There are at least three good times to target a new life goal:

1) When a person doesn’t have a goal at the moment and decides to improve life by getting one
2) When the goal or goals a person has already been pursuing turn out to be no longer necessary or not as high-priority as they once were (or once seemed), or
3) When work toward a current goal has gone so far that everything needed to keep on track for that goal has become habit, or in the case of a goal that’s a specific project, when that project is finished.

Should I always have a goal?
It’s hard to imagine that there’s anyone who has achieved every goal that would ever do them or others good–which suggests that if it’s practical, it’s probably worth having a goal nearly all the time.

But there’s that limitation, “if it’s practical”: is it always practical? Probably not absolutely all the time: if a person is dealing with a major crisis in the family or temporarily working 80 hours a week to deal with a short-term problem, there’s probably so much time, attention, and energy going into that short-term problem that long-term goals would wither from having too little effort going into them.

At the same time, for many people it feels like there’s always a special situation or problem going on: financial crisis after financial crisis, or having to work 80 hours week after week, or constant breakdowns in an important relationship. Even though these can be real crises, the fact that they’re continuing over a long period of time probably means they’re systemic problems: in other words, there’s some underlying difficulty that probably needs to be addressed if these crises are going to stop. Addressing that underlying difficulty would be a goal.

What if I need to pursue two or more goals at once?
Often there are battling needs in our lives that present multiple, top-level priorities, all of which need to be addressed at the same time. Right?

Actually … no. The idea that priorities “need” to be addressed is a broken idea, because “need” is absolute. “Needing” to be done doesn’t mean a thing necessarily can be done, or that it’s the highest priority, or that absolute devastation will occur if it’s not done. A more effective way of looking at things that seem to need to be done is to phrase them in terms of actions and consequences, for instance “If I don’t get the house cleaned before my friends come over, they will see my house dirty” or “If I’m late paying that bill, they’ll charge me an extra $25 and call to ask me where the money is if I don’t call them first.” This is instead of “I need to clean the house!” or “I can’t miss paying that bill!”

The reason I’m pointing to this problem of thinking of priorities as needs is that with rare exceptions, we really can’t take on more than one significant goal at a time. Successfully pursuing a goal means changing habits, devoting thought to the subject, and pulling time and energy away from other tasks. It’s true that if someone has a lot of extra time all of a sudden, for example due to recent retirement, it might be possible to pursue more than one goal at a time, like getting fit and starting a consulting service. Most of us, though, have lives that are already full of other things, and even if some of those things aren’t necessarily a good use of our time, in most cases we’re used to doing them, and it will take a lot of focus to change over to doing something different.

The upshot is that even if there are several really pressing problems to address at the same time, the most effective way to deal with them will be to decide which will pay off the most extravagantly if it’s done first. For instance, if you are constantly overcommitted and don’t have enough money to pay your bills, both of those are pressing problems, but in many cases it will make sense to deal with the overcommitment problem first, because if that’s addressed effectively, there will be more time to address the financial problem, which may in many cases require extra time if a solution is going to be worked out.

Making multiple goals into one goal
There actually is one approach to choosing a goal that can accomplish multiple major life priorities at the same time, which is to focus on process and organization instead of on the goal itself. For instance, I could adopt a goal of trying to do a very good job of making every choice, however small. Practicing this goal would mean things like regularly thinking back over good and bad choices made to try to repeat the good choices and improve on the bad choices; becoming more mindful of thoughts; and possibly adding healthy improvements to life, like meditation or more exercise.

A goal like this could simultaneously help in a lot of areas of life: eating better, making better use of time, improving relationships, spending money more wisely, and so on.

Other goals that serve multiple purposes include communicating better; getting very good at tracking, organizing, and prioritizing tasks; and improving mood. If there’s more than one thing you really want to accomplish in your life at the moment, ask yourself: is there any kind of practice I could learn that would benefit all of these areas?

New Year’s resolutions and other big goals
As we move toward 2010 and (for many people) New Year’s resolutions, I’ll be looking at ways to make and keep a resolution that will really make a difference. This article is the first in the series. The others will be posted over the coming week, right up to New Year’s Day, on my regular Monday-Wednesday-Friday schedule.

Photo by simonsterg

In this article, I talk about working environment and how we can gain advantages in self-motivation by making the place we’re doing the work more inviting and effective.

