Pete Mockaitis
Kary, thanks for joining us here on the How to be Awesome at Your Job podcast.

Kary Oberbrunner
It’s great to be here, Pete.

Pete Mockaitis
Well, I‘m excited to dig into so much of what you’ve got to say. First of all, though, I want to hear about your connection to the Shawshank Redemption movie.

Kary Oberbrunner
Oh, yes, that is a fun tip. So, I was in a day job for a long time and it felt like a prison, and I remember watching Shawshank one evening, thinking, “Oh, my gosh, I relate to that.” So, quick story, basically, I was writing on the side and I finally did get out of that day job, and I said, “You know what, lots of people are asking me, “How?” so I’m going to write a book called Day Job to Dream Job. And the Shawshank prison is the day job. Zihuatanejo, where eventually, Andy goes at the end of the movie is the dream job, and I’m going to write the book.

And so, I started Googling where the heck was Shawshank prison. And I’m not from Ohio originally but it was The Ohio State Reformatory, and I said, “Man, I’m driving 90 minutes up to nowhere.” I found it and, basically, told the workers what I was doing and that I wanted to write a book in Andy’s prison cell on Day Job to Dream Job, and they’re like, “Sweet! Here’s the wi-fi password.”

And so, I ended up writing a good amount of the book in Shawshank prison. And then, a year later when we launched it, they heard about the story, the celebrities came back, and, sure enough, the warden, Bob Gunton, we launched Day Job to Dream Job at Shawshank prison together.

Pete Mockaitis
That’s wild. Well, so…

Kary Oberbrunner
It’s pretty crazy.

Pete Mockaitis
“So, I want to work out of a prison cell,” and they’re like, “Yeah, you got it.” So, there’s no fees or protocols. It’s just like, “Yeah, sure thing,” but…

Kary Oberbrunner
Exactly. Well, it’s no longer like a functioning prison. It’s more of a museum now but, evidently, they trusted me. And now I actually train their board of directors once a year on leadership, so it’s a crazy full circle.

Pete Mockaitis
That is wild. Well, I’m excited to talk about one of your latest works, Unhackable. Great title. What would you say is perhaps the most surprising and fascinating discovery you made about us, humans, and how we pay attention these days when putting together the book?

Kary Oberbrunner
I’ll tell you what, I wrote a fiction book called the Elixir Project in 2016 about a future society where people’s brains get hacked, and that was my first stab at fiction. And when the book came out, people said, “Man, this is not just a fiction book. Like, this is happening.”

And so, they kind of said, “Turn this into a nonfiction book for people in the workforce, in business.” And so, basically, I did a ton of research and found out that a hack is basically when someone or something gains unauthorized access to a system or a computer. And think back to biology class, and sure enough, we were made up of pulmonary, circulatory, respiratory system so our bodies are like systems and our brains are like supercomputers. So, in a real way, humans are getting hacked anytime we get distracted from our ultimate destiny, our dream. And the distractions are crazy big these days, and I’m sure we’ll get into it. It’s a pretty fun topic.

Pete Mockaitis
Well, yeah, unauthorized access, that’s sticking with me here.

Kary Oberbrunner
Yes.

Pete Mockaitis
So, that almost implies a hacker or a…Actually, I love the podcast the Darknet Diaries, it’s all about hackers.

Kary Oberbrunner
Sweet.

Pete Mockaitis
And so, what do they call it, a threat actor, I think is the term they use a lot, whether that’s a nation or a company or an individual, kid in the basement. A threat actor is kind of getting unauthorized access into our heads, but sometimes it’s us.

Kary Oberbrunner
Oh, yeah.

Pete Mockaitis
So, what’s a universe of threat actors that are kind of the big culprits of hacking our systems?

Kary Oberbrunner
It can be a lot of things. Unsexy hacks are just laziness or Netflix or these types of things, but, in a real way, the human species is now wired to crave distractions. We know from all the psychology that distractions produce a break from stress, and we know that smartphones create dopamine and addictions. So, I’m all for technology; I love technology.

However, human knowledge, once doubled every thousand years, so think about that. It took, essentially, from the years zero to 1500 to double human knowledge. And then the next time was 250 years, and it kept going and going. And, now, we live in a world today where every 12 hours human knowledge is doubling, and so we can no longer keep up.

Our ancestors made a handful of decisions a day back not too long ago. Today, we make 35,000 decisions. And so, we literally wake up with this limited attention, and throughout the day we dip into that and we create what’s called decision fatigue so that, at the end of the day, we’re saying things like, “I’m burnt out. I’m running on fumes. I’m on empty.” And, in a real way, we can no longer keep up with the amount of stress and distractions that are in front of us today.

Pete Mockaitis
When we talk about human knowledge doubling, is that kind of like the printing press or like unique content published? Is that what you mean by knowledge?

Kary Oberbrunner
Everyone has become a publisher. Everyone has become a content creator. We used to have gatekeepers where you would try to get a record out, you would try to get your thoughts out and be printed in the paper. We now have YouTube. We all are our own TV station, press release system, newspaper. We’re literally producing mountains and mountains of information not to mention computing, AI, I mean, you name it. It’s just an exponential curve.

And our brains haven’t upgraded. So, technology has upgraded but our brains have not. And not only that, Pete, but we now have new terms. Digiphrenia. So, schizophrenia was multiple personalities, this type of thing. Well, digiphrenia is a legit term that basically means that we exist in multiple places at once in the digital space.

So, most people have a Twitter, TikTok, YouTube, LinkedIn, and so now, not only am I existing right now, Pete, but online I have a persona that’s existing that may be getting tweets and maybe getting comments. Not only that but you have the stress of trying to be consistent on all platforms at once. And so, there’s a tearing of the mind that happens. It’s literally a stress.

And not only that, the average person touch, clicks, taps, swipes their smartphone 2600 times a day according to dscout. We now have five hours a day but this is on screens, but it’s in 30-second bursts, so, not to mention COVID and kids now doing online school. Again, technology is not the enemy, but I’m saying technology used to be a tool that we used. Now, we’re the tool that technology is using.

Pete Mockaitis
Okay. Well, that’s heavy stuff.

Kary Oberbrunner
It is heavy. It’s kind of like The Matrix, only real.

Pete Mockaitis
Well, so you mentioned psychological research. Could you share some striking stories or studies or evidence, bits, that kind of lay out – well, you dropped the numbers already, which is intriguing – in terms of like the state of play right now? And then what’s really possible if we take on some practices to become unhackable?

Kary Oberbrunner
Absolutely. So, right now, we have so many things going at us that a lot of us have adapted the lie of multitasking. And people get confused about multitasking, they say, “Surely, I can mow the lawn and listen to an audiobook. See, that’s multitasking.” Multitasking, we’re actually talking about doing two cognitive things at the same time. And so, therefore, it’d be like me trying to do a podcast with you right now and checking email and check my Instagram. When we do that, it’s not multitasking; it’s switch-tasking, our IQ drops 40 points, so it’s literally like being stoned.

And so, most of us, throughout the day, let’s be honest, we walk through the day stoned. And we do what’s called attention residue where part of my brain is still on the Instagram, part of my brain is on the email, part of my brain is with you. And not only is that productivity destruction but it’s relationship destruction. There’s a new term now called fobbing, not snobbing, where you’re trying to talk to me and I’m blowing you off or whatever, you’re blowing me off.

Now, when we’re talking with people, we’re looking at our smartphones. And this presence of relationship is now a thing of the past, and you can tell. I’ve got to do business on Zoom. You can tell when someone is watching or you can tell when someone is checking something else and something else, and it’s literally redefining the way we do relationships.

Kary Oberbrunner
But there is good news. There is good news.

Pete Mockaitis
Well, tell us then, sort of, ultimately, how do we become unhackable?

Kary Oberbrunner
How do we become unhackable? I love it. So, here’s the thing, in the book, I break down unhackability into three things. I’ll give you the three easy-to-remember words and then we’ll bump it out a little bit. But it’s literally idea, focus, and flow. That’s what unhackability is: idea, focus, and flow. Notice it’s knowing, being, and doing.

So, to stress that a little bit more, it’s flawless idea anatomy, so we talk about, “How do you create flawless ideas?” and there’s four components. Then we go into deliberate magnetic focus, and there’s three focus filters. We’ll get into that. And then optimal human performance – flow. And so, certainly people will have read books or heard books on just flow, like Steven Kotler is kind of the grandfather of flow; Mihaly Csikszentmihalyi, a Hungarian psychologist. There’s been books on flow, there’s been books on focus, and then there’s been books on ideas, but, truly, an unhackable person is one who leverages all three.

