Mastering Flow State

A Quick Guide for a Productive Workday

Achieving flow state, often referred to as being "in the zone," is crucial for high productivity and job satisfaction. Beyond fulfilling my duties to my family and dependents, entering flow state is my purest and most intrinsic motivation to work. It's what drives my compulsion to create and allows me to produce my best work. Let me share how you can enter and maintain flow state for a productive 1 to 2-hour sprint and how to structure your workday around these sprints.

Entering Flow State

Set Clear Goals: My approach to setting goals starts with reviewing my task list. I gather a combination of my most urgent, impactful, or longest-pending tasks that I estimate will take about 2 hours. This clarity in objectives is essential as it directs my focus and energy. Knowing exactly what I aim to achieve within the sprint helps me stay on track and reduces the likelihood of getting sidetracked.

Eliminate Distractions: Modern life is full of interruptions, so minimizing them is key. I turn off notifications from chat, email, text, and phone. I also prepare by having a water bottle with room temperature water at my desk. For auditory focus, I listen to music with no lyrics but a discernible beat at 70-90 BPM. If you want to get fancy and have a device to monitor your heart rate, choose music that matches or slightly exceeds your current heart rate. I set my headphones to noise-canceling mode and start my stopwatch. This setup creates an optimal environment for deep work.

Pre-Work Ritual: Before diving into work, I have a pre-work ritual that sets the tone for the day. I walk my dog, have a cup of coffee and water, and do some brief stretching. During the walk, I mentally review the previous workday backwards until I reach my dog walk from the day before. This backward reflection helps me identify what needs to be accomplished and sets clear objectives for the new day. This ritual not only prepares me physically but also mentally aligns me for focused work.

Task Selection: Selecting tasks for my sprints involves a strategic approach. I often pick the boring tasks for the first sprint, which creates a sense of urgency for the more challenging tasks in the second sprint. This trick helps me tackle both types of tasks effectively. The relief from postponing the hard task combined with the urgency to complete the boring tasks makes my brain think, "This isn't that bad, at least I'm not doing the very hard thing." For the second sprint, I choose the task I’m most anxious about, ensuring I address both urgent and less engaging work.

Balancing Task Difficulty: To avoid boredom or anxiety, I use two strategies. For tasks that give me anxiety, I sometimes ask my boss for a deadline, even if it's arbitrary. The external authority can push me through the discomfort. Alternatively, I break the task into tiny subtasks and set my goal to complete just one or two. This often reduces my anxiety, allowing me to make significant progress. This way, I can balance the difficulty of tasks to maintain a productive flow state.

Maintaining Flow State

Refocusing Techniques: Despite best efforts, interruptions happen. When I get interrupted or start to lose focus, I switch to a task I find enjoyable to re-engage my attention. Having an enjoyable task on my list serves as a mental reset, helping me regain my flow quickly.

Staying Hydrated and Energized: Hydration is crucial for maintaining energy levels. I keep a water bottle of room temperature water by my desk and make it a point to drink as I enter and exit work sessions. Admittedly, I often forget to drink during the session itself, but these hydration breaks bookend my focused work.

Background Music: Music plays a significant role in maintaining my flow. I use playlists on Spotify with music at 70-90 BPM, which helps maintain my focus without distracting lyrics. This rhythmic background helps keep my mind engaged without pulling my attention away from the task at hand.

Taking Breaks: I take a 5-minute break each hour, relying on my Apple Watch and Oura Ring to remind me to get up. During these breaks, I take a short walk and do 1-2 minutes of stretching. These breaks help refresh my mind and body, making it easier to return to a state of flow.

Structuring Your Workday

Morning Routine: My day begins with family and household duties. Once those are handled, I isolate myself with noise-canceling headphones. After a short 1-minute meditation, I check my emails for 30 minutes to see if any new information affects my tasks. This preparation helps me enter my first flow sprint with a clear mind.

Mid-Morning Breaks: After my first sprint, I take another 30 minutes to handle messages and see if they impact the next set of tasks. This break is crucial for managing necessary interruptions and adjusting my priorities if needed.

Second Sprint: The second sprint of the day is driven by the same criteria as the first: longest pending, most urgent, or most challenging tasks. By this time, I'm usually well into my productivity groove, making it easier to tackle more complex tasks.

Lunch Break: For my lunch break, I have lunch with my family and help my 18-month-old get physical activity, either at our building's playground or with our dog at the dog park. This break is a complete departure from work, allowing me to recharge fully.

Afternoon Sessions: Afternoon sessions often address tasks that came up in the first half of the day. I follow the same criteria for task selection: oldest, most urgent, or most challenging tasks. This consistency helps maintain a structured approach to my work.

Afternoon Breaks: I use my afternoon breaks for walking my dog, stretching, and doing physical therapy exercises for my old ankle injury. These activities keep me physically active and mentally refreshed.

Final Sprint and Planning: My final sprint often involves passion projects if the day hasn't been too hectic. Otherwise, I focus on urgent tasks. Wrapping up the day with something I enjoy or need to complete gives a sense of accomplishment. I then review the day's accomplishments and set goals for the next day.

Structuring my workday into flow sprints has transformed my productivity and work satisfaction. Before discovering this pattern in my mid to late 20s, I struggled with maintaining a high volume of thought work. Founding Casekey and managing a significant workload forced me to refine this approach. While I initially used Adderall to manage my ADD symptoms, I found this strategy unsustainable and unhealthy. Adopting a structured approach to flow has been a game-changer, allowing me to work effectively and maintain my well-being.

Flow state isn’t just about getting work done; it's about finding a rhythm that makes work enjoyable and fulfilling. By breaking your day into focused sprints and allowing time for necessary interruptions, you can achieve a balanced and productive workday. Try incorporating these strategies into your routine and see how it transforms your work experience. Happy sprinting!