A recent post on Life Hacker demonstrates the point with 25 examples of highly inviting workspaces (at least, inviting to their owners, which is all that matters). The examples are generally for computer-centric work: there are no kitchens or woodshops in the mix. Still, it’s worth seeing even if the technoparadise approach (which is very well represented among the 25) doesn’t appeal to see how other people have attacked the problem and to take in examples like the utterly minimalist dorm room study space and the office on the side of a cliff. Here’s the full post:

http://lifehacker.com/5428746/most-popular-featured-workspaces-of-2009

If you’re a regular reader of The Willpower Engine, you may be wondering by now what purpose it’s supposed to serve to keep reading new ways to break down self-motivation into one simple concept or another. In one article, I say that willpower is exactly like owning a dog. In another, I say that willpower is a matter of thinking more of the right things and less of the wrong things. And so on.

There is a point to these different perspectives, even though each is a simplification, because each one comes at motivation from a different perspective. The point is that it’s much easier to find and fix the problems with our self-motivation if we keep examining it from different angles. So for today’s article, here’s another way to look at self-motivation: do your self-motivation efforts have all six of these basic requirements?

Direction
In order to motivate ourselves, we need to decide what exactly to motivate ourselves toward. That is, we have to have a clear, attainable goal that tells us what we want to achieve.

Knowledge
Once we see where we want to get, it’s essential to understand what steps are needed to get there. Someone who’s trying to organize needs to learn organization techniques. Someone who’s trying to lose weight needs to learn how much they should be eating each day and how to exercise effectively. Someone who’s trying to renovate a house needs to know how to put up wallboard.

Desire
We are very, very unlikely to be successful in achieving goals we don’t care about, for fairly obvious reasons. It is possible to start caring about a goal (for instance, by carefully considering the benefits), but the self-motivation machine groans to a halt when it runs out of passion.

Time
Pursuing a goal means devoting time to it, and if a person hasn’t been pursuing that goal already, the time needs to come from some other activity. In order to pursue a goal successfully, therefore, it’s essential to carve out time to do that and to know what to do less of in order to free up that time.

Effort
Even if we have a goal, know what needs to be done to achieve it, desire the goal, and set aside time for it, it will not do itself. At a certain point it’s necessary to make a decision to put out effort. Sometimes this is easy, especially if desire has been stoked up. At other times it requires a conscious resolution, saying to ourselves, “OK, now it’s time to put on my sneakers and run.” or “That pile of papers isn’t going to file itself! Let’s get started.”

Attention
Lastly, like a plant that withers and dies without water, goals weaken and get forgotten if they’re not regularly showered with attention. All this means is making a resolution to turn the mind to the goal on a regular basis. One very effective approach to regular attention is a feedback loop. An even more powerful (but more labor-intensive) approach is decision logging.

And that’s it. The reason there’s so much information on this site is that none of these six requirements is always simple. Sometimes it’s hard to choose the right goal, or to know the best way to pursue it once chosen, or to find the time or ignite the desire or to make the effort or to focus the attention. Yet anyone who does all six of these things will make meaningful progress toward their goals: there’s no inborn talent for motivation, no secret ingredient, and no insurmountable barrier. Which is a good thing: just doing these six things takes work enough!

This series of articles on distraction is adapted from my eBook on Writing Motivation. In previous articles, I’ve talked about the high cost of distractions and four tactics for reducing them: choosing location in one article and managing responsibilities, devising rules, and erecting barriers in another. This final article in the series covers the question of what to do when distractions can’t be prevented.

Distractions as opportunities
If an interruption makes it through despite your plans, you can sometimes turn it to your advantage. Once the distraction is taken care of, take a moment to figure out if there are any other distractions in the making—an impending bathroom break, a family member who just needs a minute of your time, that cup of tea you’ve been wanting—and take care of them in your post-distraction time rather than letting them spawn their own interruptions a little down the road.

An interruption can also be a useful moment to reflect on the direction the project is going, how happy you are with your progress, whether you have any nagging concerns you want to examine, and whether there are other steps you should consider, such as reviewing your work so far, brainstorming alternatives, or getting help.

Distraction pitfalls
However, it’s essential not to use interruptions as excuses to get off track. It’s generally a bad idea to decide that because you’ve been interrupted anyway, you might as well check your e-mail, fold a few of those clothes, or call to check in on a friend. If those activities really have priority, this is fine, but it’s easy for such things to serve as excuses to not get back to working on your goal after being temporarily diverted. Don’t fall into that particular trap.

Be sure not to use the possibility (or inevitability) of distractions as an excuse to skip working on your goal. Of course it’s more efficient to get things done when there are no distractions, but not only is some progress better than no progress, but the more you get used to making progress despite distractions, the better you’ll get at ignoring those distractions.

Responding to distractions
In responding to distractions, especially when frustration builds, it helps to have a planned response you can fall back on. This connects with some ideas discussed under the managing responsibilities topic. Having preset wording helps prevent frustration from determining your wording for you, and can help remind you of how to deal with the distractions. It can also minimize the effort (and attention) you need to invest in the distraction and sometimes provide a way to head the distraction off or cut it short.

