding member of the Center for Digital Ethics. In addition to his academic work, Newport is a New York Times bestselling author who writes for the general audience about the intersection of technology, productivity, and culture. His books have sold millions of copies and been translated into over forty languages. He is also a frequent contributor to The New Yorker and hosts the popular Deep Questions podcast. Newport lives with his wife and three sons in Takoma Park, Maryland.”

Why did I read this book?  

I’ve read other books by Cal Newport and featured his prior book, Digital Minimalism, in an earlier Productive Reading episode, TPW366. In the last couple of years, I’ve been thinking and reading a lot about the ever-increasing pace of life and the stress and pressures many of us feel about being productive, so when I saw the announcement of this book’s release I pre-ordered it immediately.

The book is subtitled: The Lost Art of Accomplishment Without Burnout

Newport says that our current definition of productivity--especially as it applies to knowledge workers--is “broken.” The book is aimed at redefining productivity for knowledge workers. Knowledge work is defined as “The economic activity in which knowledge is transformed into an artifact with market value through the application of cognitive effort.” 

This includes office workers like computer programmers, accountants, and so on, as well as lawyers, artists, business owners and executives, marketing professionals, educators, and research scientists.  

“The knowledge sector emerged as a major force in the mid-twentieth century . . . the old notions of productivity that worked so well in farming and manufacturing didn’t seem to apply to this new style of cognitive work.”  

As a result, uncertainty about how to measure productivity led to “using visible activity as a crude proxy for actual productivity.” What that looks like, he says, is “If you can see me in my office--or, if I’m remote, see my email replies and chat messages arriving regularly--then, at the very least, you know I’m doing something.” In other words, the more I’m doing, the more evidence there is that I’m doing something, so busyness became the proxy for productivity. This is what he calls pseudo-productivity. His goal:

“My goal is to offer a more humane and sustainable way to integrate professional efforts into a life well lived. To embrace slow productivity, in other words, to reorient your work to be a source of meaning instead of overwhelm,

Stress is something we can expect these days in our hectic lives. But there are ways to manage it without letting it interfere with our productivity or our health.



Stress is a part of life but it can be managed in a healthy way

Stress is a fact of life for most of us. As Dr. Karen Swartz notes in a talk posted on the Johns Hopkins Medicine YouTube channel, “stress is universal,” and even good things cause stress. Whatever its source, though, stress has a direct impact on our emotional and physical health, and of course on our ability to be as productive as we want to be. Thus understanding what stress is, what causes it, what effects it has, and--most important--what we can do about it is crucial to our ability to make a meaningfully productive life.

What is stress? 

Put simply, stress is our body’s response to events that occur in our lives. 

What are some of the sources of stress in women? 

Results of a 2023 survey by the American Psychological Association include reports by women of the following sources of stress: health and finances at the top of the list; family responsibilities and relationships are reported as “key stressors”; career responsibilities and job insecurity; 

What are the symptoms of stress in women? 

According to an article on Healthline, “Women may experience stress differently from men due to a combination of biological, psychological, and sociocultural factors. Hormonal fluctuations, social and cultural roles, and biological vulnerabilities can influence these responses.” 

Another article cites a 2023 survey by the American Psychological Association that found that “women tend to report higher levels of stress and experience more physical and emotional symptoms than men.” The APA website includes an article that notes “some research suggests women are more likely to internalize stress—leading more readily to both physical and mental disorders—while men tend to externalize it in the form of aggression or impulsivity.” 

Chronic stress can result in a multitude of symptoms in women, including emotional, cognitive, and physical symptoms. Those symptoms can include:

Emotional symptoms can include: 


* irritability and mood swings 
* anxiety or worry 
* depression 
* feeling overwhelmed or helpless 
* decreased interest in activities 
* decreased libido 


Physical symptoms can include: 


* headaches or migraine 
* difficulty sleeping 
* fatigue 
* changes in appetite, such as eating in excess or loss of appetite 
* muscle tension 
* back pain 
* weakened immune system 
* increased blood pressure 
* heart problems 
* digestive issues, such as stomach aches or nausea 
* menstrual irregularities or changes 
* skin issues, such as acne or rashes 


Examples of cognitive symptoms include: 


* difficulty making decisions 
* forgetfulness or brain fog 
* racing thoughts 
* difficulty focusing or staying on task


What impact does it have on our productivity? 