And I’ll tell you why this is so important, because, as kids, we grow up saying a weird word; we said, “Abracadabra” anytime we wanted something magical to happen. We didn’t know what the word meant but we said it. The word actually means “I create as I speak.” I create as I speak. People who have faith, very interesting, it even gets crazier. It’s made up of three Hebrew words. Abba, which is father, and so it’s Father-Son-Spirit, Abracadabra. Really crazy interesting stuff.

In the faith tradition, it says that “God said, ‘Let there be light,’ and there was light.” In other words, Abracadabra. I believe that we’ve been created to dream and do, ideate and implement, and that is our divine destiny. And when we’re doing that, we’re actually living out our calling. But, unfortunately, most of us dream, then we get hacked. We ideate, and then we get hacked; we don’t implement.

So, to your point, let’s talk about focus filters. Yeah, focus filters is one component of how to become unhackable. I, basically, break down focus filters into three of them: urgency, agency, and energy. So, most people, your great listeners, they probably have a dream, they probably have a desire, but, unfortunately, we always get hacked until we apply those focus filters: urgency, agency, and energy.

So, just to give you an example, it’s a beach example. If I go out to the beach, I got a bald head, I can burn in about three hours, or I can burn in about three minutes. What’s the difference? A magnifying glass.

Pete Mockaitis
Ah, sunscreen.

Kary Oberbrunner
Yeah, that’s right. A magnifying glass. So, same sun, same skin, but a magnifying glass, or what I call a focus filter, it amplifies the energy. So, it takes all that energy from the sun and puts it into a laser beam where you burn a whole into your skin. Or, in the metaphor we’re using, you burn a whole into your dream. You take that dream that you have where you keep getting hacked, and you, essentially, narrow your focus.
Urgency is that focus filter. So, what I mean by that is we need a deadline. Every dream needs a deadline. And think back to school days, Pete, remember when the professor assigned something on day one? When did most people actually do the assignment?

Pete Mockaitis
The night before.

Kary Oberbrunner
The night, Pete, you nailed it. A deadline amplified the energy. In other words, it said, “We’re going to get so focused. We’re going to get laser-focused.” Why? Because there’s a cost. If you don’t complete the assignment you get a bad grade. Well, what I’ve realized is that urgency is one of these amazing things, just like physical healthcare, what makes it super important? You put the word urgent in front of it. Urgent care. Now, all of a sudden, you get rushed, you get seen fast. Why? Because there’s a cost. Most of us do not have a cost attached to our dream, or a deadline. Those two components – deadlines and costs – make urgency work for us and become unhackable.

Pete Mockaitis
And so, I’m intrigued then, I think of deadlines, they are often associated with other people in terms of it’s like closing a house or whatever. It’s sort of like the lawyers, the realtor, the somebody said, “This is when this has to be in.” And so, when you think about our own dreams, how do we effectively harness a deadline so that there does seem like there’s a real cost? Like, if I do some work on a project tomorrow, I could do it the next day or the day after. How do I get urgency to be real and the cost to be real?

Kary Oberbrunner
Just to give you some client examples, I had one client who kept blowing off his weight dream, like, “I want to get down to a certain weight. I want to get down to a certain weight,” and he just struggled and struggled and struggled. Finally, he said, “Okay, I’m going to put a real cost behind this.” And I won’t tell you which political party he hates but he hates a certain political party so much that he said, “I will write out a check right now for $1,000 to the political party that I hate. I will put it in an envelope, I will put a stamp on it, and it will sit on my desk, and if I do not lose…” and this guy was a pretty big dude, “…if I did not lose 50 pounds by this day, that check is in the mail.”

I’ll tell you what, first time in his life he ever did it. He lost the weight because it, suddenly, was a real cost, which not just was a $1,000 but a “$1,000 to a political system that I do not like,” it was big enough. And I don’t know what people’s cost is but it needs to hurt. In other words, Pete, it needs to hurt so much that doing the dream is easier than paying the cost.

Pete Mockaitis
Yeah, that’s good. There’s an episode of Nathan For You, it’s a comedy show, it’s kind of ridiculous that kind of explored this concept. You might enjoy that episode if you haven’t seen it.

Kary Oberbrunner
I might. I might, after you quote that.

Pete Mockaitis
And so, that’s intriguing. And I wonder if people are like, “Oh, I wouldn’t trust myself to actually do it.” I mean, you could sort of entrust that with a friend who happens to have the opposite political party affiliation.

Kary Oberbrunner
He did. He did. He told me.

Pete Mockaitis
And they’ll be eager to give it to that side. But then, also, they’re your friend so they’re not going to just sort of make a $1,000 of yours disappear without your consent.

Kary Oberbrunner
Exactly. Exactly. But that’s one example. But here’s another thing, Pete, it really becomes a mindset change. Unhackable people are victors, and hacked people are victims. And this is not my own but I love it, it’s a great illustration. Victims say, “The world happens to me.” Now, I’m not talking about victims of trauma or this type of thing, but I’m saying a victim mindset. So, a victim says, “The world happens to me.” And what happens is they often lie in bed – blame, excuses, and denial.

The victor, the one who’s unhackable, says, “I happen to the world.” These are people that put their quote “Oar in the water,” O-A-R, ownership, accountability, and responsibility. So, they literally take accountability for their lives. They literally are responsible. They take ownership. It’s not just a nice acronym. This is the difference between Capt. Sully on the flight. He didn’t ask the Canada geese to hit the propeller, but when Jeff, his copilot, was flying the plane, Sully said the magic words, “My plane.” And Jeff said, “Your plane.”

In other words, he took ownership, accountability, and responsibility. He took over that bird strike because he was unhackable.

Pete Mockaitis
All right. Well, so that’s one way to make a deadline real. Let’s hit the agency and the energy. How do we crank that up?

Kary Oberbrunner
Yeah. Agency, I’ll give you an example. When I get my oil changed at the dealer, I suddenly walk into their agency. Let me explain.

Chairs, magazines, Donahue is on the TV, or something crazy. In other words, I walk into their space and it’s their agency. Many people have that reality. In other words, no judgment, but when I fly on an airplane and look to the person next to me, they’re bored as heck, they’re flipping through the magazine, they’re busting out their phone.

Listen, if you got a dream, you’re not chilling like that. And I’m not saying you always got to be working, but I’m saying that, in the book we talk about what’s called your boon. Your boon is your deepest desire, your greatest ache, your truest longing. It comes from Joseph Campbell’s The Hero with a Thousand Faces. Luke Skywalker, Neo, Katniss Everdeen, Hunger Games, Star Wars, you name it, Matrix. The hero’s journey is all about leaving the ordinary world, meeting a mentor, refusing the call, going into this special world, facing the giant, we think it’s external, it’s really ourselves or the ones who hack ourselves most of the time. But then, after we defeat the giant, we essentially get the boon. The boon is the holy grail. The boon is the elixir.

Let me say this, Pete. We don’t care if we get hacked until we know our boon. So, in other words, when I don’t know my boon, I’m like, “Hey, come on, Netflix, come on, XBOX, come on, all distractions in the world. What’s going on, on TV?” In other words, I actually purposely try to distract myself because it gives me this pseudo-purpose. But a someone who knows their boon, man, they are fighting for that. And that’s what really kicks us into unhackability, is knowing our boon.

Pete Mockaitis
All right. Well, so how do you recommend we get some clarity and specificity on our boon, our deepest desire and calling and such?

Kary Oberbrunner
Well, I do have a free download, no email opt-in required. It’s at UnhackableBook.com, and if they click Resources, there’s 83 questions that gets you started, and these questions are fun. One question is, “What’s one thing you would regret not doing before you die?” It’s deep questions. It’s questions that you don’t just address every single day, but these are deep questions.

And what we begin to see is this melody line. It often doesn’t come just in one lightning bolt. It often comes with, I say, dream recovery, not dream discovery. In other words, your show is great and it probably talks about how we need to recover our dream. In other words, if you ask most kids, I’ve never met a young kid who said, when you ask them, “What do you want to be when you get older?” “Oh, I don’t know. I have no clue.”