Learning from distractions
If distractions teach you nothing else, they can often at least supply information about how to avoid them in the future. If you experience a lot of distractions or have the sense that some could be avoided with better organization, trying jotting down a list of distractions as they occur (after all, you’re already distracted) and then reviewing it in the near future to come up with ideas for heading those distractions off.

Photo by Shermeee

This series of articles on distraction is adapted from my eBook on Writing Motivation. In the first article in the series, I talked about the high cost of distractions and mentioned four things we can do to minimize them. The second article delved into how location choice can help prevent distractions. The next article will consider some ways to deal with distractions that can’t be prevented, while this one covers three prevention tactics: managing responsibilities, devising rules, and erecting barriers.

Manage responsibilities
Managing responsibilities means using planning and negotiation to minimize interruptions. If you want to set aside time every night from 9:00 to 10:00, tell everyone you know that you’re busy during that time and would appreciate no phone calls or spur-of-the-moment visits. If you’re a parent and have a spouse or partner, offer to take full responsibility for the kids during certain periods in exchange for your spouse doing the same thing during your pre-arranged work times. Almost anyone who might either interrupt you or be a means to head off interruptions is a good person to negotiate with to help keep these times undisturbed.

Managing responsibilities may also mean finding ways to keep yourself from being distracted by other obligations. In my interview with her, writer and entrepreneur Nancy Fulda talks about the effectiveness of taking care of small, nagging tasks before tackling the larger, more consuming ones: “The problem with that was that all those unfinished tasks weighed on my mind.  It was like a mountain of work hanging over me, this big dreadful pile of Things That Needed Done, and it sapped my energy like a vampire … The thing is, that huge dreadful mountain tasks seldom took more than an hour to complete.”

Devise rules
Devising rules means thinking about possible interruptions and coming up with solutions to head them off before you even get started. The resulting solutions are ones you can adhere to without thinking, for instance “Never answer the phone while practicing” or “When decluttering, never stop to read anything: instead, put anything of real interest aside in a ‘to read’ pile.” Rules have to be clearly planned so that there is no thinking involved. If one of your rules is not to open your e-mail program while you’re working on your finances or not to watch TV until your housework is done, then you’ll know that you’ll need to be strict about those rules in order for them to work. When you have preplanned responses like this, dealing with the situations you’ve anticipated does not take a large amount of attention, and therefore doesn’t require the wholesale reorganization of thoughts a full-fledged distraction would have forced.

My article on the value of rules in motivation is here . 

Erect barriers
Erecting barriers means taking physical steps to guard your work area from interruptions: a sign on the door saying “Please come back after 2:30 PM,” unplugging your phone or your network cable, putting on music that you work well to, and using earplugs are all ways to use barriers to temporarily shield your environment from the infinite distractions of the outside world.

Photo by mahalie

While we often focus on how willpower operates at the moments when we need it, there are some aspects of willpower that function best if they’re prepared beforehand. A couple of examples might demonstrate what I mean.

Running up against no-win situations
1. A business owner plans a meeting with a prospective client. Knowing that she tends to be late, she resolves to pay extra attention to being on time. On the day of the meeting, she works on her marketing plan for much of the morning before remembering that she has to complete some important work for another client before she goes. She rushes through the task, but by the time it’s done she’s running behind, and she realized belatedly that she still needs to gather some papers before she leaves. She decides she can’t afford the time to find the papers, hurries to the meeting, arrives 20 minutes late, and is very anxious during her presentation–particularly since she doesn’t have the materials she was planning on bringing.

2. A man has recently started to eat more healthily and has resolved not to eat some of the foods that he used to love because his doctor has warned him of the danger of serious heart problems. He decides late in the afternoon to take his wife to dinner and lets her pick the restaurant. At the restaurant they have many of his old favorites that he has been trying to avoid and not much else that sounds appealing. He ends up ordering something that sounds a little healthier than his usual fare but turns out to be pretty much just as bad. His recent successes with healthy foods doesn’t feel so inspiring any more.

When no-win situations can be won in advance
In both of these examples, the individual is relying completely on acting well when the key decision–to leave on time, to choose something healthy–comes. The woman doesn’t consider making special plans to ensure she won’t be late, and the man assumes that eating right means just deciding well when he gets to the restaurant. Yet when the moment of truth comes along, the woman finds she is still busy with another priority, one she can’t set aside, and the man finds he has few good options.

Both of these situations show people who are trying to change habits using a “business as usual” approach. The problem with this is that changing habits by definition means not doing what we’re used to doing. Both the businesswoman and the man who is trying to protect his health are assuming that if they “just try harder” in some indefinable way, they will succeed. “Just trying harder” doesn’t work: what works is trying differently. In these examples, trying differently means preparing.

