Flowing into focus
How context paves the way to productivity
In our hyperconnected world, achieving a state of flow can seem like a distant dream. Yet, understanding and leveraging context might just be the key to unlocking this productivity superpower.
A few weeks ago, I wrote about managing personal projects focusing on GTD and PARA. Building upon that post, let's explore how context-aware task management can lead us to those coveted moments of flow.
Understanding flow: the ultimate productivity state
Mihaly Csikszentmihalyi, in his book Flow: The Psychology of Optimal Experience, describes flow as a mental state of complete immersion and energized focus. It's characterized by:
Losing track of time
Feeling calm yet energized
Being fully present in the task at hand
"Flow is engagement on steroids," write Bill Burnett and Dave Evans in their book Designing Your Life. These are the peak experiences in our lives, where productivity and satisfaction align.
Brown University neuroscientist, addiction psychiatrist Dr. Jud Brewer contrasts this with a "contracted state" — being disengaged, restless, bored, and unhappy. He calls it a "me, me, me" state of mind, often manifesting as anxiety, taking things personally, rumination, or even addictive cravings.
Dr. Brewer suggests we can move into flow at any time, with kindness and curiosity serving as pathways towards this state by opening us up.
Keep a "Good Time Journal" as suggested in "Designing Your Life." Track your activities, be curious and kind (as per Jud Brewer), noting when you experience flow and under what circumstances.
The role of context in achieving flow
While flow sounds ideal, how do we get there? This is where context comes into play.
Staying in one context makes you more likely to achieve flow, especially if you're engaged. Organizing tasks by context minimizes frequent context switching, which can be cognitively costly. Some scientists estimate we lose about 20 minutes each time we switch contexts. Cal Newport, a professor of computer science at Georgetown University argues that context switching leads to a "hyperactive hive mind" created by email, reducing our cognitive ability and fragmenting our focus.
What is context?
In productivity terms, context refers to the conditions or circumstances needed to complete a task. For example, you can't print out a report and hold it in your hand if you're not next to a printer, and you can't buy groceries (and choose the produce yourself) if you're not at the grocery store. Contexts can include:
Location (e.g., at home, in the office, while commuting)
Tools available (e.g., computer, phone, specific software)
Time constraints
Energy levels
Mental state
David Allen, in his Getting Things Done (GTD) methodology, emphasizes organizing tasks by context categories like:
Calls
At Computer
Errands
At Office
At Home
Anywhere
Agendas (what you have to talk to others about in meetings)
Read/Review
While some contexts, like being online, have become less relevant due to ubiquitous internet access, the principle remains valuable. Grouping tasks by similar traits or constraints can help us tackle them more efficiently.
The limits of GTD contexts
However, GTD contexts aren't without limitations. My virtual assistant at SquaredAway, for instance, doesn't combine tasks like all calls into one list, as a GTD context would require. She prefers to stay with one client's work at a time, not just for ease of billing but to stay in the "headspace" for different clients.
Cal Newport has been critical of some parts of GTD (although he agrees with David Allen on the importance of getting stuff out of our heads), stating, "I didn't need to be cranking widgets. I needed to instead be crazily focused."
I disagree that deep work always has more value than knocking off organizational tasks. I can get into flow even when "cranking widgets" or doing menial tasks—important tasks like paying bills.
Consider the story of Andy Puddicombe, co-founder of the Headspace App. During his monastic training in the Himalayas, the head monks made him cut grass with scissors for weeks as a mindfulness exercise. This task, seemingly menial, cultivated patience and attention to detail - demonstrating that even simple, repetitive tasks can induce a state of flow.
PARA and context
The PARA method (Projects, Areas, Resources, Archives) offers a fresh perspective on organizing information and tasks. What's great about PARA is that your projects are at the top of each window you use (be it notes, your filing system, or your task manager). That in itself enables a type of loose context. It makes accessing information and completing tasks easier.
How context facilitates flow
Minimizes distractions: By batching tasks that require similar contexts, we create longer periods of uninterrupted focus.
Reduces decision fatigue: When tasks are pre-sorted by context, we spend less mental energy deciding what to do next.
Aligns with energy patterns: By considering our energy levels and mental state as part of our context, we can tackle the right tasks at the right time.
Creates momentum: Completing several related tasks in succession can create a sense of progress that propels us into a flow state.
Practical strategies for context-based flow
Context mapping: List out your common contexts (e.g., @phone, @errands) and assign tasks accordingly. I don't bother with the @computer context as most of my tasks are computer related.
Time blocking: Dedicate specific time blocks to single contexts, creating distraction-free zones. For example, I only write blog posts during blog post writing time.
Environment design: Set up your physical and digital spaces to support specific contexts. A clean minimalistic desk is great for focused work!
Digital do not disturb: Use your devices' "Do Not Disturb" features when doing focus work.
Energy-context matching: Align high-energy activities with your peak energy hours, and low-energy activities with times when you typically feel less focused (see the Good Time Journal below).
Regular review: Periodically assess and readjust your contexts and how well they're serving your flow states.
The flow-context feedback loop
As you become more adept at managing your contexts, you'll likely find yourself slipping into flow states more easily. This, in turn, can help you refine your understanding of which contexts work best for you.
Periodically track your activities in that "Good Time Journal" and use curiosity and kindness.
Conclusion
In our quest for productivity, it's easy to get caught up in systems and tools. However, by focusing on context as a pathway to flow, we're not just optimizing for output – we're designing for engagement and flow.
Remember, the goal isn't just to be productive, but to create a life where your most important activities energize you.