I think we are born with this innate sense, maybe not exactly, but in the ballpark. Like, some people just say, “I know I was born to be on the stage.” Now, they might’ve thought the stage was one thing. Or, “I was born to always care for animals.” We lose sight of who we are along the way because we start listening to the voices of others. In other words, other people’s advice hacks us, “Pete, you won’t make money out of that,” or, “That’s not a well-paying job,” or, “That’s not a respectable job.” And, suddenly, we start listening, and that’s another way that we allow other people to gain unauthorized access to us.

Pete Mockaitis
Okay. So, 83 questions, we can do some exploration, reflection, rediscovery there. And then how about energy?

Kary Oberbrunner
I think clarity…

Pete Mockaitis
What was that?

Kary Oberbrunner
Oh, yeah, yeah. I was just going to say clarity comes with action. I think that we don’t just sit in a room and wait for the clarity to come. A lot of times we have to work it out, we have to try, we have to experiment. But back to your phrase about energy. Energy is that last focus filter. And energy is super cool, super exciting.

Are you familiar with Twenty One Pilots? Have you ever heard of them? A band?

Pete Mockaitis
I don’t know.

Kary Oberbrunner
Okay. So, it’s a band, and there’s tons of bands out there so I don’t expect you to know, but the Twenty One Pilots are a band, and I’m just going to use…I like to tell stories to make a point. They come from my hometown Columbus, and they won a Grammy. But, well before they won a Grammy, nobody knew about them. And what’s interesting is you can actually go on YouTube and you can find one of their very first concerts, and it’s pitiful. There’s 12 people and it’s in a basement.

And the craziest thing in the world is that the lead singer is so enthusiastic. Oh, my gosh, like the guy is on fire, and you’re kind of like, “What the heck, man? There’s 12 people in the basement.” He had what’s called an enthusiasm. Enthusiasm is the word entheos, God within. This is part of becoming unhackable.

What gets you on a bigger stage is enthusiasm. Most people say to the universe, they say, “Once I’m on a bigger stage…” “Once I have a big platform…” “Once I have a big show…” “Once I have a big business, then I’ll be enthusiastic.” No, no, no, you have enthusiasm, and that’s what gets you on the bigger stage. So, just like you, Pete, just like me, I mean, you’re successful, I’m successful. Why? Because we treated those first five listeners like rock stars. We didn’t say, “Hey, I’m going to overlook those first five listeners. And, some day, when I have a big tribe, a big showing…” No, no, no, this is what unhackable takes. It takes that energy where energy is E-motion. Energy in motion.

Like passion. I love the word passion. I’m into words. I’m a word nerd. But the word passion, very interesting. The ancients define passion not by how much love you had, but by how much you’re willing to suffer. So, that’s why I never understood, “Why was it called ‘The Passion of the Christ’? and there was talk about a cross? What the heck?” It’s because He was willing to suffer for it.

And so, I just want to challenge your listeners. Your boon is something you’re willing to suffer for. I mean, you look at any great person, they had to suffer for their dream and it had a cost. And so, energy is that focus filter where that’s what really helps us become unhackable when we focus urgency, energy, and agency.

Pete Mockaitis
So, the energy is comparable to passion and the willingness to suffer? Is that the key there? And then, I suppose, we get that by successfully tapping into the boon.

Kary Oberbrunner
Absolutely. It comes with clarity. Like, Rosa Parks, she was unhackable, man. Like, you look at her, she says, “I’m not getting up off this seat. Like, I’m not going to,” and she suffered for it. There’s people all throughout history that suffered for their dream. And being unhackable, let’s face it, choosing not to binge on Netflix every day when it’s in front of you, that takes some suffering. Whatever your dream is, we can go through the list, but whether it’s physical, spiritual, mental, relational, this type of unhackability does require a suffering.

Pete Mockaitis
All right. Well, so in your book you talk about a 30-day elixir. And so, we’ve talked about a number of things that are important along the way. So, can you maybe share what are some particular real practices or interventions that help us get to, let’s say, the superhuman focus?

Kary Oberbrunner
Yeah. So, here’s an example for Day 17. So, right now, there’s a lot of open loops inside your brain and mine. These could be open loops, like, right now, mine is, “Call the plumber because we got a leak upstairs.” It could be, “Mulch the yard.” It could be, “Mail the letter.” It could be, “Buy the birthday gift.” In other words, most of us have this subconscious program that’s running all the time in the background.

Now, we don’t think about it but just like your computer has multiple tabs on it, the more programs, the more browsers, the more tabs, the more time and energy sucked, the RAM goes down. Actually, the available RAM goes down because the RAM you’re using, it goes up. And what I’m saying is that any open loop, any indecision that you and I have, is grinding on our productivity.

So, one of the exercises I have people do, my clients, I say, “Grab a stack of Post-it notes and, literally, write down one per, one task, one open loop, per Post-it note.” And so, what people do is they begin to lay out all these Post-it notes on their desk everything that we just talked about, all the open loops, all the undecided things, because it’s literally leaking their lifeforce, it’s leaking their energy. They’re getting hacked by it.

These are the things we get up in the middle of the night and say, “Oh, my gosh, I forgot to get the dog immunized,” or whatever. Then what we do is we write on a piece of paper, “Do, delegate, and dump.” So, I encourage people to do this, like, literally in their house – do, delegate, and dump. You don’t put delay. Delay is what we always think about, “Ah, I’ll just delay it. I’ll just delay it.” Do means you’re going to do it, delegate means someone else is going to do it, and dump means no one is going to do it.

And what we do is we do this on purpose, this exercise, because what it does is it clears the mind. It literally frees up your RAM. In the book, we talk about the unhackable impact equation. And, sure enough, when you go through this exercise, you begin to free up your brain, and you allow it to have more usefulness for what you’re boon is rather than chewing up all these open loops. Does that make sense?

Pete Mockaitis
And so, it’s the act of categorizing these that unleashes it or do we actually have to get them all done?

Kary Oberbrunner
First of all, by seeing them written down automatically takes them from being internal to external. I don’t know about you, but sometimes I feel overwhelmed and I don’t even know why I feel overwhelmed. I’m just like, “Oh, my gosh, there’s a lot to do.” And if you actually slow down and say, “Well, what are those things to do?” this is the exercise. We stop, we slow down, and we allow ourselves to unload this, first of all. It goes from internal to external. Now, I’m looking at it.

The moment something is external, now I can make a decision. The word decide is a Latin word caedere. It has the same suffix as suicide, pesticide, insecticide, genocide, homicide. Decide means to cut off and kill. And so, what does a gardener do to a tree that’s unhealthy with sap going into all of its branches? He cuts them off. He prunes them. In other words, that’s what we’re doing. We’re deciding that, “I’m going to do it.” Or, we’re deciding that someone else is going to do it, delegation. Or, we’re deciding that no one is going to do it, dumping. And you, literally, open up your subconscious mind to focus on your boon. It’s a very cleansing process.

Pete Mockaitis
Well, that is nice and I’ve done variants of it and it sure does feel great. Let’s hear a piece about flow.

Kary Oberbrunner
Oh, yes.

Pete Mockaitis
How do you recommend or what are the sort of your top perspectives on how to get more flow flowing?

Kary Oberbrunner
Flow is amazing. Flow is the optimal state of human performance. It’s the place we all must be in to win a gold medal, but not only that. For those of us who aren’t athletes, it’s where productivity skyrockets up to 500%. It’s where we begin to see pattern recognition. It’s called lateral thinking. So, how do we get into flow? There are flow triggers.

One of the flow triggers, believe it or not, is a deadline. Another flow trigger is novelty. Interesting, novelty. So, what that means is that when we are stuck in a rut, we go through the same route every single day, with the same menu, and the same restaurant, and we sit in the same table. What happens is we begin to go on autopilot. And when we’re on autopilot, the brain is an energy hog and it wants to essentially map out everything through our day so it can conserve energy.

When you are on autopilot, you don’t experience flow. So, how do you interrupt the autopilot? By novelty, by doing things, by going places, by having experiences that you’ve never had before, because the brain has to engage, because there’s an element of surprise, there’s an element of unpredictability. And so, many times people feel in flow when they go travel somewhere.

And so, Pete, to get really philosophical here, we’re in a pandemic. There’s a lot of people that haven’t been able to travel. They’re not experiencing novelty. What’s the result? They’re getting hacked. And then what else is happening? Not to be a downer, but mental health. And in Japan, a few months ago, more people died of suicide than all of COVID the whole year in one month. Why? Because all of this relates.