So how might the situations come out if the people involved prepare? Let’s take a look.

Using preparation to make willpower easier
1. A business owner plans a meeting with a prospective client. Knowing that she tends to be late, she decides to schedule the time she has before the meeting to ensure that she leaves not just on time, but 10 minutes early. She calculates how much time that will leave her in the morning and reviews her obligations. This shows her that she has to complete some important work for another client before she leaves, and that therefore she’ll need to start on that important work first thing in the morning. She would also like to work on her marketing plan, and thinks she might have time to complete that too, but she makes sure she schedules it second just in case. She completes the work for the other client in the morning and sends it out an hour and a half before it’s time to go. Then she sets an alarm clock for five minutes before departure time and begins work on the marketing plan. She’s not finished with the marketing plan when the alarm goes off, but she gets up and gathers her things. She realizes she needs to get some papers to bring with her and spends ten minutes getting them, but since she had built in a small buffer, she still arrives at her meeting a few minutes early, fully prepared.

2. A man has recently started to eat more healthily and has resolved not to eat some of the foods that he used to love because his doctor has warned him of the danger of serious heart problems. He decides late in the afternoon to take his wife to dinner, but realizes that unless they go to a place with something healthy he likes to eat, he might be in danger of ordering one of his old favorites. He talks with his wife and picks a restaurant that sells a lot of deep-fried foods but that also has a salad bar he likes. On the way to pick up his wife he realizes that he should do everything he can to prevent buying something fried, so he resolves to refuse a menu and preemptively order the salad bar. At the restaurant, the waitress tries to press the menu on him just so that he can see all the options, but he insists that he would like the salad bar even before they sit down. He has the salad bar and it’s pretty good, even if it’s not as good as the chicken fried steak and cheddar cheese soup he would usually have eaten. He even chooses to have the vinaigrette instead of his usual ranch dressing. He does eat some of his wife’s french fries, but not very many.

Perfection is optional
In the examples with preparation, both the business owner and the health-minded man still made mistakes. The business owner could clearly benefit from even more planning, and the health-minded man would do better to completely ignore his wife’s food–but both of them were essentially very successful, and their success was based not on somehow summoning up powerful reserves of self-control, but on steering their own behavior through preparation, and on recognizing their limitations.

All that effective preparation requires to aid willpower is a willingness to look into the future and think about the places where we’re vulnerable to fall into bad habits. In some cases, preparation can get us out of impossible situations (like needing to finish a project before leaving but also needing not to be late), and in others it can just make good choices easier (like providing an acceptable alternative to deep-fried food).

There is no substitute for a good choice
Preparation isn’t a substitute for making good decisions, though: the business owner could have chosen to work “just a little longer” on the marketing plan and ended up late after all, and the health-minded man could have taken the menu from the waitress just to avoid seeming unpleasant, then ended up ordering something he ultimately didn’t want to be eating. Good choices here means surrendering to our own priorities, giving up on the idea of finishing the marketing plan right away and being willing to seem a little unfriendly to the waitress if those things turn out to be  necessary for sticking to our goals.

What’s your greatest difficulty with willpower or self-motivation? Is there anything you could easily do ahead of time to tip those kinds of situations in your favor?

Photo by .imelda

You would think a garage sale wouldn’t be difficult to figure out. You prepare a little, you advertise, you put things on card tables, you wait. I’ve been wanting to help my son set up a garage sale of a lot of things he’s outgrown, where he could be in charge and receive the profits, but I’ve been stopped by the idea that I can’t. I live in a fairly rural area, on a dirt road that doesn’t get any traffic. I’ve been held up by this idea that we should have a garage sale, but I don’t know how to set it up so that people will actually come.

I was thinking about the garage sale this morning and once I really turned my attention to it, I realized the idea that I didn’t know how to make it work was ridiculous. We will either have a garage sale or we won’t. If we do, we’ll either have it here or have it somewhere else. If we have it somewhere else, we just have to figure what lucky friend is going to get us taking over their porch or garage soon, and ask permission. The only reason I’ve been thinking “I don’t know how” is because I haven’t been wanting to face it. Garage sales take preparation, which I don’t feel like I have time for, and they last a whole day, which I definitely don’t have time for, and what if no one shows up and all of the effort is wasted and we still have the things left over? It’s not that I don’t know how to do it, it’s that the idea has been making me anxious. Dealing with anxiety has a lot to do with facing things and answering questions. A few simple answers sorted my situation out. We should have the sale, because my son will enjoy earning the money and will learn about money from it, and because we need the room the old things are taking up, and because it’s a waste to have them here if we can get them to someone who will actually use them. We should have it here so that he can mind the sale and I can do the other things I need to do, checking in with him regularly. And we’ll attract traffic as well as we can by putting signs out on the main road right near us, which will probably give us more custom than we would get in a suburban neighborhood.

