Everyone has dreams about what they want to do in the future. Write a novel, learn a new language or make a trip around the world. Yet it can be hard to motivate yourself to work on realizing these dreams on a consistent basis. How can we align our daily activities with our long term goals? I address this question with a three part series on goals. In this second part we look at one of the key challenges for mid- to long term projects: motivation.

During my teenage years I worked in a bakery during weekends. This required getting up early and performing physically intensive work. After a while I did many of the tasks on autopilot. However, there was little to look forward to, other than doing the same things again next week. After a day’s work I always went home exhausted: physically and mentally. While the people I worked with were friendly, I had some income and I felt I was doing something useful, the job did not intrinsically motivate me. It had low value for me. Hence, it did not take long for me to quit and move on to other things.

Making dinner, going to the toilet or taking a nap. All of these things come naturally as your body generally tells you when to do so with hard to ignore signals. However, for higher level goals these signals do not exists, except perhaps a gnawing sense of unease. Hence the need to learn to motivate yourself to actively move towards those goals. In order for this to work you need to adopt a motivation system that applies specifically to you. The key is finding out what drives you and aligning that with your goals. Consider that while my work in the bakery aligned with the goal of getting income, it did not align well with my preference for learning.

Drive

What drives us? Throughout history simple reward and punishment systems have been used to ‘motivate’ people. In many societies, wealth and status form the main scales on which these extrinsic rewards and punishments are applied. If you perform well at work you get a raise: a reward. However, if you do not, your salary remains the same: punishment. This ‘carrot and stick’ approach may work to a degree for some specific tasks, but it seems rather primitive. At best it can get people to comply, at worst it produces bitterness and resentment. It may win their minds, but definitely not their hearts. Can we do better?

An alternative is thinking of motivation as something intrinsic. The three main ingredients of intrinsic motivation: autonomy, mastery and purpose. Firstly, autonomy: self-directed people perform better. Think back to when you were told to do something versus when you were given a goal combined with the freedom to find your own way to achieve it. That second approach likely felt better. Secondly, the path to mastery: sharpening your skills, learning new things and eventually mastering something. The most recent skill you mastered may have taken a lot of effort, but when you finally did, you likely felt a lot of satisfaction too. Finally: a higher level purpose. This should be something that extends beyond yourself and your own interests. Remember the last time you did something for someone else, or for a higher cause, and how that made you feel? Doing something you believe in is very powerful.

As an example: say that you want to learn an instrument. You need autonomy. So, first you dabble in it, then you take regular lessons with a teacher that clicks with your learning style and gives you the opportunity to bring your own selected music. You improve as you put in regular time, the constant feedback loop with your teacher helps you progress towards mastery.  Finally, you may want to play that special song for your family or friends, or even play in public to brighten other people’s day: a higher-level purpose.

Procrastination

Even with the right drive, it can be hard to stay focused on our goals. We want to do other things as well, and rightly so. Leisure time, which can involve all kinds of different activities, is no less important than working towards goals. However, many people do not consciously make a choice for leisure time, instead their attention drifts away from something they really did want to work on. This guilt-ridden dark zone is the worst place to spend any time. It is not really leisure time at all, it is putting other things off: it is procrastination. This is more or less the opposite of motivation, but the cause and solution is more complex than one might think at first. Let us dive deeper into the causes of procrastination.

Delay

Think back to your childhood. You sit in a room in front of a large white table on a small yellow chair. On that chair is the only thing in the room with you: a sweet pink marshmallow. If you manage not to touch that marshmallow for the next fifteen minutes you will be greatly rewarded with: two marshmallows. What do you do?

This experiment was done with children in the late sixties and has been repeated many times since. The objective: to find out a person’s capacity for delayed gratification. Some children found very creative ways to tackle this problem. For example: taking the marshmallow, scooping out the inside with one finger, and putting it back as if nothing had happened. Nevertheless, a key finding was that the children that managed to delay their gratification were more successful later in life. They had better test scores, better jobs and better health.

You can train your ability to delay gratification. However, at the heart of beating procrastination is aligning rewards with your current ability to cope with delayed gratification. If you require frequent rewards: divide tasks into chunks small enough to get those frequent rewards. If you can deal with less frequent rewards you will likely be able to handle larger chunks.

Expectations

If you ever applied for a job, you know how hard it can be. Applying to dozens of jobs, only to be rejected. The first time they found someone better suited, the second time you were just too late, the third time they did not even bother to give a reason for the rejection. The more applications you sent in, the lower you believed your chances were. You might have ended up being downright pessimistic. Expecting nothing in return for the effort you put in. This downwards spiral is one of the reasons people procrastinate: low expectations.