In other words, unhackable people are people who have flawless idea anatomy, deliberate magnetic focus, optimal human performance. And one of the byproducts is that we get neurochemicals. And so, the neurochemicals are endorphins and norepinephrine and anandamide. All these neurochemicals that are supposed to be happening in our brain don’t happen when we’re not in flow, and that’s why depression is on the rise.

Pete Mockaitis
Okay. Well, noted and, yet, there are some simple thing that we can do to fix that.

Kary Oberbrunner
Exercise, yeah, all kinds of good stuff.

Pete Mockaitis
Well, yeah, why don’t you give us the quick bulleted list here? Exercise. What else?

Kary Oberbrunner
So, exercise, sleep, okay? When we starve our brains of sleep, I mean, I get it, but we’re actually not allowing, just like back in the day, all day, I’m older than you, a long time ago, but defragging your computer. Literally, the brain repairs itself in sleep. Margin, where you’re not just blowing out your adrenal glands and cortisol. Eating the right way. Think about it. We call it carb crashes, sugar rushes, caffeine fixes. All of these are essentially altering the chemistry to create a certain type of feeling. Well, we can do that naturally. Community. Having good discussions where time seems to go by like that. Why? Because you’re in flow. And when you’re in flow, there is a time dilation that occurs where it either slows down or speeds up.

Pete Mockaitis
Okay. Thank you. Well, tell me, anything else you really want to make sure to mention before we shift gears and hear about some of your favorite things?

Kary Oberbrunner
I’ll tell you what, I mean, I think people’s eyes are open now. More and more my clients are saying, “Man, I got hacked last weekend.” And people who don’t know the vocab, they’re like, “What? What do you mean you got hacked?” They’re now aware of it. So, awareness is really the first step. Just, for all the listeners to realize, like, “When did you get hacked? When did you just blow through five hours and you don’t even remember what you did? But you scrolled, these types of things.” And we do have an unhackability assessment. Again, all my stuff to help is free in this area because I just have a passion. I believe that when we are living our calling, when we’re fully alive, that’s our greatest contribution.

Pete Mockaitis
Well, thank you. Now, could you share a favorite quote, something you find inspiring?

Kary Oberbrunner
Carl Jung said, “What’s the most damaging thing in the life of a child? it’s the unlived life of the parent.” And that’s a negative, but I view that as a very inspirational quote because it makes me want to live the lived life not the unlived life.

Pete Mockaitis
All right. And a favorite book?

Kary Oberbrunner
The current one that I’m digging is, believe it or not, The Psychology of Money. I just finished that. I like it. It reframes the way we think of money.

Pete Mockaitis
All right. And a favorite tool, something you use to be awesome at your job?

Kary Oberbrunner
Audiobooks, man. I love them.

Pete Mockaitis
All right. And a favorite habit?

Kary Oberbrunner
My Peloton.

Pete Mockaitis
Alrighty. And is there a key nugget you share that seems to connect and resonate and folks quote back to you frequently?

Kary Oberbrunner
“Show up filled up.” It basically means that you are doing the work internally before you ever step foot into the world every single day, and you attract people, you get clients. Why? Because they’re like, “Something is different about this person.” You show up filled up.

Pete Mockaitis
And if folks want to learn more or get in touch, where would you point them?

Kary Oberbrunner
I would say go to UnhackableBook.com.

Pete Mockaitis
All right. And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Kary Oberbrunner
I’d say, look, even if you’re not in the right job, your ultimate calling, don’t waste the time. Back to our original thing with Shawshank and Andy, that dude didn’t just sit in prison. He was very resourceful, digging a hole on the side of the prison. So, I just want to encourage people, like, whether you’re in the right job or the wrong job, be all there because it matters.

Pete Mockaitis
All right. Kary, thanks for sharing the good word. I wish you many, many fun unhackable adventures.

Kary Oberbrunner
Thanks for the amazing interview, Pete.

Pete Mockaitis
Dave, thanks so much for joining us again on the How to be Awesome at Your Job podcast.

Dave Crenshaw
Hey, I’m thrilled to be back, Pete.

Pete Mockaitis
Well, last time we talked about having fun and how that’s super important. And I tell you what, your words come back to me frequently when I’m like having fun in the middle of a work day on a break, I was like, “Is this appropriate?” It’s like, “Dave said it’s going to make me better,” so thank you.

Dave Crenshaw
Yes.

Pete Mockaitis
So, tell me, how are you having fun these days?

Dave Crenshaw
Well, I take July and December off now every year.

Pete Mockaitis
There you go. Well done.

Dave Crenshaw
So, I just came off of a nice long December break, spent some time hanging out with the kids, I may or may not have played a little too much XBOX so I’m feeling good. I’m feeling rested and ready to go.

Pete Mockaitis
Did you get the new XBOX?

Dave Crenshaw
I did.

Pete Mockaitis
I did, too.

Dave Crenshaw
I made that a priority.

Pete Mockaitis
Well, kudos. Those were hard to snag for a little while there. Well, let’s talk about multitasking. So, you’ve got your second edition here coming out The Myth of Multitasking. I want to really dig deep into this. First of all, what’s the big idea here? What is the myth of multitasking?

Dave Crenshaw
The myth of multitasking is that multitasking simply does not exist, not in the way that people think about it. The word is an inelegant and improper word to describe various things that could be happening. So, what I cover in the book is helping people understand what really is occurring in their day when they try to do multiple things at the same time, and identify whether they’re being productive when they do it, or whether they’re really screwing things up while they’re attempting it.

Pete Mockaitis
Well, I love the way you teed that up because it sounds like there’s some nuance and some distinguishing to be done which is why I wanted to have this conversation with you because that’s kind of come up before a bit but I think we can drill really deep here. So, if multitasking isn’t the appropriate term, what alternatives do you think we might and should be using?

Dave Crenshaw
Sure. So, what I present in the book is that one of two things are happening. Either you are switch-tasking or you are back-tasking. Switch-tasking is when you’re switching attention. You’re switching between listening to this podcast and answering an email, you’re switching between having a conversation with someone at work and thinking about the unresolved laundry that you left at your house, and every time you switch your attention from one thing to something else, you pay a cost associated with that. So, switch-tasking is always ineffective and we can go more into depth on that.

The other is back-tasking. That’s where something mindless, mundane, or automatic is occurring in the background. For instance, I’m listening to this podcast while I’m exercising, right? Hopefully, at this point, I don’t have to pay attention to how I run on the treadmill. I can focus on Pete talking. And that can be productive. The problem is, first of all, most people are using one word to describe multiple options, so they say multitasking, and we create a lot of confusion when people use that word. And when people say they’re a good multitasker, most often they’re talking about switch-tasking. And saying that you’re a good switch-tasker is like saying, “I’m excellent at screwing up multiple things at the same time.”

Pete Mockaitis
Okay. Ooh, strong words. So, that seems to be the core distinction. So, back-tasking means something is so automatic it can be done in the background and requires no attention and, thusly, we’re pretty much only really doing one thing as far as our attention is concerned.

Dave Crenshaw
Correct. And that also includes things like starting the printer, printing a job, delegating a task to a coworker. Basically, something else is occurring that doesn’t require any effort from you, that can be productive and that should be encouraged but that’s not what most people are doing. You see how people are behaving in the workplace and in their day, especially now that so many people are working from home. And what are they doing? They’re constantly switch-tasking and they’re telling themselves, “I’m multitasking. I’m being productive,” but what’s really happening is things are taking longer, they’re making more mistakes, and they’re increasing their stress levels.

Pete Mockaitis
Okay. And I like the term back-tasking, I think that’s short for background, things happening as you’re tasking. And, indeed, when you mentioned the printer, I think that’s a great example because sometimes I feel euphoric. There’s a strong word. But if I have, let’s say, I’ve got some dishes being cleaned by the dishwasher, I got clothes being cleaned by the washing machine, I’ve got a vacuum robot going, and I’m doing something else, I mean, that’s like nirvana for me in a productivity nerd kind of a way.

Dave Crenshaw
And you even have your podcast working for you. Wow!

Pete Mockaitis
That’s true, people are listening.

Dave Crenshaw
You’ve got a podcast working for you right now while we’re recording this podcast so that’s effective back-tasking.