Your something may not be as easy to figure out, but there are several useful ways to do something you don’t know how to do. So, what are they?

1. If you really can’t do it, move on
If you really have no way of accomplishing the task in front of you, even after reading the rest of this article,  then the problem isn’t doing the task: if you honestly can’t do it, then it’s not your responsibility. Instead, the problem is facing the inevitable consequences of not doing it. This requires a difficult but powerful tool: surrendering to reality.

The same situation applies if the only way you can do the thing in question is to not do something more important. For example, if the only weekend we could do the garage sale was the only opportunity we’d get for some time to see family members visiting the area, then we’d need to give up on the garage sale. Fortunately, there are often more options than there seem to be at first, which is what the rest of the article is about.

2. You don’t have to do it if it doesn’t need to be done
Sometimes we resist doing things because they really don’t make sense for us to do. If it were for me instead of my son, I probably wouldn’t have the garage sale at all, because the amount of money it brought in wouldn’t justify the time. Instead I’d donate everything to a local recycle shop, which would sell the items to lower-income people for very affordable prices. If you feel concerned about how you’re going to tackle a problem, make sure first that it makes sense for you to do it at all before you start worrying about how.

3. Do it differently if there’s a better way
Sometimes difficult problems become much easier if they’re approached in an unexpected way. If you have something you’re worried about doing, consider whether there are other approaches you could take that would simplify things. If my son had a few major items and otherwise mostly things that would sell for next to nothing, he could sell the major items on eBay or Craigslist, still learning about money and reaping the rewards, and we could give the rest away to the recycle shop.

4. If it can wait, improve your position and then do it
Some tasks need improved skills before they can be done well, in which case a combination of practice and patience will put you in a much better position to get the thing done, provided it can wait. Keep in mind that research overwhelmingly supports the idea that practically anyone of at least average intelligence can excel at almost anything if they get in enough deliberate practice. If I were worried my son wouldn’t do a good job of running the sale, we could spend some time doing pretend sales and finding educational computer games about buying and selling to help him learn. We’d have to decide whether the sale was worth the effort and whether we could wait that long to get the unneeded things out of the house, but it’s possible the effort spent learning about money would be more than worthwhile.

Other tasks benefit from a change in situation. If I were going to move in the near future to a location that’s better for a garage sale, I might store the sale items away and have the sale there once we’d moved.

5. If it would work better with help, get help
Sometimes a little advice or active assistance from a friend, family member, mentor, or even a hired professional can go a long way. This might be as simple as getting a better idea of the task from someone who’s done it already, or as involved as finding and hiring a business manager for your new venture if you’re great at the core activity of the business but not so great at marketing, accounting, and the other general business tasks. For example, I probably have friends who have things they’d want to sell too, and a two- or three-family garage sale might attract more people.

6. If it works best to do it now, just do it the best you can
If it needs to be done, if there aren’t good alternatives, if others can’t really help, and if it’s best to do it now (due to ongoing problems, limited opportunity, a deadline, etc.), then you’re in the same place I was: face things and provide answers. If you don’t know the answers to the questions, get the best information you can and answer them as well as you can. If you’re having trouble facing things, it’s probably due to broken ideas, which means it’s fixable.

7. If you know what to do but don’t feel motivated, get in touch with your reasons
Of course, it might be that when you think about it, you realize you really do know how to tackle this goal, and it really is an important one, but you don’t feel inspired to get in motion. If that’s the case, it can help a lot to get in touch with your real reasons for accomplishing the goal. If they’re someone else’s reasons, or if you’re just trying to fulfill expectations or fit some role, then it may be that it’s not such a good goal for you after all. But if the reasons are your own, get in touch with them: write down what made you decide to do the thing in the first place, or visualize what it will be like to do it–or to have gotten it done.

Regardless of what approach you take, remember that “I have to but I can’t” is a logical impossibility. If there’s really no way to do it, you’re off the hook: no one can make you do something you truly can’t do. If there is a way to do it, all you have to do is figure out whether you’re going to decide to, and if so what the best way is. There’s not always a good way, but there is always at least one best way. I hope you find yours. As for me, I have to help my son go sort through some old toys.

Photo by m.gifford

Most of the articles on The Willpower Engine have to do with our mental state and not with outside things like rewards and assistance. There’s a good reason for this: in research, intrinsic motivation (motivation that comes from within ourselves) shows itself to be much more powerful than extrinsic motivation (anything that happens outside us) time and again. Carrots and sticks are nothing compared to ideas and desires.