This week's episode features my conversation with Andrea Nakayama, Functional Medicine Nutritionist and founder of Functional Nutrition Alliance, talking about new ways to look at our health and nutrition while improving our productivity.



What we put into our bodies and how it makes us feel (good or bad) can directly impact our productivity

I'm excited to share with you my conversation with functional nutritionist, educator, speaker, podcast host, and founder of the Functional Nutrition Alliance,  Andrea Nakayama as part of our Productive Living series.

Who is Andrea?

Andrea is an internationally known Functional Medicine Nutritionist, educator, speaker, and founder of Functional Nutrition Alliance, and host and producer of the award-winning 15-Minute Matrix podcast. Andrea is leading a movement to transform the health industry into a system that works, empowering patients and practitioners alike with the systems and tools of Functional Nutrition.

How Andrea got started

Over two decades ago, in April of 2000, Andrea’s husband was diagnosed with a brain tumor and given 6 months to live while she was pregnant with their first and only child. In response, she doubled down on an area she was passionate about – nutrition – in an attempt to extend his lifespan beyond his 30s. They made it over two years before he passed, and in the wake of his death, she discovered that she had developed Hashimoto’s. The transition from caregiver to patient allowed her to see how the healthcare industry lacked the resources and empathy to serve people who have unclear diagnoses or who are terminal.  Andrea realized this was her new calling. She put herself back through school, changed her career, and began to address the gaps she identified through her experience. She has since discovered even more gaps.

Andrea is based in Oregon, where she trains other coaches, clinicians, and aspiring functional nutrition counselors in the science and art of functional nutrition practice. This is a training Andrea has designed over the past 12 years when she discovered she was having more success in practice with those with chronic illnesses than other providers. This 10-month in-depth, highly curated course is the primary function of her work. Andrea also does a lot of personal writing on her blog, evolving the work of functional nutrition.

A typical day for Andrea

Andrea's days evolve more around her purpose rather than a checklist of things to be completed each day. She feels that her purpose is what drives her and produces the most results. Her days always include making time for herself. She is an empty nester but does have a partner, but they live separately. She has her home to herself but still makes sure to make time for what's important to her, whether that's walking, hiking, or going to a dance class. These activities feed other parts of her so she can show up for her other to-do's. Andrea has learned that she has to stack things in little amounts. If she tries to do something too big, she will fail herself. She gives herself grace and stacks small activities each morning. She likes to stretch, meditate, and set her intentions for each day. These activities take 5-20 minutes max or an hour in total.

Andrea has a gratitude practice which includes her body, mind, business, and creativity. She offers gratitude for her son, her late husband, her current partner, family, friends, and the other loves of her life. These morning moments of gratitude allow her to reset and surrender to her day.

What is functional medicine nutrition?

Functional medicine has three primary tenets:


* the provider and patient work in a therapeutic partnership
* looking for root causes; why is this happening rather than how can it be fixed?

We often set ourselves up for disappointment because we aren't clear on our expectations of others, or even ourselves. In this episode we’re talking about managing expectations to create a more productive and lower-stress life. 



Managing expectations is important for increased productivity and reduced stress

In any area of life--work, relationships, etc.--the disparity between expectations and reality can lead to disappointment, frustration, anxiety, and discouragement. Managing expectations—both your own and those of others—is crucial for maintaining healthy relationships and personal well-being. Let's talk about some practical ways to manage expectations effectively.

What are expectations?

“Our beliefs or assumptions about the future.” [How to manage the expectations vs reality trap in 6 steps]  

One article notes the difference between “agreed-upon criteria for behavior or performance” and expectations, which she says are not agreed upon between people, but simply “beliefs that a certain outcome or event will happen . . . purely conjecture about what the future might hold, based upon strongly held assumptions.” 