Pete Mockaitis
That’s totally true. Thousands of listeners as I sleep. I get a kick out of it when I see people, like sometimes I’ll refresh and I see downloads happening like at late night, like on a holiday or something.

Dave Crenshaw
Oh, we got to talk about that. That’s a different issue altogether.

Pete Mockaitis
Like, I shouldn’t be refreshing my podcast stats on a holiday?

Dave Crenshaw
Correct. Yes, that’s something else. That’s switch-tasking on your holiday. See, it is back-tasking because it’s taking care of it, but the moment you jump in and start looking at it, now you’re switch-tasking.

Pete Mockaitis
Yeah. Well, I guess fair enough. I’m just going to let that go. It’s not about me. It’s about the listeners. Okay, cool. So, the book, it’s on its second edition here. Are there new discoveries that you’ve made associated with multitasking? Lay it on us.

Dave Crenshaw
Sure. Well, okay, so the book first came out in 2008, and you think about where we were and what we were doing in 2008. Something like a Twitter was just barely starting to surface at that time. And, in fact, this shows how dated the original version was. The original version had a BlackBerry on the cover, right? And now you think about how powerful the phones are that we use.

One of my favorite comedians, Gary Gulman, says calling an iPhone a phone is like calling a Lexus convertible a cup holder. And we’ve got these devices that are constantly vying for our attention and then, on top of it in the workplace, since we’re talking about how to be awesome at your job, in a work context, there are so many different channels of communication that people are using. They’re using Slack, they’re using text message, they’re using Skype, they’re using Zoom. And so, when we have all these channels of communication, we’re creating lots and lots of different ways that we could switch-task in our day.

So, I had to make some updates and some adjustments to address, in particular, that issue; the channels of communication. A lot of other things are still the same. The tendency that we have to have a conversation with a human being while we’re tempted to look at our phone, that’s always been there. It’s just maybe a little stronger than it used to be. So, some things have changed radically and some things have stayed the same or just gotten more intense in their impact in our day.

Pete Mockaitis
Okay. Well, now let’s really zoom in on the comment associated with if someone says they’re really good at multitasking, they’re really good at screwing up multiple things at the same time. So, all right, lay it on us, many people really do think they’re good at multitasking. Are you going to tell them their own experience is wrong? Dave, how do you counter that?

Dave Crenshaw
Well, honestly, the best way that I have to counter it, and it’s not going to work well in a podcast, but I can tell people where they can get it and, of course, it’s in the book. There’s an exercise that I do. I do it in my live presentations, I do it in the book, and if you go to DaveCrenshaw.com/exercise, you can find it. And I do an exercise in the book where, first, someone performs a task. It’s just simple; just copying numbers and letters, right? And they focus on that for 30 seconds and they do it and they see how long it takes. And then we do it again, but this time we switch-task.
So, for instance, if I was just doing the alphabet, I would write A and then I would write 1 and then I’d write B and then I’d write 2. And that simple exercise does far more to convince someone than me rumbling on for 30 minutes about the scientific studies, and there’s a mountain of scientific evidence that shows that it’s less effective. But when you get someone to experience firsthand how much they screw things up doing the most simple thing in the world, it opens people’s eyes. The truth is right in front of them and they can’t hide from it.

And what you’ll see is, first of all, everything takes longer and the mistakes, people start just writing weird numbers and letters, and they’re crossing things out, and they’re going up and down, and their work just goes all over the place, and then how they feel, the stress impact of that. And when you experience it that firsthand, it opens your eyes, and then you start thinking about what your work day is like, and why at the end of the day you feel so stressed out, and why you feel like you didn’t really accomplish anything that whole day. And it’s simply because you were switching rapidly throughout the day between all these different activities.

Pete Mockaitis
You know, I have seen one of your videos in which you did that exercise, and it is…you’re right, seeing is believing in terms of like you feel it. So, folks might counter that by saying, “Well, you know, I never really actually have to list the letters and the numbers in order while alternating.” So, can you drop some additional sort of research studies in terms of like maybe just how can we convincingly, compellingly prove that this is a big deal? It’s not like you’re, I don’t know, 3% less effective but rather massively less effective when you multitask.

Dave Crenshaw
Yeah. Okay. So, just a few things to consider. There’s a study by RescueTime that found that the average number of minutes a worker can go until checking their email or instant messages, so that’s excluding all the other things like other people interrupting them, six minutes.

Pete Mockaitis
No kidding?

Dave Crenshaw
Every six minutes, on average, someone checks their email or instant message. Then you consider that there’s a cost associated with that. It’s not just the check, right? You got to look at it and then you’ve got to remember, “Where was I?” I could be in the middle of writing an email, and then another email comes in or a text message, so I stop. I look at the text message, I read it, I go, “Okay.” And they’re asking these questions, I say, “All right,” I type back the answer “42,” I send it back. Now, what do I need to do? Now I have to return to the email I was writing, I have to re-read everything that I was doing, I have to get my train of thought back to that frame of reference, and then I can start working again.

Another study out Michigan State found that just under a three-second interruption doubles the likelihood of making a mistake. Just three seconds. And this is an impact that everyone is experiencing constantly. That’s why I paraphrase Mark Twain, and I say, “There are lies, damned lies in multitasking,” because it’s a lie that everyone lives. We live it constantly throughout our day. And the beautiful thing though is if you can reduce it, that’s really where the evidence comes from, is when you start to cut down on the switches and you start to feel sanity return to your day. And you start to realize, “Wait a minute. I can get done everything that I was getting done in about a quarter less time.”

I had clients who go through my training and I’ll tell them, “When you go through this training, you’re going to recover about 40 hours every single month,” and they think that’s insane, that’s an unbelievable claim, and I used to hear it coming out of my mouth and say it’s an unbelievable claim. But I have had people literally tell me, Pete, they say, “I thought you were crazy. Now, it’s 3:00 o’clock in the afternoon, I don’t know what to do with myself.” And it’s simply by reducing one thing. By reducing the switches that take place in your day, you reclaim that much time.

Pete Mockaitis
That is striking. Well, maybe could you share with us maybe a particular success story, that 3:00 p.m., that drive it home in terms of it being real in terms of really painting a picture for what was this person’s life and work like before, what did they start doing differently, and then what results did they see from that?

Dave Crenshaw
Yeah. Well, in that case, and I don’t have direct permission from this individual to use his name.

Pete Mockaitis
Call him Hank.

Dave Crenshaw
Okay, yeah. Hank, a real estate professional, very well-respected, successful in his industry, but just burning the candle on both ends, working long hours, feeling stressed out constantly, and that’s why he brought me in was to help him. And this was back when I did it in person. Now, my training is on LinkedIn Learning, which you’re very familiar with. But he brought me in to help him with this, and what we did is we started to look at how many different interruptions he was getting in his day, and we were saying, “Okay, which of these are absolutely necessary?” because you can’t get rid of all switches. I never make that claim and no one should ever think that that’s what I’m saying.

But what you can do is you can implement strategies to reduce the number of switches. “Which of these interruptions can wait? Rather than leaving my phone on 24/7 and setting the expectation I’m going to answer every time you call, what if I checked my messages every hour on the hour?” When we think about that, especially like in a real estate business, that reduces the number of switches by an order of magnitude. That would cut it down by 50% or more the number of interruptions that are taking place in your hour. He said, “Rather than checking email constantly,” that’s what most people do, right? Either their phone notifies them or they’re constantly hitting send and receive sitting at their desktop computer.

And if instead, if we say, “Here is a scheduled time in my day, three times in my day when I’m going to check my email,” that kind of stuff cuts down. And so, it was little strategies like that that I implemented with him that’s just stacked on top of each other and helped him realize, “Wait a minute. I can perform much more productively if I start to emphasize my ability to focus.”

Pete Mockaitis
Okay. Well, that’s exciting. So, let’s hit the word cost for me here. You say when we do a switch, we incur a cost. Tell me, what are the types of costs and just how costly is it?

Dave Crenshaw
Sure.

Pete Mockaitis
We heard about making more mistakes and taking longer. Do we have any quantifications on any of that?

Dave Crenshaw
Yeah. Well, the quantification really depends upon the individual. Some people pay less cost than others.

Pete Mockaitis
Bargain shoppers.

