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Erin, welcome to unlearning work, where we empower you to redesign your job by rethinking work habits, behaviors and strategies. I'm your host. Erin Merideth, a work behavior enthusiast and leadership strategist, join me as I explore various work related topics and provide practical insights and real life examples. We'll examine the nature of work from the ground up and deliver bite sized episodes with actionable advice twice a month.
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Hello and welcome to unlearning work, the podcast dedicated to transforming the way we work. And think I'm your host, Erin Merideth, and today, we're going to walk through a practical step by step guide on breaking old habits at work and replacing them with more productive choices, whether you're battling procrastination, juggling too many tasks at once, or simply feeling stuck in outdated routines, this episode is for you. Over the next 20 minutes, I'll share a structured framework that not only helps you identify and understand your current habits, but also gives you actionable steps to reshape your workday. Let's dive right in.
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Step one always begins with that self awareness and identification. So when you're developing self awareness, it really is that first step in any journey toward meaningful, lasting change. This involves taking an honest, critical look at your daily behaviors and identifying which habits may hinder your progress, one of the most effective methods to achieve this insight is systematically tracking your day, so keeping that detailed record of your daily routine routines and pinpoint the exact moments when you engage in counterproductive behaviors, such as spending Excessive time scrolling through social media, procrastinating on essential tasks or avoiding challenging conversations that could lead to growth.
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For instance, let's examine Sarah, a marketing specialist who consistently delayed the start of her campaign proposals so instead of diving into her work, she would often get sidetracked by browsing social media feeds or preoccupying herself with minor organizational tasks that provided little value. By journaling her day activities and actively seeking constructive feedback from her colleagues, she realized that her habits were not only pushing back her project deadlines, but also negatively impacting her team's overall performance morale. Now consider your own situation. You might notice similar patterns in your day, perhaps you frequently postpone starting a major project or get distracted by less important tasks. So to tackle this, try setting aside a few minutes at the end of each day to record when and why these distractions occur. Additionally, you can always reach out to a colleague or mentor and ask them for their insights on your work habits, this extra layer of feedback can help you identify recurring patterns, empowering you to take targeted actions to improve your productivity. So why is this awareness so crucial? Well, recognizing the existence and profound impact of these habits is the cornerstone of creating significant change once you become aware of your behavior patterns, you can start devising targeted strategies to modify them, paving the way for personal and professional growth. So an action you can do is you can start a daily journal, you can use Excel. You can use an app. We will go in more details in this podcast of things that I have used and recommend, but in this action item for one week, just note every instance when you engage in a counterproductive behavior like excessive social media, scrolling, procrastination on key tasks or avoid in challenging conversations. The other thing you can do this week is you can ask for feedback, reach out to that trusted colleague, peer mentor and request their observations on your work habits. And if you do want more information and further insights on the theme of self awareness, check out my episodes one and two on this topic.
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Step two is analyzing triggers and underlying causes. Now that you've identified the habits that need change in it's important to explore the underlying reasons for them. Ask yourself, what triggers these behaviors? Are you feeling stress, bored or overwhelmed when these habits occur? Often our actions are responsive responses to specific cues in our environment, or emotional states. So back to our example of Sarah, she realized that the overwhelming feeling of starting a complex project was a significant trigger for her procrastination. The quick relief she found in checking social media served as an escape from that anxiety. By understanding this emotional and environmental triggers, you can address them directly instead of merely trying to eliminate the habit on the surface.
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Now consider your own experience. Perhaps, when you're about to dive into an important task like preparing for a challenging presentation or tackling a detailed report, you feel a surge of anxiety or uncertainty. In that moment, you might instinctively check your email or step away from your desk, seeking that brief distraction.
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To avoid the discomfort of the task ahead, recognizing that this behavior is a response to stress is crucial. Once you identify these triggers, you can experiment with strategies such as preparing a checklist to break the task into manageable steps, or practicing a quick mindfulness exercise to center your thoughts, or even discussing your apprehensions with a trusted colleague, this proactive approach helps you address the root causes of your avoidance, paving the way for more focused and productive work sessions. Knowing the root cause allows you to develop targeted strategies rather than just fighting the symptoms. So what you can do you can review your journal entries and mark the moments when you feel a spike in stress or distraction. The other thing you can do is reflect on your environment. Is there a particular time of day or setting that consistency leads to these habits?
