Category Archives: Positive

The Tool Is Right There: Why We Still Don’t Use AI When We Should

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You just finished a document. It looks good. You’re confident in it. You send it to a colleague for review, and they come back with a question: “Did you have Claude look at this for spelling, grammar, and punctuation? Did you ask it if you missed anything important?”

And you stop. Because the answer is no. You didn’t. Not because you don’t know how to use Claude, you use it constantly, dozens of times a day. But in that particular moment, with that particular task, you defaulted to the way you’ve always done it: send it to a human.

This isn’t a failure of knowledge. It’s a failure of habit.

It’s Not Just Work

The habit gap doesn’t stop at the office. Consider this: your HVAC system is acting up. You don’t know the model number, you’re not sure what’s wrong, and your instinct is to call someone, a repair person, a handy friend, anyone who might know. But you could take a photo of the unit, describe the symptoms to an AI, and in two minutes have the model identified, a probable cause, and a step-by-step fix. The knowledge was always accessible. The instinct to reach for it wasn’t there yet.

This is the same gap, just in a different room.

The Slack Problem

Software engineers know this pattern well. A developer hits a bug. They have access to documentation, AI coding assistants, and a dozen diagnostic tools that could help them trace the issue in minutes. Instead, they stop what they’re doing and post in Slack: “Hey, has anyone seen this before?”

There’s nothing wrong with asking teammates for help. Collaboration is valuable. But when the reach-for-Slack reflex kicks in before reaching for the available tools, something else is happening. It’s not about capability, it’s about comfort. Old workflows have gravity. They worked before, they feel safe, and they require no new thinking about how to work.

AI tools are disrupting that gravity, but slowly, because the habits underneath it were built over years, sometimes decades.

Why Habits Beat Tools

Behavioral science gives us a useful frame here. Habits are formed through repetition and reinforcement. The more times you’ve sent a draft to a colleague and gotten good feedback, the more your brain encodes that as the way you do this. A new tool, no matter how powerful, sits outside that loop until it gets pulled in deliberately.

The irony is that people who are already heavy AI users, who use Claude or similar tools constantly throughout their day, still hit this wall. The tool isn’t unfamiliar. The use case just hasn’t been wired into that specific workflow yet.

This is the core challenge for both individuals and organizations: it’s not about access, and it’s not about training. It’s about integration at the moment of decision.

What Companies and Individuals Can Do

1. Map Your Existing Workflows Before Adding AI

Most AI adoption efforts start with the tool. They should start with the workflow. Before asking “where can AI help?”, ask: “What are the steps I take every time I do this task?” Writing a document, debugging code, preparing for a meeting, each of these has an existing sequence. AI needs to be inserted into that sequence at a specific, natural point. Without that mapping, adoption stays abstract.

2. Identify the “Last Step Before Handoff” Moments

One of the highest-leverage places to insert AI is the moment just before something moves to another person. Before sending a document for human review, run it through AI first. Before escalating a bug to a teammate, describe it to an AI assistant. Before a meeting with a client, ask AI to surface what you might have missed in your prep. These “pre-handoff” checkpoints create a natural forcing function without adding friction to the workflow.

3. Make It a Team Norm, Not an Individual Choice

Individual habit change is hard. Team norms are more durable. When a team agrees — explicitly, that AI review is a standard step before peer review, it removes the ambiguity. Nobody has to decide in the moment whether to do it. It’s just part of the process, like spell-check used to become part of the process. Leaders and managers play a key role here: modeling the behavior matters as much as mandating it.

4. Start With Low-Stakes, High-Frequency Tasks

The fastest way to rewire a habit is through repetition in low-pressure situations. Identify tasks that happen often and carry little risk, drafting a short email, checking a meeting agenda, summarizing notes. Use AI consistently there first. Once the behavior is habitual in low-stakes contexts, it begins to transfer to higher-stakes ones.

5. Reframe What “Using AI” Means

There’s a lingering cultural discomfort around AI assistance that goes unspoken in many organizations. Some people feel it implies they couldn’t do the work themselves. Others worry it will be perceived that way by colleagues. This framing needs to be addressed directly. Using AI to check your work before sending it to a human reviewer isn’t a shortcut, it’s professionalism. It’s the same logic as proofreading your own writing before asking someone else to read it. The goal isn’t to replace the human in the loop. It’s to show up better prepared when you get there.

