How to Stay Focused in a World of Distractions
In the workplace, technology helps us work faster and smarter—most of the time. However, with so much information at our fingertips, it’s incredibly easy to get distracted. Of course, there are also plenty of non-tech interruptions throughout the day. For people who work remotely (particularly those who work from home) interactions with family, pets, and various personal tasks can be challenging to ignore and make it hard to stay focused on your work.
Whether you work remotely or in an office, work-related distractions such as meetings, phone calls, responding to instant messages etc. can keep you from completing projects. According to a study by UC Irvine, it takes up to 23 minutes to regain your focus after a distraction. If you think about how many times per day you are distracted and/or interrupted, this becomes a massive amount of time in which you are not working effectively and efficiently. So, how do you stay focused in a world of distractions? Think about things that tend to distract or interrupt your focus the most frequently, starting with the things that are easiest to control.
Notifications
Notifications are meant to be useful—the prompt us when something needs our attention. However, the constant barrage of notifications from emails, social media, instant messaging, etc. are a major source of distraction in our day. Disable notifications on any apps or programs that aren’t necessary, or at least set them to appear with less frequency.
If you need to receive notifications from certain programs (email and instant messenger, for example) adjusting the settings can significantly reduce distractions. This may mean setting a time frame on notifications so that you are only receiving them during working hours. These notifications are a major threat to the digital boundaries that help keep you focused. If turning off or muting notifications puts you in a panic, consider at least shutting them off for a scheduled block of time each day to provide distraction free space to focus.
Screen Your Calls & Emails
Is your day constantly interrupted by unscheduled (or unsolicited) phone calls? Start screening. Phone calls that are not expected can very easily turn into lengthy sessions that eat away at valuable time. Screening your calls helps set boundaries—you do not need to apologize for focusing on your work priorities. Phone calls are a necessary part of the business but try to schedule them whenever possible. If you are constantly pausing work to answer the phone, these calls are instead contributing to inefficiency.
If the amount of emails in your inbox is overwhelming, there are several things you can do. Create a system for checking your inbox. Rather than shooting off an email response immediately, go through your inbox and identify the different levels of importance so that you can prioritize effectively. Unsubscribe from unnecessary and unwanted mail. Consider reserving a block of time in which to read and respond to emails, rather than addressing each one as it arrives. When you interrupt a task to respond to an email, remember how long it takes for you to regain your focus to complete the activity.
Create Blocks of Time to Complete Tasks
When you think about scheduling your day, think about when you are most productive. The answer will be different for everyone. Some people are most productive first thing in the morning, while others may hit their stride later in the day. Identify these times and plan to work on projects that require the most mental capacity when you know you will be most productive. Create blocks of time (around 20-30 minutes) where you stay focused on a particular task.
Multitasking is detrimental to efficiency in the workplace, so dedicate your time to one activity or project. It would be great if we could sit down and work non-stop—but our brains don’t work that way. We need to take breaks and step away from our desks and computers. [Maybe link to improve efficiency post] Try scheduling your breaks throughout the day so that you know exactly how much time you need to spend actively focusing. Switching to a new task after your break will help keep your brain fresh and ensure that you are able to concentrate on that project.
Set Boundaries
The above recommendations all require some element of setting boundaries and parameters. Setting boundaries require self-discipline on your part and may also require some direct communication with your colleagues. If you are constantly bogged down by responding to emails and your work allows, consider scheduling two to three specific times a day to read and respond to emails. You can even add this information to your email signature.
Institute strict working hours—this is especially important for people who work remotely and have trouble turning off after business hours. This means you don’t do work during your personal time, but also that you avoid doing personal tasks during “office hours.”
Recognize that you may have to train your colleagues to respect your boundaries if you do not currently have them in place. Make a habit of not responding to emails or phone calls outside your established working hours. This protects your work-life balance and ensures that when you return to work in the morning, you are fresh and ready to focus.
There are dozens of tips and tricks to stay focused and increasing your productivity at work. These relatively simple suggestions can make a major impact on your efficiency by helping you stay focused and avoid distractions. Identify the major sources of distraction or interruption throughout your workday and set boundaries to ensure that your priorities stay intact.
Comment below and let us know what you find helpful to stay focused at work?