Low expectations means believing that you no longer expect any effort on your part will lead to success. The trick here is to change what success is: the reward. Our natural tendency would be to say the reward is getting that job you want. However, this reward is very unpredictable and for a large part also beyond our own control. It does not make much sense to criticize yourself for something that you do not control, does it? In this example the reward should shift to the investment of effort and time. Each letter you send is a success, or even better: each minute put into the job hunt is a success. Instead of your rewarded feeling depending on something beyond your control, now the reward is tied to something that is within your control.

When your expectations are low: divide the task into small chunks of time and actually reward yourself for completing each chunk. Rewards are personal and should be tailored to you, something you enjoy: playing a video game, going outside for a walk or calling a friend for a chat. Rewarding yourself consistently for any effort you put in gets you into a positive feedback spiral, which lifts you out of your low expectations.

Value

You really needed to work on that project proposal. However, since you did not like working on it, you instead ended up surfing the web until it was late at night. You felt bad about it, but had no choice but to go to sleep. The next day you repeated the same routine, until the day came when the deadline was tomorrow and you had to clear your schedule and work on it all day long, to deliver only a mediocre end result. This is a second reason people procrastinate: low value.

When a task is of low value, you do not like the activity itself. We all put off what we dislike. For this case rewards can also help. However, as a first action you should increase the task’s value. One way would be to make it more meaningful for yourself: perhaps the project proposal can be aligned with a personal goal that you feel passionate about. If writing the proposal is too easy: make it harder, and if it is too hard: make it easier. For accountability: tell a friend that you are working on it, and by when you will have completed it to create some peer pressure.

When the value of a task is low, align it with something you feel passionate about, adjust the difficulty so it is challenging but doable and use external accountability. This will make the task more intrinsically rewarding, increasing its value.

Impulsiveness

You decided to book a tour through a foreign country. Since you like to be on top of things you booked your flight six months in advance. Plenty of things still needed to be arranged, like a plan for the tour itself, places to stay and tickets to major attractions. However, you would get to that later, or so you thought. As your holiday approached, work, social media and other responsibilities distracted you. You kept putting off finalizing your holiday plans. Weeks later, as you packed your bags you realized there was no plan. Arriving at the airport you had to pay an extra fee for your checked luggage, finding a half decent hotel room took hours, and all the major sights you wanted to see were fully booked for the duration of your stay. This is the final main way in which people procrastinate: impulsiveness.

Impulsiveness is the process of being continually distracted by ‘other’ things. The problem is that these other things are either things that you do not initiate: the doorbell rings, your phone beeps or someone steps into your office; or they are unconscious consumption-based habits: checking your e-mail, reading social media or watching news. The more you are interrupted or fall back to unproductive habits, the less likely you are to get into a flow state that helps you move towards your goals.

To curtail impulsiveness one obvious way is to eliminate the distraction. You can disable your door alarm, turn of your telephone or go out of office to a place where you can not be disturbed. Disabling notifications for e-mail, social media and news can help a great deal. If you are still tempted: indulge, but set a timer for five to fifteen minutes tops, then get back to your task.

Conclusion

To help you reach your goals it is essential to stay motivated. Motivated, that is, to work consistently towards your goal. For this you will need to set up a motivation system that is tailored to you. It should provide a high degree of freedom on how to approach the next step towards your goal, a sense of increasing accomplishment as you take each step and ideally a higher-level purpose. As goals differ widely, so do systems: each goal may require its own specific system.

Even with systems in place, there will be the tendency to procrastinate for various reasons: you do not think you can do it (low expectations), you do not have the patience to wait for the reward (low delay tolerance), you do not like the task (low value) or you get distracted (impulsiveness). Keep your expectations positive by rewarding yourself for putting in effort that is under your control. Divide your tasks into chunks of time that are small enough to align well with the reward frequency that best fits your current ability to delay gratification. Increase the value of the task by making it challenging enough for your current capability, making it about something you care about and letting others know you are committed to it. Finally, decrease your impulsiveness by eliminating distractions and indulging into temptations only for a short time.

Everyone struggles with motivation. Setting up a reward system helps you move towards the next step. Noticing that you are procrastinating and consistently dealing with it helps you stay on course to reach your goals. Consciously choosing when to engage in leisure activities will make you actually enjoy them. With some forethought, everyone, including you, can stay motivated.