The Micro-Task Blind Spot

There’s another layer to this that rarely gets talked about: people have a mental threshold for when AI “counts” as the right tool.

Big, clear problem? Use AI. Researching a topic, drafting a long document, writing code from scratch, those feel like legitimate AI use cases. But a small snag? A moment of being stuck? A quick question you can’t quite answer? Those don’t feel big enough to warrant opening a new conversation and typing out a prompt.

That threshold is costing people hours they don’t realize they’re losing.

The real power of an AI assistant isn’t in the large, deliberate tasks. It’s in the one or two sentence moments. “I can’t remember the syntax for this.” “What’s the word I’m looking for here?” “Does this paragraph make sense?” “Why would this error occur?” These aren’t projects , they’re micro-frictions. Small points of resistance that slow you down, pull your attention sideways, or send you down a rabbit hole.

The shift isn’t learning to use AI for big things. Most people are already doing that. The shift is learning to use it the way you’d tap a knowledgeable friend on the shoulder, casually, quickly, for the small stuff too. One sentence in, one sentence out, and you’re moving again.

The Real Opportunity

The document example at the start of this piece isn’t about a missed spell-check. It’s about a missed pattern. If AI was consulted before that document went to human review, the reviewer’s time could have been spent on higher-order feedback, strategic gaps, audience fit, structural decisions, rather than catching what a machine could have caught in seconds.

That’s the real efficiency gain. Not replacing human judgment, but reserving it for the things that actually require it.

The tool is already there. The next step is making its use instinctive.

Beat Procrastination: A Sequential Approach To Start A Task

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Starting a new project, like writing a report, can feel overwhelming – so much so that it often leads to procrastination. To tackle this, here’s a four-step method designed to build momentum and make it easier to break through that initial inertia:

Step 1: Initiate Momentum Example: If you’re staring at a blank page, dreading your report, create an immediate signal for action. Say to yourself, “Let’s begin,” and follow it by a small, preparatory task like opening a new document or typing the project title. This shifts your state from inaction to readiness.

Step 2: Materialize Your Intent Example: Now that you’ve started, the next step is to make your goal concrete. Start by jotting down anything relevant to the report – the title, a few headings, or some initial research points. This step builds upon step 1; you couldn’t write anything without being in that ‘ready’ mindset.

Step 3: Simplify and Strategize Example: With a basic outline in place, you can strategically break down your report. Sections might include Introduction, Methodology, Results, etc. Further subdivide those as needed (e.g., list data sources under Methodology). This transforms the large task into smaller, achievable chunks, made possible by the momentum built in steps 1 and 2.

Step 4: Cultivate Consistency Example: Regularly use this approach for different writing tasks, whether short emails or large projects. Soon, the process of initiating momentum, outlining ideas, and breaking down the task will feel automatic. This consistency relies on successfully integrating the first three steps into your work habits.

Conclusion This sequential approach helps you progressively start any writing project. Each step relies on the last, making the process of beginning easier and less stressful over time. With practice, this method transforms the challenge of starting into a smooth, routine part of your writing process.

Please note that if you purchase from clicking on a link, it may result in my getting a tiny bit of that sale to help keep this site going. If you enjoy my work, perhaps you would consider donating to my daily cup of coffee, thank you.

Coffee Out, Cat Naps In: Upgrade Your Workday Productivity

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In the hustle and bustle of the modern workplace, where productivity often seems tied to the number of hours spent in front of a computer screen, there lies a counterintuitive path to boosting efficiency and focus: the power of the cat nap. 

The tradition of napping has been practiced by some of history’s most influential figures, attesting to its timeless appeal. Winston Churchill, for example, was a staunch advocate for his afternoon naps, which he deemed essential for maintaining his wartime productivity and vigilance. Leonardo da Vinci’s polyphasic sleep cycle included multiple naps to stimulate his creativity and break up his workday. Even Thomas Edison, known for his tireless work ethic, often indulged in brief naps to rejuvenate his inventive spirit.