Dave Crenshaw
Oh, yeah, yeah. And there’s a question that often gets brought up about the statement that women can multitask and men can’t, right? And there have been studies into this. Some will say there’s no difference at all. I’ve seen some that say less. I have consulted a lot of female executives, business owners, and what I would say from my experience is that women do incur less switching cost than men do, but there’s a problem with that statement. They’re still incurring switching costs.

And what is that cost? Yeah, what is the cost? It’s the amount of time to recover; the mental recovery time. Sometimes even the physical recovery time of locating the thing that you set down and forgot where it was. There are a handful of costs that we incur every time we switch our attention. And this is a funny thing, and this shouldn’t surprise you as someone who wrote the book called The Power of Having Fun.

Occasionally, I’ll recommend that people practice learning how to focus simply by just watching a show on Netflix but doing nothing else. And as I say that statement, I know that there’s probably half your audience that feels tension at the thought of that, right?

Pete Mockaitis
No snacks, no bathroom, no…?

Dave Crenshaw
Okay, bathroom, we’ll let that go.

Pete Mockaitis
Well, you can do that before or after the show, I think.

Dave Crenshaw
Yeah, exactly. But what about not media multitasking? What about not looking at your phone while you’re doing it? What about not looking up on IMDB, “Who’s that actor that I’ve seen before, while I’m watching it?” Our brains have become so conditioned and hardwired to jump from task to task, from thought to thought, that we are creating a situation where we are perpetuating switch-tasking in everything that we do. And so, there’s that other part of it which is the amount of time that we gain but it’s also the amount of stress that we relieve when we stop behaving like we’re a CPU that’s being overclocked.

Pete Mockaitis
Okay. And so then, any sense for how many minutes that is? I heard one study, I think it was from Microsoft, that when you entertain an email interruption, it can take like 24 minutes to get back to what you were doing.

Dave Crenshaw
Yeah.

Pete Mockaitis
Is that valid or are there other stuff in that ballpark? I imagine, you said it does vary from person to person, but I would just love it if there’s anyone on the fence, we can just nail them with a number.

Dave Crenshaw
Well, yeah, I’ve seen that study from Microsoft. It’s pretty old and I see that it still gets cited. One thing to keep in mind with that study is they’re talking about software programmers. So, it’s the amount of time that a programmer took to recover, and that is extremely high for an intense task like that.

Pete Mockaitis
Yeah, you’re deep into it.

Dave Crenshaw
I can tell you, like the U of U, University of Utah, they have a great department by David Strayer where they do a lot of studies. They found that just issuing a voice command to a car while you’re driving, it can take 27 seconds to regain your attention. So, the answer to that, I wish I could give you a hard number but I can’t because it varies according to the individual and it varies according to the task that they’re performing, both the switch that occurred and the thing that they were doing before.

But I can tell you that BaseX research did a study a while back, and I still find this number to be pretty accurate, which is that the average knowledge worker loses 28% of their day due to interruptions and the recovery time associated with those interruptions. I would say that it’s probably closer to over 30% at this point just based on my field experience.

So, again, we go back to that question, if you reduce the switches, you can reclaim 40 hours every single month. That is an entire work week every single month. Where does that come from? It’s the reduction of switching costs.

Pete Mockaitis
Okay. Powerful stuff. So, then, okay, first of all, why do we do this to ourselves then? I think some people even know it’s destructive and we continue to do it. It’s almost like it feels good or we just got a curiosity that we want to scratch. What’s going on inside our brains?

Dave Crenshaw
Yeah. Well, an example of that is if you haven’t seen the documentary on The Social Dilemma, that is extremely eye-opening. And it talks about how even some of the things that we use, like the social media, are deliberately created to be compulsive and to feel that we must do them.

So, part of it is the ghost in the machine, is “What’s been created that’s doing this?” And part of it though is just human behavior. There’s a psychological concept called variable reward ratio. And it’s the same thing that drives compulsive gambling. It’s the same thing that drives people pulling the lever or pushing the button on the slot machine. And the idea is that sometimes you’re going to get a payoff and sometimes you aren’t, and that is very attractive to the human mind. We like the randomness of it and so it becomes…we want to keep pushing the button, “Am I going to get the jackpot?”

Well, what’s the equivalent in our work day? “I’m going to hit send and receive. Maybe someone is going to say yes to my proposal. Maybe I’m going to get something from a Nigerian prince that’s going to make me millions of dollars.” Whatever it is, we know that it’s not going to pay off most of the time, but the fact that it might pay off is enticing. The fact that you might see that you got a whole bunch of new subscribers to your podcast, going back to that example, right?

So, we have to start conditioning ourselves to be okay with silence, to be okay with not getting an answer. And there’s another concept that I teach elsewhere where I talk about the missing minute and restoring that minute to your day. Meaning, giving yourself just 60 seconds for nothing. I guarantee, people are going to listen to this podcast, they’re going to get done with the podcast, and they’re going to do one of two things. They’re either going to jump back to work or they’re going to click the button and go to the next thing.

Now, that’s great for you to get views but it’s not necessarily serving them as much as it could be if they just stopped, set a timer for 60 seconds, and just sat with it. Just tell the brain, “It’s okay. It’s okay that you’re doing nothing right now.” And the more that you create little pockets like that in your day, the more you start to realize, “I am in control.” And you can retake that control 60 seconds at a time.

Pete Mockaitis
That is inspiring. Well, Dave, perfect transition. I think we’ve built a real good why, so let’s really rip into the how.

Dave Crenshaw
Okay.

Pete Mockaitis
What are some of the top sort of high-impact, high-leverage practices we can engage in to help us reclaim control here? So, one of them is taking a 60-second breather to do nothing. I love it. What else?

Dave Crenshaw
Yeah. By the way, I like to think of these, I call these switch busters. I like the show MythBusters. I know it hasn’t been around. It’s not for a while.

Pete Mockaitis
Somehow it just seems up your alley. I don’t know you super well, Dave, but it just seems right when you say that.

Dave Crenshaw
Yeah. So, these are little things that you can do to reduce the number of switches in your day. No one of them alone is going to solve the problem but all of them, together, start to really build a nice big strategy for reducing switches. So, yeah, we’ve talked about that. I also mentioned about setting a schedule for when you’re going to check your email. In that case, if someone is taking six minutes, every six minutes they’re checking their email, their instant messages, even if we can cut that down to every hour on the hour, we’ve reduced the number of switches that you’re making by 60% or more. We’re making a big, big drop.

Pete Mockaitis
That’s like 70 a day, nine eliminated times eight hours. There you go.

Dave Crenshaw
There you go. Yeah, so now we just do it eight times a day. Or even better, what about three? What about the beginning, lunch, and the end of the day? What if it’s less than that? And only someone listening to this can answer that question for themselves because every industry is different. But the question you would ask yourself is, “How long can I reasonably go? What is the longest that I can go without damaging my career, without making things hard on my customers and my coworkers? What’s the longest I can go?” And whatever that is, create a schedule and start using that schedule.

And I’m going to pause for a second and teach a different principle that’s really important, which is there’s no such thing as a perfect system; there’s only the next draft. Meaning, just try something. It doesn’t have to be perfect. In fact, don’t try to make it perfect. Just try something, give it a go, and then make an adjustment after a week or two, and then tweak it again. Maybe you went to three times a day and that was not enough. So, maybe you go to four times a day or something like that. If it doesn’t work, that doesn’t mean that the principle is broken. It just means that your system needs a little bit of adjusting.

Pete Mockaitis
That’s good. And I love to get your view, right now, I’m thinking of a lawyer friend of mine. I think we talked about something like this once, and he said, “Yeah, that’s really just not an option for me to ignore the partner’s email to me, an associate, for a full day.” And so, I guess your response will be, “Well, hey, maybe it’s a half a day or a quarter of a day or an hour, but it’s something other than nonstop checking.” Any pro tips on how we can sort of help shape our environment in terms of like the people and the messaging we convey to them?

Dave Crenshaw
Yeah, so that’s another switch buster. In fact, that’s the one that I really key in on the second edition, which is having a conversation about channels. One problem that we run into in a variety of areas at work is the assumption of common sense, and we believe that everyone should have common sense, but common sense is not common. Common sense is the result of repeated life experience. The easiest example of that is it is common sense me, being an American, that cars belong on the right side of the road, right?

Pete Mockaitis
But of course.