Sources:

1. Pink, D. H. (2009) Drive: The Surprising Truth About What Motivates Us.
2. Steel, P. (2010) The Procrastination Equation
3. Vermeer, A. (2012) Get Motivated
4. Muehlhauser, L. (2011) How to Beat Procrastination
5. Clear, J. (2014) Delayed Gratification

Everyone has dreams about what they want to do in the future. Write a novel, learn a new language or make a trip around the world. Yet somehow the things we do day-to-day are strangely at odds with these dreams. We seem to do many other things, but we never really get to those things we say we really care about. We run faster and faster, but stay more and more in the same place. How can we turn this around? How can we align our daily activities with our long term goals? I address this question with a three part series on goals. In this first part we look at the foundation for achieving goals: beliefs.

Everything starts with the beliefs that you hold about what you can and cannot do. I once met a highly skilled telecommunications engineer. We both attended a presentation seminar and were very impressed by the speakers there. He was especially in awe of the way they told their stories. He told me that he did not have any stories to tell, and even if he had, he would not know how to deliver them to an audience in a captivating way. The more he talked about not being able to do this, the more concerned I grew. Despite having mastered complex signal processing mathematics, he seemed to be unable to grasp the fact that presentation skills too can be split into manageable chunks that can be learned. After convincing him that he could indeed learn these skills, he went on to give some great presentations. Indeed, they were as good as those we saw that very day. Simply changing his belief also changed his behavior and the resulting real world outcome.

Changing a belief is not easy to do, as these run deeply into insecurities about ourselves and our own identity. We often adopt the beliefs we are exposed to during our upbringing, which tends to be a mixed bag for most. Nevertheless, several beliefs are helpful to adopt right now.

1. Start from and with what you have

If you marvel at people with beneficial traits: those good at sports because of their physical features, those proficient at learning because of their intelligence, those skilled at arts because of their creativity, do so because of their accomplishments. That is: how they – learned to – play their cards, not because of what they ‘are’: the cards they were dealt. Talent in the conventional sense is a myth. High performance is the result of practice. A good way to think of this is that you can achieve anything anyone else can, even if your journey may be longer or shorter. It may also include sacrifices you are not willing to make. Factoring this in is fine: working towards goals based on the cards you have is a good thing, making excuses for not working towards goals because of the cards you do not have is not. Instead of thinking in terms of limitations, think in terms of your possibilities.

2. Compare yourself only with your past self

A common habit we fall victim to is comparing our own performance to others, be it our family, friends or accomplished professionals. However, in doing so we usually look at the current skills of the person we are comparing ourselves to, disregarding the journey they needed to get there. A better approach is comparing your own performance now to your own performance in the past. If you have put in effort and are seeing progress: you are on the right track, and in the end: that really is all that matters. That said, while comparing is harmful to progress, being inspired by someone can be a powerful motivator. So, draw inspiration from others, but avoid making comparisons.

3. Foster a strong sense of curiosity

The Internet contains an almost infinite source of materials and methods to learn virtually anything. Given this it is a bit surprising that not everyone is continuously trying to actively learn new things. Curiosity is a good motivation for learning. However, it turns out that the feelings of insecurity, that each of us have, interfere with this. Feeling inadequate stops curiosity dead in its tracks. Children learn quickly because they are less afraid, less worried about failing, and still have this innate curiosity that everyone is born with. Dampening your insecurity and fostering your own curiosity is paramount.

4. Accept the fact that you really can develop yourself

In the past, people used to work in the same job, at the same place, performing the same tasks for many years. The dominant mindset was that you learned at school, and then put your skills to use at work. That is all there was. Scientists found that people’s improvement tapered off and plateaued, and reasoned that this indicated some sort of learning limit. However, this has since been found to be incorrect. Everyone can improve by refining and growing skills, but it requires conscious effort to do so. The rate and direction of growth are under your control. It may take a nudge, like for the telecommunications engineer mentioned previously. However, once you see the possibilities, you can develop yourself far beyond any current beliefs that may hold you back.

5. Do not be too hard on yourself

Learning does not progress as a straight upward line over time. It is rather a bumpy road dominated by regression and plateaus. This is entirely normal. Sometimes there will be clear progress, other times there won’t be any to speak of or even a slight regression. However, from a broader point of view: the more you zoom out, the more you see that your progress really does have an upward direction. Nevertheless, we are not naturally good at looking at things from this perspective. Failing is as much part of progress as is success. People are easily critical of their own lack of short-term progress. Having a clear purpose and meaning behind what you are trying to achieve can help with this. It is good to have ambitious, but realistic, goals. However, it is even more important to reward yourself for putting in the time that eventually enables you to progress towards these goals. Learning to enjoy the process itself and rewarding yourself for even the tiniest amount of effort you put in, is more important than eventually reaching the goal.