Expectations matter because they “can influence our perception of events, people, and even ourselves. These beliefs shape our perspective, guiding our actions and reactions. From personal relationships to career aspirations, expectations play a pivotal role in how we navigate our daily lives.” [How to manage the expectations vs reality trap in 6 steps] 

Expectations are formed based on past experiences, social influences, internal (often unspoken and maybe even subconscious) desires, and information and knowledge we obtain from various sources. 

When reality doesn’t measure up to expectation, the gap can (and usually does) lead to disappointment, frustration, and discouragement, both internally and in professional and personal relationships. In the early years of our marriage, a lot of disappointment and conflict arose from expectations we had of each other and the relationship--often expectations that weren’t communicated or even consciously recognized. Life became so much better when we were able to think through, then talk through, those expectations, figure out which ones were realistic and which weren’t, and reach agreement about how things would work between us.  

One psychologist says “we want to have realistic expectations, because accurate expectations are useful for making good choices.” 

What does it mean to manage expectations? 

One dictionary I looked at said it means to “seek to prevent disappointment by establishing in advance what can realistically be achieved or delivered by a project, undertaking, course of action, etc.” 

An article posted on the National Institutes of Health National Library of Medicine says “Managing expectations means communicating so that all involved have a clear understanding of what to expect--and when to expect it. It also requires keeping communications open.” 

So the question, then, is how we can manage expectations in such a way as to make sure ours (and those of others) are accurate and can form the basis of good decisions and a happy and productive life....

Self-reflection is always time well spent, especially if it's helping us grow as an individual. In this episode we’re talking about questions we can ask ourselves to help us create a life that matters.



Defining who you are as a person and how you want to live is the key to making a life that matters

I used to own horses. Several years ago I had a young horse in training with a trainer who required, as part of his training regime, that the owner come to his facility at least once a week for a lesson with that horse in training. During my weekly lessons, he shared various concepts behind his training philosophy. One of those concepts was four key questions he asked himself before every session with a horse or its owner, questions that helped guide him in structuring the session. The first question, he said, is “What do you want?” As he explained it, without knowing the answer to that question, you’d be wasting your time in the session. Without a destination in mind, you won’t actually get anywhere. 

That question has stuck with me because of its relevance to life in general. One key element of making a life that matters is awareness: knowing who you are, what’s important to you, and what you want your life to look like. Knowing what you want is key. 

This awareness requires time and attention to our thoughts--something that can be hard to come by when our daily lives are full--even when they’re full of good things! Taking--making--time for self-reflection must be intentional. 

With all that in mind, I started thinking about questions that can help us evaluate and shape our lives in meaningful ways. These questions can serve as a guide to explore personal aspirations, confront limitations, and carve out a path that aligns closely with your innermost values and desires.

Section 1: Understanding Yourself

Question 1: What are my core values and how do they shape my choices?

Understanding your values helps align your actions with what is genuinely important to you. Values are “a set of beliefs or opinions that influence how you live your life.” [6 Steps to Discover Your Core Values] 

Values “inform your behaviors and understanding of right and wrong. They help shape how you think, act, and feel. And ultimately, your values help you find happiness and purpose in life.” [20 personal values examples to help you find your own] 

The same article goes on to say:


“Understanding your own values is a fundamental part of self-awareness and getting to know yourself as a human being. With a better understanding of your values, you can develop more empathy. You might show better emotional regulation. And you might improve your communication skills. But identifying your values is difficult. It requires deep self-reflection and self-honesty — both of which take hard work.” 


This article suggests 20 examples of core values people might hold.

“The closer your decisions each day align with the big-picture view of what’s most important to you, the more likely you are to create the future you want for yourself!” [5 Steps to Define Your Core Values: A Compass for Navigating Life’s Decisions]

This article suggests 5 steps to defi...