Dave Crenshaw
But it is common sense for someone in the UK that they belong on the left. And that is simply because that’s what we’ve seen our entire life. So, then we go into the work environment, and let’s just say that we’re using something like Slack to communicate with each other. What is the shared common sense of how much time we should allow until we respond to something? What is the shared common sense of how much time we should allow for an email response? Or what about a text message?

So, you have a discussion with your team and you just list out each of the channels: text messages, email, Slack, whatever it is you’re using, phone calls. “Let’s get together, let’s have a conversation, let’s agree, how long can we wait? And what should these channels be used for? Can we say that text messages are the back channel, that they’re for emergencies only? So, we know if someone sends a text message, it needs to be done within the next several minutes. But we don’t put anything into that channel that isn’t an emergency.”

And you have a conversation about what is an emergency. A lot of the stuff that you have at work is not an emergency; it’s just an impatience-y.

Pete Mockaitis
Yeah. And your point on common sense there, it’s so compelling because people have wildly different expectations. And this comes up, I’ve facilitated a few training sessions in which we have a norms discussion around email, and it’s just wild. Some people are like, “Oh, you don’t need me to reply within an hour? Oh, wow!” And it’s just sort of lightbulbs go off. It’s like some of the easiest result I can deliver in a training, frankly, to just have that conversation.

Dave Crenshaw
And they do it themselves which is great.

Pete Mockaitis
And then, likewise, I remember back when I was single and had some dating activity going on, I remember, through a friend of a friend, someone said, “Well, Pete Mockaitis is a real jerk.” And I thought, “Uh-oh. Did I not communicate that I’m like seeing other people? I thought I made that clear.” And then apparently the reason I was a jerk was because I never replied to a text message for about four hours. And it’s like, sometimes I won’t reply to my mom’s text messages for like 12 hours because I have all my notifications off, and my phone is off to the side, and I’m in a good work groove, and that’s just sort of how I operate. But there is no common sense. It’s all just sort of the expectations you mutually agree upon with the people you interact with.

Dave Crenshaw
Right. And that illustrates, too, that it’s not just your team members. You can have those conversations with your customers. There’s nothing wrong with educating your customers, saying, “Hey, if you need to get me for a normal thing, send me an email. I’ll respond within a business day. If you have some catastrophic problem, here’s my phone number. Use it for that.”

So, you can have these negotiations, this training, whatever you want to think of it, that we all get on the same page as much as is possible. And, again, will that get rid of all switches? No. But will it greatly reduce the switches? Yes. And what it will do is it will help us move from the culture of now to the culture of when.

The culture of now says, “At work, when I have a question, I want an answer now. I’m going to knock on your door,” or at least we used to when we weren’t working from home, “I’m going to knock on your door, I’m going to send you a text message, I’m going to give you a phone call, and if you don’t answer any of those, I’m going to keep doing it until I get an answer.” This just perpetuates switch-tasking in our day.

If you move to the culture of when, you say, “I will respond to everything, and this is when I’m going to do it. This is when you can expect a response.” And that one thing alone dramatically saves time and reduces mistakes and helps everybody feel less stressed.

Pete Mockaitis
That’s awesome. Okay. Any other top tips, Dave? Lay them on us.

Dave Crenshaw
Well, we kind of danced around this and this is not going to surprise you at all. Making sure that you have clear time off, making sure that you have a time when you’re going to work and when you’re not going to work, and respecting that because that’s going to help you be more focused when it’s time to work. Like, I just came back after a nice long break, like I’d mentioned, and so I believe that my success is dependent upon the fact that I did that.

Also, though, related to the schedule is scheduling the time for your most valuable activities. If I talk to an average person, they’re going to have between 5 and 25 job descriptions, and more if they’re a business owner. And so, what I want to do is I want to look at all those different things, and say, “Which of these is most valuable? Which of these is worth the most per hour? Or which of these is the hardest to replace or will help you advance in your career the most?”

And then I want to look at the schedule, and say, “How much time are you spending in this most valuable activity? When is the time of your day, or the time of your week, when you are least likely to be interrupted, when you can be the most focused? Schedule time to work on that most valuable activity during that time. And that not only will reduce the switches but it increases your value per hour.”

And, to me, that is the holy grail of productivity, is increasing how much you’re worth per hour, not how much you make per year. If you increase your annual salary but you also increase the hours that you spend working, that wasn’t a raise.

Pete Mockaitis
Oh, yeah, I’m right with you.

Dave Crenshaw
Yeah, you’re just making more work for yourself. But if we can increase how much you make and decrease the hours that you’re working, now that’s fantastic, and that gives you the freedom to reinvest that time into whatever else you feel is worth investing that time into.

Pete Mockaitis
Amen. I totally agree with you there, but some people may say, “Hey, that might be easy for you self-employed trainer types to say,” but I just have a good friend who got a job, it’s a sales role, and it’s pretty awesome. They said right up front, “Hey, we don’t care so much like how many hours you work or which hours you work, so long as you’re hitting these particular goals of new prospect meetings occurring per month.” So, it’s like game on. Like, if he can crack the code on more compelling communications or whatnot, he can work less or, if he wants to, hey, work more to get more commission.

But it is magical because there are some thresholds, like at some point when your hourly compensation rises to one point, it’s like, “You know what, now might make sense to have me hire someone to help clean the house. It might make sense for me to hire a handy person to fix up some things.” And then it just can really snowball because you break these thresholds where outsourcing more and more makes great sense and you’re able to deploy that time to either even more wealth creation or alternative results and fun that you want to make happen in life.

Dave Crenshaw
Yes. And it doesn’t have to be limited to someone in sales or someone who runs their own business or whatever it is because everything that you just said there is one less thing that you have to think about, one less thing that you have to devote time and attention to, which means less switches. And less switches means you get things done faster with less mistakes, with less stress.

And sometimes people hear that too, and they go, “Well, okay, that’s great but I can’t hire someone to do this and that.” Okay, fine, but you do hire people. You don’t make your own hamburger, do you? Not most of the time, maybe on the weekend. You go to wherever it is. You go to Wendy’s and you hired someone to make that for you. You relieve yourself of the burden of having to think about how to put that thing together. When you hire Uber, you’re relieving yourself of the burden of having to spend time driving, which, by the way, is one of the least productive things you can possibly do.

And you can look at it and say, “How can I use technology to reduce the amount of time I’m spending doing each of these things? How can I outsource one task at a time? Could I use Fiverr? Could I use Upwork, to have one person take care of part of this so that I can focus on the thing that I do that is truly amazing and truly valuable?” The more you start to be aware of those things, the more you start to do them, the more productive you become. And, again, I’m kind of throwing some stuff out here, and maybe some thing is going to hold on.

Pete Mockaitis
Oh, I just appreciate that you do it.

Dave Crenshaw
Yeah, but I go back to that principle of the 2% increase in productivity. A 2% increase in productivity is an entire work week every single year. So, if you look at the computer you’re using, the keyboard that you have, the chair that you’re sitting in, all of those things can create switches. If I have a chair that is uncomfortable, isn’t that going to cause me to switch my attention a few times a day to go, “Man, I don’t feel good. I’m not performing well”? I just lost a whole lot of time and a whole lot of value, so it’s worth making the investment to get the best quality tools that you can get.

I’m sitting here, I’ve got a mouse in my hand that’s a gaming mouse with lots of different buttons that are assigned to macros. I just upgraded my computer to the best quality, and I like gaming quality stuff because gaming quality is built to demanding specifications. They usually perform better, so I just upgraded my computer for the year. I guarantee, that upgrade is going to yield me at least two weeks this year. It’s probably about a 4% increase in productivity. And that sounds crazy but once you start doing the math, you realize, “Wait a minute. Little things really start to add up.”

Pete Mockaitis
Dave, just because I don’t know how many of us can dork out on at this level, I’m going to join you here because I’ve talked to myself about that as well in terms of like, “Hey, my computer is pretty good. It’s 2017. I don’t feel like I’m often annoyedly waiting for stuff.” By the way, my trick was I got a super fancy SSD, a solid-state drive, and plugged it in via a Thunderbolt, or USB-C, and that’s my bootup drive which I found gave me a lot of acceleration for not a lot of dollars.

But run me through the math. So, well, one, I just love to justify buying new stuff. But so, if my computer is fine, and then I went to top of the line, how do you see that turning into extra minutes for me each day, week, and year?