Conclusion

There is probably something that you have been putting off. Something that you want to do, but never really seem to get to. Perhaps you do not believe you can do it. Instead of confirming this belief: challenge it. Accept where you are right now, start working from where you are. Realize that you can develop yourself and be curious about the world around you. Take tiny steps and rewards yourself for each of these steps and compare your progress only to the progress you made the day before. Accept your failures, celebrate your successes. Realize that changing what you believe you can do is the first step into changing what you actually can do.

Sources:

1. Colvin, G. (2008) Talent is Overrated.
2. Flora, C. (2016) The Golden Age of Teaching Yourself Anything.
3. Foer, J. (2011) Moonwalking with Einstein.
4. Pausch, R. (2008) The Last Lecture.
5. Pink, D. H. (2009) Drive: The Surprising Truth About What Motivates Us.

After a long journey he was nearly there. In the distance there was the outline of the city wall. Moments later he approached the city gate.
“Halt!”, shouted a heavily armed guard.
He had grown used to this ritual, so he went through the motions.
“What is the pass word?”, the guard asked.
He spoke the phrase he had memorized. The guard nodded, lowered his hands from his weapon, and stepped aside to allow him entry.

The above is how I imagine passwords came into common usage long ago. Passwords are not very practical in the above scenario, which is probably why we now have passports: literally a document to pass through some port, such as a city gate or a border. Checks at the border can also be done using fingerprints. If the guard would take fingerprints and quickly compare them to a set of known prints, he could determine whether to let you pass based on a matching print.

Consider what these three things fundamentally represent:

1. A password is something that you know, you need to memorize it.
2. A passport is something that you have, you need to take it with you.
3. A fingerprint is something that you are, you always have it with you.

Most security systems combine at least two of these three factors:

Access to your bank transactions requires two things. Firstly, your debit card: something that you have. Secondly, your Personal Identification Number (PIN): something that you know. Entering a modern house also requires two things: the keys to your door and the access code to disable the alarm, which again combines something that you have with something that you know. Finally, entering a foreign country may even combine all three ingredients: a border guard may ask why you are entering the country and where you will be staying, he will ask for your passport and may scan your fingerprints.

Where am I going with this? Good security systems combine at least two of the three factors above. Think about how you access all your on-line accounts like Google, Facebook and LinkedIn. Do you use a password? Is that the only thing that you use to gain access? The answer to that is likely yes, and that is not a good thing.

Of all the three fundamental ingredients above, the password: something you memorize, is likely also the easiest to bypass. Not so much because of technical issues, although those do occur, but because of completely understandable human limitations.

The problem with passwords is that a complex password is hard to remember, and a simple password is easy to guess. Most people err on the side of making their passwords too simple. Why are such passwords easily too weak? For that we have to do some calculations.

Let us assume that you pick a single number between 1 and 10 as password. Let me think: you likely picked either a seven or a three, am I right? Even if I am not, people prefer some numbers over others, and that is exactly the root of the problem. Consider that with a single digit password I would need to guess only ten times and then I would certainly be right. If I can make my guesses a bit smarter – starting with the digits that are more often chosen – I may be able to guess ninety percent of the single digit passwords with only five tries.

Obviously we need something a little longer, a four digit password would have possible combinations, which is already much harder to guess. This is in fact the search space of the famous PIN codes. Some banks allow their customers to choose their own four digit code, which is a bad idea. Four digits are, from a memorization point of view, ideal for representing a birth date, or some other significant date. Consider that many such dates either start with 19 or 20 and we are left with only two numbers we need to guess: is a much smaller space of possibilities.

Digits are often not the only parts of a password, letters are often allowed. This seems sound, since adding twenty-six letters gives us an additional fifty-two possibilities, letters can be either lower or uppercase, yielding us possible passwords of length four. If we add in special characters this number grows even larger.

Adding extra symbols (digits, letters, other characters) to the possible password range may seem like a good idea. However, just as we saw with numbers: if the patterns are predictable they are easy to guess. Consider that if we make a word of two characters in English there are a limited number of actually valid words: ‘of’, ‘it’ and ‘to’ are all valid. In contrast ‘tj’, ‘gh’ and ‘lq’ are not valid words. Sequences of letters that are not words are difficult to remember. Hence, people rarely use them. This leads to predicable passwords that consist usually of nouns combined with predictable number sequences: ‘Ghost2012’, ‘lipgloss’ and even ‘password’.