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The best way to answer these questions is to provide a clear actionable steps and specific details. You can get them from starting a journal and tracking your habits effectively. So here's how you might start your journaling method. Step one would be, you would choose a method, decide on a format. You can have a physical notebook or a digital tool. Tool I've used Excel before, and then I use different apps.
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Step two would be set a consistent time and a routine for when you do your entries. It could be first thing in the morning when you plan your day, or could be at the end of the day to reflect on it. Step three is you're going to record specific details. It'll be time and context. So what day of time and what were you doing when the habit occurred? For example, at 10:15am, during my project work, I got distracted by social media.
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Step four would be really tracking your emotions and thoughts. So what were you feeling before, during and after this behavior? Was I stress? Bored, anxious? What thoughts really went through your mind. Step five is to identify any external triggers. Was it a notification that came up on my desk? Was it my cluttered workspace, or is it just a difficult task that immediately leads me to distraction? Six, what impact does this have on your work? So is there an immediate consequence? For example, I lost 20 minutes of focused work and felt guilty afterwards. Step seven, reflect and identify patterns. So review what you've entered at the end of the week and look for a theme or trigger. Is it certain times a day? Is it specific tasks? Is it distractions? And another thing you can do is get feedback from a friend, a peer or even a mentor to note if they've noticed any patterns in your behavior. So by following these steps, you can create this detailed record that not only tracks when and why these counterproductive habits occur, but also provides insights that can help you develop targeted strategies for change.
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Now that we've looked at step one and two, the first being self awareness and the second, understanding what triggers it. By using the journaling method, we can turn our attention to setting clear, achievable goals, which is our step three, so we can ask ourselves, what does success look like, and setting specific goals turns vague intentions into concrete actions. For instance, you might decide to reduce the time you spend on distractions by 30 minutes each day, or perhaps you want to complete your most important tasks ahead of their deadlines. For our exit for Sarah, our example we've been using, she could set a goal to allocate specific time blocks for work and gradually reduce her social media use. She can limit it by using designated break times. This is a clear target. Provided her with a roadmap that would measure her progress. So when your goals are specific and measurable, it becomes much easier to stay motivated and track your improvements over time. Now consider your own situation. Perhaps you find that you're constantly interrupted by email notifications or unplanned chats that derail your focus. You could set a goal to check your email only at scheduled times, say once every two hours, and silence nonessential notifications during your deep work sessions. By doing this, you create a structured environment where you can measure your progress by tracking the reduction in interruptions and the increase in focused work time. This targeted approach not only boosts your productivity, but also gives you tangible evidence of your improvements, keeping you motivated to maintain your new habits. So what can you do this week? You could write down specific goals. For example, I'm going to reduce my social media use by 30 minutes a day, or finish my most critical task at an hour before the deadline.
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The other thing is, you can use smart criteria, which is that specific, measurable, achievable.
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Relevant time bound to help frame your goals.
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Step four is to develop a new routine so once your goals are established, the next step is to create a new routine that supports your desired behaviors. This involves designing a structured daily schedule that replaces old habits with new productive ones. Consider using techniques like the Eisenhower matrix. That's the one that I'm using for examples today. There are others out there that you can use, but this can help you prioritize your tasks effectively and scheduling regular breaks to help prevent burnout. So in our example of Sarah, she restructured her day by dedicating the first hour to deep work. During this time, she focused on high priority tasks such as drafting proposals without distractions. She used a timer to break her work into focused intervals. Now consider your own daily workflow. Perhaps you often feel overwhelmed by a long to do list, especially in the afternoon when your energy wanes. You might try starting your day by sorting your tasks into the Eisenhower matrix, which is really made up of four quadrants, the urgent and important, the important but not urgent, urgent, but not important, and neither urgent nor important. So for instance, if you have a major report to finish and several minor, minor emails to handle, prioritize your report first by blocking off dedicated time for focused work, then schedule a short break, maybe a brisk walk or a coffee break before tackling the next batch of tasks. This method not only clarifies your priorities, but also gives you the necessary pauses to recharge, helping you avoid burnout and maintain consistent productivity throughout the day, a well planned routine helps you stay organized and gradually turns these new practices into automatic behaviors, effectively replacing old habits. So in our example, using this matrix, you can focus on what truly matters, managing your time effectively and reducing stress by handling tasks in the right order. So what can you do this week? You can design a daily schedule using time blocking techniques, allocate periods for deep work and use tools like the Eisenhower matrix to prioritize tasks. The other thing you can do is plan regular breaks to prevent burnout.