Cat naps, known under various aliases such as power naps, micro naps, or mini naps, are short sleeps that don’t exceed half an hour but are potent enough to recharge your energy levels, improve mood, alertness, and performance. Keeping these naps to a short time are especially effective because they prevent you from entering deeper sleep phases, which could leave you feeling groggy upon waking.

The logic behind cat napping is reported to have multiple benefits. From enhancing cognitive functions and increasing memory retention to improving cognitive skills and creative problem-solving, many individuals and research results claim the advantages of a brief nap are far-reaching. Cat naps can also help mitigate the effects of sleep deprivation, sharpening alertness and job performance in a way that no amount of coffee can match. This practice isn’t merely about shutting your eyes for a quick break; it’s a strategic move to enhance one’s mental and physical well-being.

To seamlessly incorporate cat napping into your workday, it’s advisable to communicate your unavailability by setting a “BRB” status on communication tools like Slack. This simple act not only signals respect for your colleagues’ time but also safeguards your brief period of rest from interruptions.

The art of cat napping does come with its own set of guidelines. Keeping the nap short, ideally between 10 to 30 minutes, helps avoid sleep inertia, while timing your nap early in the afternoon ensures it doesn’t interfere with your nighttime sleep. While naps are incredibly beneficial, they’re not meant to compensate for inadequate nighttime sleep. Furthermore, for those experiencing insomnia, napping could potentially worsen nighttime sleep disturbances.

Cat napping isn’t a modern-day luxury but as a vital, age-old practice that has been embraced by some of the greatest minds in history. By approaching it with intention—acknowledging the need for rest and setting boundaries through communication tools—you can integrate this beneficial habit into your daily routine. The goal of cat napping is not to sleep away the workday but to strategically enhance the hours you spend awake. Getting away from the desk and taking a deliberate cat nap could very well elevate your productivity and well-being to new heights.

[After I posted this, several people pinged me “where’s your research, I heard that was just an old line of thinking”. So, I asked Perplexity, which is really good at research and linking to sources, they say]

Please note that if you purchase from clicking on a link, it may result in my getting a tiny bit of that sale to help keep this site going. If you enjoy my work, perhaps you would consider donating to my daily cup of coffee, thank you.

WFH Help Needs to be Done Right: Less Answers, More Support

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The shift to a work-from-home (WFH) culture has intricately changed the fabric of workplace interactions and communications, presenting unique challenges in how we express gratitude, engage in deep conversations, and offer help to our colleagues. Many folks in the tech industry enjoy the less distractions and zero travel time. I have been thinking about where we might need to pay attention to the human experience impact that is getting missed.

Expressing gratitude in a remote setting has become less straightforward due to the limited non-verbal cues and the over-reliance on digital communication. Without the physical presence that allows for a warm handshake or a genuine smile, messages of thanks can sometimes feel impersonal or get drowned out in the flood of emails and messages, making it harder to convey genuine appreciation.

Similarly, engaging in deep conversations has become more challenging. The spontaneous, casual interactions that naturally occur in an office environment and often lead to more meaningful discussions are rare in a remote setting. This, combined with the fatigue from constant video calls, makes individuals less inclined to engage in lengthy conversations, preferring instead to keep interactions succinct and task-focused.

When it comes to providing help, the dynamics significantly shift in a WFH environment. In an office, the ease of physically walking over to someone’s desk to offer a bit of assistance or a listening ear fosters a culture where support can be easily provided without necessarily taking over the problem-solving process. This kind of empathetic help is nuanced, aiming more to empower the colleague rather than to deliver a comprehensive solution on their behalf. It acknowledges the value of solidarity and the importance of allowing space for colleagues to navigate through challenges with guidance rather than direct intervention.

However, in a remote context, the absence of physical cues and direct observation can lead to overcompensating in attempts to support colleagues. This can manifest as providing detailed solutions rather than the partial help or empathetic support that might actually be more beneficial. The digital medium, with its demand for clarity and brevity, can sometimes prioritize efficiency over empathy, pushing individuals towards offering solutions rather than simply expressing support.