Dave Crenshaw
So, let’s just start with that simple math: 2% increase. So, if you’re 52 weeks a year, 2% is one week, right? So, if I increase anything that I’m doing by 2% overall, that almost immediately adds up to one week.

Pete Mockaitis
Yeah.

Dave Crenshaw
And then we ask the question, “Well, what is my time worth? What is a week’s worth of time in terms of my career?” And everybody is going to have a different number for that. And then, not to get too crazy with the math, but I also like to use the rule of three, which says, “If I‘m going to invest a dollar in my career, in my business, I want to get three back in return.” So, I look at that week. Let’s say that one week of time is worth a $1,000, okay? I’m going to be really conservative. It’s worth a $1,000. That means I can invest $300 to increase my productivity by 2%. Makes sense?

Pete Mockaitis
Yeah.

Dave Crenshaw
Or $333. Because if I can invest $333, I’m going to get one week back, and then I’m also going to make money on top of it because of that value. And that’s being ultra conservative because, in many cases, these time gains stack from year to year. I recently did a video about this where I was teaching that concept and some of the things that I’ve done, and I’ve realized, looking back over the 20 years of my career, give or take, I’ve probably gained three to four years’ worth of time.

And that sounds crazy, but then you look back, and I go, “Wait. Did I really gain that much time? Let’s see. I’ve written five books in that time. Well, I’ve actually written six because I wrote a YA novel for fun. I’ve created 35 courses for LinkedIn Learning.” I can just start stacking out the list. “And, plus, I’m working less hours than I’ve worked in my life.” It is a real principle, and I’m making more than I’ve ever made.

So, little things, it started 20 years ago with me doing the same principle, looking at my workspace, looking what I was saying, and saying, “How can I gain some time?” And every little change has added up and made that happen.

Pete Mockaitis
That’s beautiful. And so, well, here’s where I guess the rubber meets the road. So, if we want a 2% lift in productivity, and we’re thinking about upgrading your computer, then that means, in a 480-minute, eight-hour work day, we’re going to need a fifth of that. We’ll just call it 10 minutes. You think you’re gaining 10 minutes a day from your upgraded computer?

Dave Crenshaw
I think that’s an easy question to answer. In the case of your Thunderbolt drive, didn’t you gain 10 minutes?

Pete Mockaitis
I did but I want to see if I can justify and upgrade the whole computer.

Dave Crenshaw
So, in my case, so I looked at my computer and I actually have mine…the one that I had before was a tank. It was probably coming up on four and a half years. And just for tax purposes, I came on the year, I go, “Well, I need to make an investment,” so that was an easy one to make. And I probably, just looking at benchmark scores, I probably increased the speed of my computer by 30%. Now, am I going to use that full 30% every time? No, but I’m definitely going to get 4% to 5% out of it constantly all the time.

Pete Mockaitis
Well, I guess that’s what I’m wondering. Like, to zoom in even more, it’s like I don’t often find that I’m just sitting waiting for my computer to handle something.

Dave Crenshaw
Yeah, but that’s not the problem, or that’s not the issue. The issue is, “Could you wait less? Could things happen faster than you think?” And they can. They always can. Not just for the computer but other things.

Pete Mockaitis
Are we talking about waiting for one and a half second to half a second on a page load to open? Is that kind what the building blocks here?

Dave Crenshaw
Yeah.

Pete Mockaitis
Okay.

Dave Crenshaw
Now, I sense, what I know of you, Pete, you’re an analytical guy. You want to know the numbers, and I confess that I am entrepreneurial. I do entrepreneurial math.

Pete Mockaitis
Oh, sure.

Dave Crenshaw
So, I generalize broadly but I have found that my generalizations actually turn out to be quite accurate over time. So, yeah, I’m not like sitting down and crunching the numbers on this, but I can go, “Reasonably speaking, am I getting that kind of return? Yes. And am I going to be extra conservative with that assumption? Yes.” And it usually turns out to be correct.

Pete Mockaitis
And so, you’ve noticed, like, “Hey, when I open up a program, I wait less now with my newer computer.”

Dave Crenshaw
Oh, yeah, everything. Chrome opens faster. There are things that we’ve done. Like, for instance, with video editing, because I know you do stuff with that.

Pete Mockaitis
Well, that’s huge. Amen. Yeah, if you’re video editing, you’re going to need that.

Dave Crenshaw
Yeah, I open it up, I’m spending a lot less time with that.

Pete Mockaitis
Totally. Okay, that answers that. Video editing is demanding and makes you wait.

Dave Crenshaw
But here’s another thing that you could do. So, I use a thing called Phrase Express, and there are things like this, that are phrase macros. And so, I found that I was typing the myth of multitasking over and over again. Kind of ironic, right? So, I changed it into a macro where I just type a couple of keys and it spells out the myth of multitasking. You start creating a framework of that where you’ve got 50 to 100 phrases, you just boosted your productivity by 2% to 4% quickly. And that doesn’t cost hardly anything or maybe nothing at all to implement that.

Pete Mockaitis
Dave, good, good stuff. Tell me, anything else you want to make sure to mention before we shift gears and hear about a couple of your favorite things?

Dave Crenshaw
Yes, the one thing I would say, and we haven’t really hit on this much, is the fourth effect. I’ve talked about the three effects of multitasking, or switch-tasking: things take longer, you make more mistakes, you increase your stress levels. But there’s a fourth effect, and this applies even for people who think that they’re good multitaskers, they think they can get away with it and still be productive. That’s fine. But when you switch-task on a human being, even back-task sometimes, you damage that relationship, and that’s unavoidable.

Because when you switch-task on a human being, you are communicating to them that they are less important than whatever it is you’re doing in the moment. And none of us would wake up and start our day and go down to see our spouse, and say, “Hi, honey. You’re unimportant. What are you going to do today?” Or, someone calls your business, you say, “Thanks for calling XYZ Business where you’re unimportant. How can I help you?”

We would never do that but that’s exactly what we do when we pick up our phone and we’re playing with it when our spouse is talking to us. Or, when we’re in a Zoom call and we’re kind of checking email out of the corner of our eye, we’re damaging relationships. Now, that’s negative.

The positive is when you stop doing that and you focus on human beings, you build relationships because it’s unfortunately uncommon to treat people that way now. So, you stand out when you’re someone who gives someone your full attention, and you build the relationship, you make them feel important. And there’s just hundreds of reasons why that’s a fantastic thing to do.

Pete Mockaitis
Beautiful. Thank you. Well, now could you share a favorite quote, something that you find inspiring?

Dave Crenshaw
I’ve got it hanging on my wall right here next to me. It’s, “Every time you devote time to practice, you haven’t lost. You’re always a winner.” Any guess where that came from?

Pete Mockaitis
I’m guessing it’s a sports person but I don’t know.

Dave Crenshaw
Well, it’s Bob Ross.

Pete Mockaitis
Oh, lovely.

Dave Crenshaw
So, that reminds me that I’m always learning, I’m always making mistakes, and sometimes I can get hard on myself, but I remember that every mistake is a practice. And if I’m practicing, I’m always getting better and always winning. Good old Bob Ross.

Pete Mockaitis
And how about a favorite book?

Dave Crenshaw
I’m listening to Is This Anything? with Jerry Seinfeld. I am inspired by comedians because so much of what they do is very similar to what I do as a speaker. They have to hone their craft, and so I like getting inspiration from uncommon places. So, Jerry Seinfeld is giving that to me right now.

Pete Mockaitis
And how about a favorite tool, something you use to be awesome at your job?

Dave Crenshaw
I always say that calendar is my favorite tool, but in terms of an app, I’m a fan of Evernote. I like the simplicity of it in keeping notes and staying on top of everything.

Pete Mockaitis
Okay. And, tell me, if folks want to learn more or get in touch, where would you point them?

Dave Crenshaw
Well, if they’re interested in getting The Myth of Multitasking, you go to MultitaskBook.com. That’ll take you right to the Amazon page. And then, of course, my website DaveCrenshaw.com, all sorts of free resources there for you.

Pete Mockaitis
And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Dave Crenshaw
Pay attention. Pay attention today. Think of someone that you’re going to talk to whether it’s at work or at home. Practicing at home will help you get better at work. The next person you talk to, give them 100% of your attention.

Pete Mockaitis
Dave, this has been a treat. Thank you and I wish you lots of luck in all your single-tasking adventures.

Dave Crenshaw
Thank you. It’s been a pleasure, Pete.