Indeed the top five passwords are: ‘123456’, ‘password’, ‘12345’, ‘12345678’ and ‘qwerty’. Fortunately few people actually use these passwords. If you were to guess someone’s password using one of these top ten most popular passwords, you would succeed in about sixteen in one thousand tries. Which, while not spectacular, is still ridiculously high.

A thousand tries may seem like a lot, and it is if you would have to type all those passwords yourself. However, this can be automated quite easily. Trying all possible passwords is called ‘brute-forcing’. A modern computer can easily do this at a rate of five-thousand per second. Using some statistical insights, such as those mentioned above, this process can be made highly effective. In fact most passwords under ten characters can be easily broken in several hours using off-the-shelf computer hardware.

I hope it is clear by now that using only a password that you can memorize to secure your on-line accounts is a bad idea. So, how can we improve this?

There are at least two things that you can quite easily do with respect to passwords alone:

1. Generate passwords, instead of making them up yourself. No offense, but: a randomly generated password by a computer is most certainly better than something that you can think of.
2. Use long passwords, as we have seen the length of a password is a means to easily increase the difficulty of guessing it. A minimal passwords consists of ten characters, but as computing power increases, this may rapidly become too short. A password of twelve characters is a more realistic minimum nowadays, and sixteen to thirty-two characters is a safe range.
3. Use a different password for each service that you use. This way, when one account is breached, you do not get a domino effect.

Using a very long password, is one of the few exceptions where you could suffice with choosing your own. Consider that a long sentence as password is quite hard to guess: there are so many possible sentences! Even though a completely random password of the same length is harder to guess, this matters less if the password is sufficiently long.

If you are not into the long passwords, then the best solution is using a password manager of some sort. Keepass and Lastpass are popular solutions that are easy to use. There are two caveats to these services:

1. They usually use one strong ‘master’ password, which gives access to all the site-specific passwords. This is a single-point of failure is some sense, and can also lead to a domino effect, but this is not a major problem if you have a sufficiently strong master password combined with two-factor authentication: more on that later.
2. Some of these services may store your passwords ‘in the cloud’ in encrypted form. Understandably not everyone is okay with that. Fortunately, there are also variants which store your passwords locally on your own machine.

In a sense using a password manager in some way may feel like ‘writing down your password on a piece of paper’. This is true, but a strong password written down on a piece of paper that you keep in a safe place, is much better than a weak password that you have memorized. The same applies to password managers: the benefits outweigh the risks.

Improvements to your password do not address the most pressing concern: remember that most systems combine at least two of the three factors: something you know, something you have and something you are. A password is still only one of those ingredients. Hence, where possible you should add another one of these ingredients.

Almost all major on-line service providers – Microsoft, Google, Facebook, Yahoo, et cetera – offer some form of two-factor authentication. One popular mechanism called TOTP consists of codes that are generated using an app on your phone. How does this work? You take a picture of a QR image on the screen once, and a security app uses the data in this image to generate access codes that change every thirty seconds. You can set things up so that you are asked for a code only once a month on computers that you regularly use. So the effort is minimal and the security benefit is huge: in addition to guessing your password an attacker would have to gain access to your phone, which is way more difficult.

Some other services may rely on sending you an SMS with a code, or an e-mail with a clickable link. This is a bit less secure, but still way better than only using a password, and thus certainly worth it. If you use a password manager, then securing it with some type of two-factor authentication is an absolute must.

Say that you want to secure some other service X that does not offer two-factor authentication.
What to do? Well, the service may offer logging in via OpenID. This means that you can log in to the service using one of your main on-line accounts, like Google or Facebook. If you have secured that on-line account by enabling two-factor authentication, then transitively the account of service X is now also protected using two-factor authentication.

To wrap up: I recommend that you:

1. Always use two-factor authentication wherever it is offered.
2. Always construct sufficiently long passwords.
3. Seriously consider using a password manager.

After a long journey the data packet, the first in a long data stream, was nearly there. Residing inside the last switch, in the distance was the faint hum of a server. Moments later the packet had entered the server system. The server unwrapped the data packet and found a password inside. But it knew the password was not enough. The server generated a code that it was expecting. It unwrapped the next packet in the stream and found the exact same code it had generated just a moment ago. It allowed the rest of the stream op packets to enter.