But there are some ways we can change our environment that in turn make a big difference in our mental state, namely by setting things up invitingly. In this article I’ll talk about one specific tool (Scrivener) for one specific kind of goal (writing), but if you’re interested in how tools and environment change things, read on.

Scrivener is Macintosh-only (later edit: no longer Mac only! A Windows edition is now available) software for writing novels, non-fiction books, screenplays, and other large projects–I’m using it to write the Willpower Engine book, for example. It allows you to organize and switch around among a lot of different pieces of the same project; to add, delete, and move around these pieces; and to store research information (including pictures, videos, notes, Web pages, and so on).

So what’s so great about that? Well, nothing earth-shaking, but when you’re working on a writing project with lots of pieces–whether those pieces are chase scenes, eras of Roman history, or moments that change a character’s view of the world–one of the biggest problems is focusing on each piece intensely as you write it while still being able to keep the whole project in mind. I can be in the middle of writing a chapter when I think of something I need to include in a later chapter. Using Scrivener, I can click on the document that has the outline for that later chapter, stick in the the thought, and be back to writing within 10 seconds.

Before Scrivener, in order to prevent getting off track or distracted, those kinds of notes would tend to end up in a big document that would eventually have to be organized and re-organized, requiring me to write some, organize some, update my outline, and then go back to writing again. In a normal word processor, I have to impose organization. In Scrivener, organization is the whole idea, and in the normal course of using the program I automatically put things in their places.

It’s only a few clicks and a few seconds easier and faster than doing the same kind of thing with a couple of folders full of files, but because it’s so easy to do things in an organized way in Scrivener, I do much more more of it there than I would in any other context. This means that almost all of my time and attention when I use Scrivener is focused on what I’m writing or planning out at that moment, and it also means that as I finish one thing, the next thing to do is often sitting there, ready for me to plunge into it without having to go back and figure out where I’m going next.

If you’ve read many of my other posts, you might begin to recognize these pieces as being the kind of things that help a person get into a state of flow. Flow, briefly, is a state in which you’re highly focused on a task, working enthusiastically at your highest level of skill, to the point where the time just seems to fly by while you get things done. As you can imagine or may know from experience, it’s both very productive and a ton of fun.

I don’t mean this article to be an advertisement for Scrivener (although it’s a great tool, and I recommend it for writers who have Macs), but when we look at how for some writers using this program instead of even a very good word processor affects getting things done, it’s clear that the right tools can do a lot to create a productive and enthusiastic mental state.

Later addition – If you do happen to be interested in Scrivener, you can get 20%-50% off with this offer. There’s a 30-day free trial available on the Scrivener site.

So what kinds of tools help make work inviting, improve focus, and boost productivity? Search out tools that

• keep your work organized with little or no effort, like tool trays for graphic artists
• let you break your work up into smaller pieces, like a long workbench that offers room for a series of components to be spread out
• are attractive or appealing, like a comfortable pen that makes a good line
• work smoothly and effectively all the time, like a top-notch pair of hair cutting scissors
• keep your tools or components in front of you (rather than hiding things you might need to remember or find), like pegboard
• are intuitive, like an iPod

In Wednesday’s article, I’ll turn the discussion to work environment itself and what kinds of changes we can make to turn a space where we’re trying to get something done into a space that actually helps us get things done–and make the process more enjoyable. And I’m curious about tools that you’ve found help motivate you. What’s the most exceptional tool you own?

Multitool photo by 2:19

Learning and memory can be essential in self-motivation. Why? Well, consider two examples.

Let’s say a man, Scott, has trouble with being late, and he’s trying to change his habits to always be on time or a little early. Scott has three children, all in school, with various afterschool activities. Sometimes they take the bus home, but sometimes Scott needs to pick them up, while sometimes his wife, Selena, does. Sometimes activities get changed at the last minute.

So Scott might get much better at paying attention to what he’s doing before leaving to go somewhere, and he might start setting aside extra travel time in case of delays, but if his daughter shouts “We have an extra soccer practice tonight, so you have to pick me up” as she’s leaving for school in the morning and Scott doesn’t remember this fact, then his other preparations are useless, and his daughter will be left standing in front of a deserted, locked school until someone catches Scott’s mistake.

To take a different kind of example: let’s say Lisa wants to become much more organized at her job (she’s an architect). She attends a special training seminar on organization for architects, with all kinds of wonderful information–but she’s distracted during the seminar by a very sick man sitting next to her, and so while she scribbles down a lot of notes, the information doesn’t sink in. When she looks back later, her notes aren’t of much help: she wasn’t really understanding the material when she wrote it down, so she’s not going to suddenly understand it from looking at her own notes later. She has a vague recollection that the system seemed to be exactly what she needed and involved a lot of colored folders, but that’s it. The system never gets implemented and Lisa continues to spend hours every week trying to find documents she needs.