This week's episode features my conversation with Tamara Dias, certified financial social worker, adult learning specialist, non-profit executive director, and founder of Good Soil, talking about how financial wellness can contribute to living a life that matters.



Financial wellness and productivity go hand in hand when making a life that matters

I'm excited to share with you my conversation with certified financial social worker, adult learning specialist, and non-profit executive director Tamara Dias as part of our Productive Living series.

Who is Tamara?

Tamara is a former middle school teacher turned school principal. Her career then shifted towards being a certified financial social worker and an adult learning specialist who has twice been recognized as one of the nation's top leaders by Forbes Magazine. Her goal is to support people as they build wealth and to help them better understand money and how it works. She strives, as a former teacher, to bring that "teacher's heart" to everything she does. Tamara is also a runner who's training for her first marathon this Fall and a self-professed Peloton addict. She and her husband have been married for 7 years and live in Virginia.

How Tamara got started

Tamara began her career as a middle school teacher, soon transitioning into the principal. From there, she began to move her career toward helping others achieve financial wellness and health. She also founded her business Good Soil, which educates people on financial health.

A typical day for Tamara

Tamara's days typically start out with some kind of quiet time with her waking up early and sitting with her tea or coffee, her Bible, and a journal. She prays and uses this time to focus herself before her busy day begins.

From there, Tamara heads to her home gym and gets a good workout in on her treadmill, which motivates her to begin her day. She tries to give herself a challenging workout to fuel her body and build energy for the day. She then showers, gets dressed, and begins mapping out her tasks.

Her work days are usually filled with direct work, Zoom calls, and meetings. Tamara works from home the majority of the time but if she gets antsy, she will use a co-working space. She is always sure to take a minimum of a 30-minute lunch break each day with no work distractions. Tamara is not a fan of working lunches and feels this break in the day is really important, especially because she works from home. Her break is usually taken between 12:00-1:00.

Around 5:00 p.m., Tamara tries to end her work day and transition to her after-work activities.

Tamara is unapologetic about the time she takes for herself during the day, including her morning quiet time, her lunch break, and when she tries to end her work day. This is how she structures her days and makes time for what is important, including herself.

Tamara's tips for working from home

Tamara suggests you have a separate working space from your living space. It doesn't have to be a separate room or large area, but just somewhere that is solely for work purposes. She has found that when working from home, it can be easy to not set boundaries between your work life and home life. This boundary is important, though, so your home continues to be a safe and restful space for you.

She also suggests that you make it a point to leave your home and get outside daily. Tamara has a co-working space she uses once a week or so. Get outside to take a walk and see other people, if only for a few minutes. These breaks can help you to clear your mind and be more focused throughout the day

Productivity tools Tamara recommends

Tamara juggles a lot of tasks throughout her day, between being a business owner and a non-profit executive.

This week we're revisiting an episode from the TPW archives in which I talk about some of the challenges of working from home--and some solutions for them.



Working from home can have its advantages but there needs to be a balance

There are lots of people working from home 

In a 2014 article, Global Workplace Analytics, a San Diego-based research firm, was cited as saying that 2.8 million self-employed Americans work from home, while another 3.3 million workers consider their homes their primary workplace, even though many of their employers have corporate offices. 

"Nearly half of the workforce now holds a job that could be performed, at least some of the time, from home or a 'third place' such as a coffee shop, library or park bench," says Kate Lister, president of Global Workplace Analytics.”

The numbers have grown in the 10 years since that article was published. More recently, the Pew Research Center released statistics that "around 22 million employed adults (aged 18 and over) in the U.S. work from home all the time, equal to roughly 14% of all employed adults."

Lots of experts expect working from home to grow. One article cited as reasons “a mix of mobile devices, worsening traffic, rising prices in big cities, the ability to monitor someone’s performance remotely, or through technology.”