These challenges underscore the importance of adapting our communication styles and methods to maintain the human connection and supportiveness that characterize effective teamwork, even in a remote setting. Cultivating an environment that encourages clear, empathetic communication and acknowledges the nuances of remote collaboration can help mitigate these challenges, ensuring that the essence of teamwork remains strong, even when we’re apart.

Please note that if you purchase from clicking on a link, it may result in my getting a tiny bit of that sale to help keep this site going. If you enjoy my work, perhaps you would consider donating to my daily cup of coffee, thank you.

From Haste to Harmony: Reflecting on Life’s Chosen Paths

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Today, The Photographic Eye released a new YouTube video where Alex delves into the evolution of habits in skill development. The video, titled “5 Skills That Give New Photographers An Edge“, highlights how, after some time in photography, there can be two outcomes: photos might begin to look formulaic, or photographers may overanalyze each shot. The simple act of seeing and capturing is transformed into a detailed scrutiny of angles and configurations. While taking fewer but more meticulously planned shots might lead to more gallery inclusions, it raises the question: is photography becoming more of a chore than a joy?

Expanding beyond the scope of Alex’s discussion about novice photographers, when watching the video, reflect on other areas of your life. Maybe you’ll realize that relying on prior experiences to shape your plans has shifted your pleasure in certain activities. Personally, planning helps me to be present in the moment, as it alleviates the worry about what’s next. By merely following a plan and being open to change and spontaneity, it can ease anxieties. Sometimes, taking a relaxed approach, like a spontaneous trip to the park, can minimize stress and prevent missed moments that later become cherished memories.

Does Etsy create anxiety with the new email response rules?

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In recent times, the online marketplace, Etsy, introduced a new email response policy that mandates sellers to reply to customer inquiries within a 24-hour timeframe, failing which they may face penalties. This move has stirred a blend of anxiety and confusion among the online selling community, predominantly small business owners, who are now entangled in a web of questions surrounding the practicality and implications of such a stringent rule.

The crux of the matter lies in the balance between maintaining active engagement with customers and managing the other operational aspects of running a small business. The 24-hour response requirement seems to skew this balance, compelling sellers to prioritize communication over other equally important tasks. This has led to a ripple effect where sellers are now questioning the amount of time and resources they should allocate to the marketplace vis-a-vis other business activities.

Many small business owners on Etsy wear multiple hats, juggling between production, marketing, and customer service. The new email response rule can potentially stretch their already thin resources, making it a challenge to adhere to the stipulated response time, especially during peak business hours or during personal emergencies. The ripple of anxiety transcends to feelings of inadequacy and guilt, as sellers might feel they are falling short in providing prompt customer service, which is a cornerstone of building a loyal customer base.

Moreover, the lack of clarity on the penalties and how they are imposed adds to the growing unease. Sellers are left in the dark about the extent to which non-compliance could affect their standing on the platform, which in turn could impact their sales and overall business health.

There is a growing chorus among the Etsy community for a review of this policy. Advocates for change suggest that a more lenient and flexible response time could be a solution. Additionally, providing sellers with extra support and guidance on how to efficiently manage customer communications without compromising other business operations is seen as a step in the right direction.

Furthermore, some suggest that Etsy could implement a system where response time expectations are adjusted based on the size and capacity of the seller’s business. This nuanced approach could alleviate the pressures faced by small business owners, making the marketplace a more conducive environment for sellers of all sizes.

Etsy’s initiative to enhance customer-seller interaction is laudable, however, a one-size-fits-all approach may not cater to the diverse seller base on the platform. A re-evaluation of the policy, taking into consideration the feedback from the selling community, could lead to a more balanced and fair communication protocol, fostering a healthier interaction between buyers and sellers, and potentially contributing to the overall success and growth of individual businesses and the Etsy marketplace as a whole.

Text to audio for handsfree ‘reading’.

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Let’s kick things off with a positive.

Popular Science posted a article “How to convert text articles into audio (and why you might want to)“. It is a nice article covering different ways of listening to text content on your mobile device. Offering options for built in options as well as 3rd party apps.

I’m a fan of listening to books, and web sites on my iPhone on my walks so the title had my interest. I’m happy to see the content matched up to the title promise.