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Step five is using tools and techniques that can help us stick to our routines, and technology can be your best friend in this process, consider using time management apps like Trello or a pomodora timer. Pomodora timers, those little egg timers that help you keep track of short time. These tools can help you be accountable and help you manage your tasks more effectively. For example, Sarah started using a Pomodoro timer to break her work into manageable intervals. She also created a ritual of brewing a cup of herbal tea before her deep work sessions, which signaled to her brain that it was time to focus. So behavioral techniques like habit stacking and using visual cues such as sticky notes or digital reminders, can reinforce your commitment to making changes. Now consider your own approach. Maybe you've noticed that transitioning between tasks leave you feeling disorientated or unproductive. In that case, you could develop your own pre work ritual to help signal a shift in mindset. For instance, you might spend five minutes doing a quick stretching routine or a brief mindfulness meditation before starting a major task. This short ritual can act as a cue for your brain to switch into a focused work mode. Additionally, you can stack this new habit with an existing one, like brewing your morning coffee or opening up your favorite productivity app to create a seamless transition into your workday, set up digital reminders or alarms to prompt you to begin your work intervals and take breaks at scheduled times. This structured approach can help maintain momentum, making it easier to stay engaged and productive throughout your day. So what can you do this week? Well, you can download a time management app like Trello or Pomodoro, timer to manage your work intervals. The
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second thing you could do is set up Visual reminders, like Sticky Notes, Calendar alerts, digital cues that will help you reinforce your new habits.
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Our Step six is seeking accountability and support, because breaking old habits can be challenging, but you don't have to do it alone. Seeking accountability and support from peers, mentors or professional networks can make a significant difference. Share your goals with someone who can offer honest feedback and encouragement. So for our example, we're using Sarah. She discussed her goal of reducing social media distractions with her team and set up weekly check ins with her manager. You might try a different approach by establishing perhaps a peer accountability group. Consider reaching out to a few colleagues who are also interested in improving their productivity, and form a small informal group. Schedule a weekly virtual meeting or lunch where each member shares their progress, challenges and strategies for OVW.
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Coming distraction. This collaborative environment not only provides you with valuable insights and support, but also creates a sense of mutual responsibility. Knowing that your peers are tracking their progress alongside yours can serve as a powerful motivator to stay committed to your objectives. Accountability not only provides support, but also fosters a sense of responsibility, making it more likely that you'll stick to your new habits. So what can you do this week? You can share your goals with a colleague or mentor and set up regular check ins to discuss your projects and or join a professional community or accountability group for ongoing support.
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Our Step seven is to monitor your progress and adapt so after implementing your new routines and tools, it's important to monitor your progress effectively. Keep a progress log to record your daily or weekly achievements and any setbacks you encounter regularly. Reviewing this log helps you understand what methods are working well and where adjustments may be necessary. For instance, Sarah maintained a detailed log over her work day, noting the times when she was most productive and identifying when her old habits started to resurface. At the end of each week, she reviewed her log to spot patterns and made adjustments to her schedule based on her finding. Findings, celebrating these small victories, regardless of how minor they seemed, strengthened her new habits and motivated her to keep improving. Now consider it another approach you might take. Perhaps, instead of, or in addition to keeping a handwritten log, you could use a digital product to productivity tracker like toggle these tools automatically record your activity throughout the day, showing you exactly where your time goes. Set aside a few minutes at the end of each day to review the data and at the end of the week analyze it to identify trends. For example, if you notice that your productivity dips consistently during a particular hour, adjust your schedule to tackle your most important task during your peak focus times, you might even set up a reward system if you meet your daily focus goals, treat yourself to a small break or something you enjoy. This digital approach can provide you with objective insights into your work patterns, helping you make targeted adjustments and reinforcing your progress over time. Monitoring your progress is essential as it enables you to make data driven decisions and remain flexible in your approach. So what can you do this week? You can keep a progress log or digital journal where you record daily or weekly achievements and setbacks. Also, you can regularly review your log, identify patterns and adjust your strategies accordingly.