Modes of working from home 


* Part-time/full-time

* That is, part-time at home, part-time in an office OR
* Working exclusively from home, but part-time or full-time


* Remote working for a local or distant company
* Operating your own business from home


 Benefits of working from home 


* No more commute! 
* No interruptions from people stopping in at your office 
* More time with the people (or pets) you care about 
* Flexible schedule 
* Absolute control over your workspace 
* Saved expenses -- clothing, lunches out, etc. 
* Comfort -- can dress as you choose


Challenges of working from home 


* Isolation/loneliness 

* Play music - Focus@Will; stereo in your office playing your own music; I use my Echo Dot to play either classical or instrumental jazz, depending on my mood 
* Schedule times to connect with others 
* Join a carefully chosen organization--maybe a local one--to meet people. Especially valuable if you’re in a new-to-you area. 


* “Out of sight, out of mind” -- harder to connect with colleagues or get the positive attention of supervisors/bosses/etc. 
* No colleagues down the hall to pick their brains 
* Chat tools like Slack or Teams
* Video conferencing tools like Zoom or Skype 
* Less support people and tech -- if you’re used to having IT and secretarial support . . . 
* Household chores & distractions 
* Lack of boundaries between work and non-work 
* Fewer opportunities to network, if that’s an important part of your career/business 
* Less external motivation (nobody’s watching . . .) 
* Extra expenses (unless your company provides) - supplies, equipment, internet, postage, etc.


Guidelines/“best practices”

Set aside a place designated for your work/business. If you can close a door on it, even better. That doesn’t mean you can’t work elsewhere--when I ne...

How do you manage the mental load of running a household, a career, and all that makes up your life? The TL;DR is this: It's okay to let others help you bear the mental load as well as the physical tasks. It doesn't make you any less of a good mother, wife, co-worker, or other such role. It means you're putting yourself first for a change without losing sight of your responsibilities. And this is a good and healthy thing to do.



Managing the mental load--and sharing it with others--makes for a more peaceful and productive life

Recently I’ve run across a bunch of social media posts in which women are talking about the difficulties of managing the mental load of running a household, often while also working full time. Many of these posts seem to focus on frustration with or resentment of husbands or male partners who aren’t, in the poster’s opinion, carrying their fair share of that mental load. The comments on these posts are full of hostility, often seeming to pit women and men against each other. 

I have to confess I’ve found these discussions puzzling. Not because I don’t recognize or understand the concept of mental load, because of course I do. But the hostility does puzzle me, as does what appears in many cases to be the underlying resentment some women feel toward some of the demands of motherhood as they are experiencing it. It seems these experiences and feelings would certainly make it harder to make a life that matters. 

Because I want to understand better the experiences many women seem to be having as women and moms, I decided to do some research into the concept of mental load, the experiences many women are having of it, and how we can find ways to manage and share that load so that each of us can continue to define, pursue, and make a life that matters. 

The Definition of "Mental Load"

According to a post by UCLA Health, “Mental load typically refers to the behind-the-scenes, cognitive and emotional work needed to manage a household. Examples are meal planning, scheduling and generally meeting the needs of every family member. The mental tasks you take on at work can also add to your total load."

Another article on the Mind Body Green website notes that “the mental load is about not the physical tasks but rather the overseeing of those tasks. It's being the one in charge of having the never-ending list of to-do items constantly running in your head, remembering what needs to get done and when, delegating all the tasks to respective family members, and making sure they actually get done.” 

One writer refers to it as “the work that keeps you up at night”: “When you or your partner puts their head on the pillow at night or has a moment in a quiet car ride, the noise that swirls around in the brain is the mental load. . . . When should we schedule the next pediatrician appointment? Will I have time to get to the grocery store to get food for our guests before their flight gets in? Wait, do they have food allergies? The baby’s stuffed animal is in the wash, and he gets fussy without it. Does the dog need to go to the vet?” 

Yet another definition from the Better Help website: “Mental load definition: mental load is the cognitive effort involved in managing your work, relationships, a family, and a household. Mental load is the whole bundle of details you manage throughout the day.

There is no doubt that alone time is an essential part of our self-care. But totally isolating ourselves can be harmful to our psyche. In this episode we're talking about the art of balancing solo and social time.



