20. Stop Throwing Boomerangs

This week, ChatGPT and Trevor Lohrbeer dive into the concept of "boomerangs”—messages we sent out whose quick replies can distract us. We discuss how actions like sending texts or emails can cause unpredictable interruptions and share strategies to manage these effectively, including the three A’s: Acknowledge, Ask, and Answer. Join us for tips on maintaining focus and boosting productivity by controlling these disruptions.

 

On a technical note, this is the first episode I’ve recorded using the new ChatGPT desktop Mac app. In it, you’ll notice a different voice and a snappier response. How does this episode sound to you vs previous episodes?

Episode Transcript

Trevor (00:00):
Welcome to AI Meets Productivity,

(00:01):
your weekly podcast between myself,
Trevor Lohrbeer, a productivity expert,
and ChatGPT, an artificial intelligence.
This week we're going to discuss why
you should stop throwing boomerangs.
And we'll get into in a minute
exactly what that means.
But first welcome ChatGPT.

ChatGPT (00:21):
Hey, Trevor!
Thanks for the warm welcome.
I'm really excited to dive into this topic.
Let's help our listeners understand why throwing
boomerangs can mess with their productivity.

Trevor (00:32):
Can you first just explain to our
listeners what a boomerang is in this context?

ChatGPT (00:37):
Absolutely.
A boomerang in this context refers
to any action you take that sets
you up for a future interruption.
Think of sending a text,
email, or leaving a voicemail.
You might think it's just a quick task,
but it's like throwing a boomerang.
Eventually, it's going to come back,
often when you least expect it.

Trevor (00:56):
And so why are these boomerangs
so harmful for our productivity?

ChatGPT (01:00):
These boomerangs are harmful because
they create unpredictable interruptions.
You might be deep in focus, working on
something important, and then, boom, a reply
comes back and breaks your concentration.
It's like setting traps for yourself
that you don't know when will go off.

Trevor (01:17):
That's an excellent point.
And so what do we need to do?
How do we avoid throwing these boomerangs then?

ChatGPT (01:24):
The key is to be strategic about when
you send out these potential interruptions.
Wait until you have time to handle
the replies before you send messages.
Also, turn off notifications during deep
focus times to minimize distractions.
And if you really need to send something
out, let the person know you'll respond
later, or give them a specific time frame.

Trevor (01:46):
And I think this really applies
to things like texts and things where
people are used to responding immediately.
Like, if it's an email, I could send that out
and I'm not really expecting a boomerang or if a
boomerang comes back, a reply comes back quickly,
I don't need to process it immediately, if the
user's expecting me to reply quickly, correct?

ChatGPT (02:06):
Exactly, Trevor.
With emails, there's often an unspoken
understanding that responses might take
longer, but for texts and instant messages,
people expect quicker replies, which
can create those disruptive boomerangs.
So, managing expectations and
setting boundaries is crucial.

Trevor (02:25):
So, what happens if you really do need
to throw a boomerang, what are some strategies
that we can use to help manage expectations?

ChatGPT (02:33):
If you really need to throw a boomerang,
try to control how and when it comes back.
For example, let people know you're going
into focus mode and will reply later,
or leave specific times in your message
when you're available for a callback.
And always follow the three A's.
Acknowledge the request, ask about its priority,

(02:53):
and answer based on urgency and importance.

Trevor (02:57):
Yeah.
And I'll add to that.
When you ask what the priority is
also ask when an answer's needed by.
Cause oftentimes a customer or someone will
send us an email or send a request and we
assume it needs an immediate response or
response by a certain time, but it may not.
And by asking, we get to then find
out what the real priority is.

ChatGPT (03:17):
Absolutely, Trevor.
By asking when an answer is needed, you
get a clearer picture of the urgency.
It helps you manage your time
better and avoid unnecessary stress.
Plus, it sets a precedent that you
respond thoughtfully, not just quickly.

Trevor (03:32):
Finally, what happens if I have a
block of time, right before an important
meeting or important focus time where I
actually do want to go process all these
emails or try to start sending these things.
Are there any strategies I can use to do
the work without throwing the boomerangs?

ChatGPT (03:47):
Yes, Trevor, there are
a few strategies you can use.
First, you can draft your messages, but schedule
them to send later, after your focus time.
This way, you get the work done without
the immediate interruption risk.
Another option is to clearly communicate
your availability in your messages,
indicating when you'll be able to respond.

(04:07):
And lastly, if something requires a quick
response, make sure to get to a good stopping
point in your current task before diving into it.

Trevor (04:16):
And how do things like time-blocking
help with throwing and catching boomerangs?

ChatGPT (04:22):
Time blocking is a powerful tool.
Organized by allocating specific times for
communication tasks, you can handle all
your emails and messages in dedicated slots.
This means you're not constantly
interrupted during deep work periods.
It helps you stay focused and manage your
time efficiently, knowing you'll address those

(04:43):
boomerangs during your set communication blocks.

Trevor (04:47):
Okay.
Great.
I think that really covers the topic of why you
should avoid throwing boomerangs and how to do it.
Any final thoughts before we
say goodbye to our listeners?

ChatGPT (04:56):
Just remember, controlling
your boomerangs is all about managing
interruptions and staying focused.
Be strategic with your communication, and you'll
find it much easier to maintain your productivity.
Thanks for listening everyone, and
keep those boomerangs in check.

Trevor (05:14):
Thank you everyone for another episode of
AI Meets Productivity, a weekly podcast between
myself and ChatGPT, an artificial intelligence.
You can find us on Spotify, Apple Podcasts,
Podbean or wherever you listen to your podcasts.
You can also go to aimeetsproductivity.podbean.com
to find all the episodes.

(05:37):
For those who are interested in the
technology behind recording this
episode, you may have noticed that this
episode sounded a little bit different.
That's because I'm now using the ChatGPT
desktop application and the voice mode within
that application to record this episode.
So no longer are we using the phone or
using this custom application I built.

(05:57):
We're now using the desktop application.
We're also using the ChatGPT 4o model, which
now has snappier results and the delays
between talking and responding are already
a lot faster, even though we haven't
actually gotten the new real-time voice
mode that will be coming out in a few weeks.

(06:17):
So hope you enjoyed this episode
and talk to you next week.