So if learning and memory are important to self-motivation, how do we improve them?  There are a few important facts to keep in mind.

Make sure you understand as you’re learning
We don’t remember things like a video recorder: our brain breaks up everything see, hear, touch, etc. into a lot of separate kinds of information and store it all over the brain, bringing it together as needed. That means that if you don’t learn something when it’s presented to you, you usually won’t be able to learn it by trying to recall the details. Effective learning requires focus at the time you’re learning.

We learn better when information has meaning
The more meaning and connections information has for us, the easier it is to remember. As an example, many top chess players can look at a chess board mid-game and instantly memorize the location of every single piece on the board. In one study, chess players with this ability were able to remember layouts set up from actual games beautifully, but were much poorer at being able to remember layouts where pieces were just set randomly around the board. The actual game layouts were meaningful to them: a possible threat to the queen here, mutually protective knights there, and so on. Random game layouts didn’t have these meanings, so they couldn’t “chunk” the information (that is, bind up many pieces of information into a single “chunk” that can be recalled as one piece), which was what was enabling them to memorize so much information so well (I’m trying to help both myself and my readers chunk concepts from posts when I use subheadings, like in this article). More meaning connections to a piece of information also gives you more possible ways to remember it when you need to.

Emotion is a powerful force in memory
We learn things better when we have emotional associations with them. Have you ever used your own personal information, or a family member’s, when making up a password? Those kinds of passwords are much easier to remember than random passwords, because our lives and those of family members have much more meaning to us than random information. (Unfortunately, such passwords are also usually easier for other people to guess.) In the same way, experiences that are powerfully joyful or frightening or that are emotionally charged in some other way tend to be very memorable. If you run out of your house while it’s on fire, you’re liable to remember that in much greater detail than if you run out of the house to get to the hardware store before it closes. (Although this is also because we tend to remember unusual things better than everyday things.)

To really learn something, start using it immediately
When learning how to do something, one of the strongest possible ways to fix it in memory is to start using it. This serves several purposes: it provides a lot more neural connections for the information; it allows you to experiment and apply the information while it’s still fresh in your memory; and it helps turn up any misunderstandings or gaps in knowledge that need to be filled in while you’re still close to the source of the original information.

One way to start using knowledge immediately is to write, talk, or teach about it. If you find out something you think will be especially useful in your life, you might consider calling up a friend and telling them about what you’ve learned, or blogging or writing a journal entry about it. This forces you to use the information in a way that creates more connections and helps you see exactly how well you’ve understood it, at the same time that you’re doing other people a service by passing it on.

Come back to the same information several times to fix it in memory
Getting information to permanently take up residence in long-term memory usually requires revisiting it several times, with perhaps a few hours to a few days between repetitions. If you make notes about something you want to learn, you can leave yourself two reminders to come back to it two more times, just to review. You can also use the write, talk, or teach approaches at timed intervals. The same amount of study spread over a day or a few days or a week seems to be much more effective than taken all at once.

How this all works in real life
So for instance, if you were writing an article on how memory applies to willpower, you might start out with some examples that people could easily envision, to give meaning to the idea that memory applies to self-motivation. You might even make those examples a little emotionally loaded, with a stranded child here, anxiety about a sick person there … actually, that sounds like it might work. Remind me to write something like that sometime!

And if you want to make the best possible use of this article, you might glance over it to make sure you understand everything, asking yourself questions about each of the major points and seeing how well you can answer them. You might then go blog about it, tell a friend about it, try to summarize the main points in a quick written outline, or go use this information to learn something else. Reviewing it twice over the next couple of days would give it the strongest chance of sticking around.

For more information on how memory works, along with other useful information about how the brain operates, I highly recommend John Medina’s book Brain Rules, which provided some of the information for this entry.

Photo by clappstar.

It can be truly humiliating. Maybe it’s never happened to you, but it certainly happens to a lot of us: you’ve been grappling with something for years–your weight, organization, starting a novel, getting the house in order, changing how you act with other people–and a day comes when you’re inspired to do something about it. So you do it! You change your eating habits or start running or create a strict rule for dealing with all incoming e-mails. Then a week or two pass, and you find you’re gone off the rails: your eating habits are worse than ever, or a busy day put you behind on your organization and you never caught up, or the trick you were going to use to remember people’s names has been forgotten itself. What happened?

There’s a simple answer to this and a more detailed answer. The simple answer is that we start things in different circumstances than we continue them in. A New Year’s resolution made at a party with friends on a full stomach (for example) turns into a thankless, lonely grind week after week, and it loses a lot of its sparkle that way.