Finding the right balance between solo and social time can help us be more productive (in all the best ways)

After some recent conversations with my husband about introversion, solitude, and loneliness, I’ve been thinking a lot about the need for both time alone and time with other people--and how to balance those competing needs. I started researching what’s been written about that and thought I’d share a bit of what I’ve found. The general consensus seems to be that whether you're juggling a career, family, or simply the daily demands of life, finding that sweet spot between solitude and socialization is key to our well-being and productivity.

The Significance of "Me Time"

Let's start with why "Me Time" is not just a luxury—it's a necessity--and not just for introverts. According to a study published in The Journal of Personality in 2021, “extroverts also get exhausted from social interactions and need time to recharge themselves” [from Why you must strike a balance between socialising and me-time].  

Why? In addition to just the rest and recharging we get, solo time is our chance for self-reflection, self-discovery, and personal growth. It's when we can really tune into our own needs, desires, and who we are at our core. This makes solitude important for fostering a strong sense of self-identity. 

But it's not just about knowing ourselves—it's also about taking care of ourselves. Whether it's through meditation, a hobby, or just sitting quietly with our thoughts, these moments alone are vital for stress relief and emotional health.  

Women often put their own needs last, focusing instead on caring for others. But taking time for oneself isn't selfish—it's essential. Solitude allows for deeper self-reflection, which is crucial for personal growth and understanding one's own needs.

The Role of Social Interactions

While solo time is very important, we can't underestimate the value of social interactions--even for introverts. Our relationships with friends, family, and colleagues not only offer emotional support but also help us feel connected and valued. According to Tanu Choksi, a counselling psychologist based in Mumbai, social interactions “release dopamine and serotonin and make you feel good about yourself, alleviating anxiety and stress, increasing confidence levels, self-esteem, etc.”  

In the same article where Choksi was quoted on that point, another Mumbai-based psychotherapist is quoted as citing numerous studies indicating that “indicate people who have satisfying relationships with family, friends, and their larger community are happier, have fewer health problems, and live longer.” 

And let's not forget about networking. In the professional world, building and maintaining connections can open up new opportunities and pathways for growth. Most professionals and entrepreneurs need to invest time in social interactions--whether through conferences, networking events, or even in-office events--in order to build their careers, their client bases, and even their knowledge base. 

Finding that balance is crucial. Networking and socializing can lead to incredible opportunities, professionally and personally, but the experts I consulted agree it's about quality over quantity.

We all have specific tasks we need to complete each day, whether for our employment or in our home. The tools we use can make all the difference. In this week's episode I share some of the tools I use for efficient work.

 



Having the right tools on hand can make for a more productive satisfying workday

As I was working this past week I started thinking about the things I do--systems and tools I’ve set up over the years--to make sure I can get my work done effectively and efficiently. I’ve been doing this for a long time, but over the years I’ve learned so much from seeing how other people get their work done. I thought I’d take a few minutes to share with you what’s working for me

By way of context, my job is as a commercial real estate transactional lawyer. This involves multiple clients and multiple transactions. Every client is assigned a number, and each transaction for that has its own number. There are lots of documents to draft, using forms and precedents. Lots of email and lots of phone/Teams/Zoom calls. I am required to keep track of my time on each matter in 6-minute increments.

Priorities: 


* Excellent work 
* Responsiveness to clients 
* Efficiency (to minimize clients’ legal bills) 


The key to achieving those priorities is maximizing my use of time, energy, and attention--and my workspace 

I've found that the best ways of doing that are establishing consistency -- always doing the same things the same way; always put things in the same places--and routines, which minimizes decision fatigue and allows my brain to settle into the work with less distraction

Key tasks and tools for accomplishing them


* Software: 

* Basic software package the firm provides: Office 365 suite (Word, Outlook (for email, calendar), Teams, Excel, One Note); Litera package (for comparing documents); Net Documents (document management); Orion (time and expense tracking) 
* My additional software tools: TextExpander, Dropbox, ScanSnap, Zoom, Show more...