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Finally, our last step is to build resilience and practice self compassion. Change is rarely a straight path, and setbacks are completely normal. When you find yourself slipping back into old habits, take a moment to reflect without harsh self judgment. Instead, view these moments as opportunities for learning. For example, when Sarah realized that she had started checking social media during a particular stressful period at work, she didn't criticize herself. Instead, she recognized the stressors in her environment and adjusted her routine by incorporating a brief break before meetings. This practice of self compassion not only helps sustain your motivation, but also prevents negative emotions from derailing your progress. Now consider another approach you might take. Imagine that when you feel overwhelmed during a busy day, you catch yourself drifting towards distractions like unnecessary notifications or web browsing. So Instead of succumbing to the habit or feeling frustrated with yourself, try a different tactic, take a short physical break. For instance, you could stand up, stretch, take a risk, walk around the office, go outside for five minutes. This change of pace can help clear your mind and reduce stress.
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By adopting these strategies, you create a positive routine that addresses stress proactively and really reinforces that self care that ultimately keeps you on track without self criticism. So what could you do this week? Well, when you notice a setback, take a moment to reflect on the triggers and what you might do differently next time and incorporate new practices like a short meditation, a breathing exercise, a small walk to help you reset your focus and manage stress.
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What does this look like in the real world? Well, a mid level professional I worked with who was constantly distracted by emails, messaging apps and social media notifications, every ping and Buzz drew their attention away from critical tasks, resulting in missed deadlines, mounting stress and a growing sense of overwhelm. So after receiving constructive feedback from peers, specifically, they said, I don't feel like I have your undivided attention, they decided to take actions.
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They set clear goals to limit non essential notifications during work hours by turning off alerts for everything except urgent messages. They also scheduled specific times to check emails and messages using a dedicated app. So this change wasn't instantaneous. Initially, the habit of checking notifications immediately was hard to break, and there were moments when important messages were misleading to setbacks, but whenever they felt too distracted, they would log their focus levels and distractions, which helped identify recurring patterns regular check.
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With a colleague working on the same goal, provided further accountability and allowed them to make adjustments to their new routine routine. So over time, this approach proved effective, their deep work sessions improved and scheduled notification breaks became a reliable part of their day, while occasional challenges still arose, the overall shift led to a more controlled, productive and less stressful work day, demonstrating that overcoming constant notifications, though, even though it was challenging, was well worth the effort.
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To recap, we explored an eight step framework for breaking all tablets at work, starting with self awareness, analyzing triggers, setting clear goals, developing a new routine, leveraging tools, seeking accountability, monitoring our progress, and building resilience with self compassion, each step builds on the previous one, so creating a roadmap to a more productive, fulfilling work life. And remember every step counts. So embracing change isn't about achieving perfection overnight. It's about making consistent, incremental improvements that add up over time. I hope today's guide inspires you to take a closer look at your own habits and make the changes that will propel you forward. Thank you for joining me on this episode of unlearning work. I'm Erin Merideth, and I encourage you to embrace these strategies, stay patient with yourself and celebrate every victory along the way.
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If you enjoyed this episode, please like, follow and share the podcast to help us reach more professionals like you, and if you're ready to take this conversation further, we invite you to join the unlearning work community. There you can share your experiences, gain valuable insights and continue your path forward to a more productive, fulfilling work life. For more information, visit unlearningwork.com
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Let's unlearn the old ways together and build a better future one habit at a time. You