Don’t worry: the detailed answer is much less depressing than the simple answer. But the simple answer reminds us of something essential: inspiration may drive us to start new things, but it’s our own efforts to rise above obstacles that get us through in the end.

Certainly there is such a thing as a badly-chosen goal, or a good idea for a goal that’s not practical at the moment. But for goals that are worthwhile, there are at least seven ways something that started well could run into trouble. Here’s what those seven kinds of problems are, and how to get past them.

1) The novelty wears off
Annoyingly, somewhere in our evolution we acquired a built-in trait that only allows us to enjoy something for a little while unless it changes. A dish that tastes “amazing” on the first bite and “really good” when we have it again in a few days continues to wane in amazingness as long as we keep eating it regularly. This is known as “hedonic adaptation,” and it means that anything that was delightful and new and exciting eventually becomes old hat unless there’s something renewing that excitement. When we first take on new goals, it helps a lot to understand that we need to not only take the steps to reach our goal, but to keep actively renewing our enthusiasm.

2) Our mood changes
Everyone has better and worse days, days when we feel we can do more and days when we’re mainly just trying to keep things from going wrong. What may seem easy to do on a good day can be the last thing we care about on a bad day. Fortunately, we can stop having bad days if we try, but it also helps to use tactics like rule-making and decision logging to keep ourselves happy with our goals.

3) Things get harder; complications arise
Sometimes we’ll start pursuing a goal when things are going well, but then things get harder: there are new demands on our time or finances or attention, for instance. It may become harder to find time to follow our goals. When the going gets tough, the tough organize and prioritize so they won’t lose track of what’s most important. Goals that aren’t nurtured through busy times tend to get lost in the shuffle.

4) We begin to forget
Goals and new habits need to be nourished and maintained by a process of regular feedback. If we don’t regularly remind ourselves of what we were doing and review our progress, our goals become vague, distant, and easy to forget. Once we’re no longer actively thinking about what we want to achieve, we’re sunk: those habits aren’t going to change themselves. Focusing on our priorities consistently can save them from being forgotten.

5) Just when we start flying, someone shoots us down
There will always be naysayers, whether they’re people who feel threatened by another person’s success or people who genuinely want what they think is best for you but aren’t ready to support your choices. If any of them get to you, figure out what it is they’ve told you that has sunk in and use idea repair to pull it up by the roots. Recruit them to your cause or harden yourself to their criticism: we’re each responsible for our own lives, so while it makes sense to consider good advice, if we’ve considered it and decided to go a different way, we don’t need to consider that same advice again: we’ll need our energy for other things.

6) A new interest takes over
Since things we’re getting used to become less exciting through hedonic adaptation, we human beings are seekers after novelty. This can be fine in a lot of circumstances, but not when it repeatedly derails us on old projects by tantalizing us into taking on new ones. We generally have the resources to undertake only one new thing at a time. After we’ve been in the groove on one goal for a long time, we might consider adding something else, but add something else too early and like it or not, the old goal will very likely go by the wayside. When you’re tempted by a new direction, think carefully about what you’ve invested in the goal you’re already working on and about why it’s important to you in the first place. Of course we have to keep some flexibility, but guard your progress jealously against all but the most important replacement goals.

7) Just announcing it was enough
One interesting psychological study with law students found that students who announced a study goal tended to do worse at achieving that goal than students who kept their goals private. One of the reasons this may be happening is that sometimes, a person can get enough positive feedback for just committing to something that they don’t feel the need to actually follow through–and very often the people who are there to encourage us when we start something aren’t going to be looking over our shoulders to make sure it gets done. Not following through under these circumstances isn’t so much a character flaw as it is a logistical error. Who knew that we would feel so much more satsified and resolved with our current situation just by announcing the intention to change? The enthusiasm for the actual change leaks away, and we may not even realize it’s happening.

If you might be in danger of falling prey to the announcement trap, the safest course is to only announce your goals to people who will be holding you accountable to them. Note that this is hard to do over the Internet; it’s too easy to avoid the subject, or the place where you announced it, or to say vaguely that you’re working on it. Someone who’s going to greet you in person every morning and say “Hey, how’s the novel coming?” is going to be much more help than an online friend who asks the same question, and someone who doesn’t listen to the answer isn’t going to be helpful to you regardless of where they are.

Starting new things and failing at them is so common in human experience that we tend to mark it down as a character flaw, to think that we “just don’t have the willpower.” Fortunately, willpower isn’t so much something you have as something you do. By anticipating the efforts we’ll need to make to move forward with our goals and by proactively handling the kinds of problems we’ve just talked about, we can keep ourselves on track and find ourselves just as committed on day 100 or day 1,000 as we were on day 1.

Photo by greekadman