You’re getting ready to dive into the task at hand when your smartphone’s notification light catches your eye. Attracted by the flashing beacon, he can’t resist the temptation to check his text messages.
Reinstall and open your spreadsheet. Suddenly, a coworker located at a desk a few feet away leans back in his chair and asks casually, “So, did you watch the game last night?”
With all these distractions, it is a miracle that we manage to do something.
Our lack of concentration is a real problem. A University of California study found that office workers are interrupted once every three minutes, on average. After exiting the course, it takes 23 minutes to refocus on the task. Almost half of all employees lose focus after just 15 minutes.
What is the fault of our wandering minds? Some people point out that the excessive stimulation that surrounds us in our daily lives is the culprit. We watch TV while browsing our tablets and compulsively checking our phones. Online offerings, from Facebook to cat videos, create the perfect storm of distraction.
Others blame workplace trends, like the open-concept office. Long considered the best way to foster collaboration, boost creativity, and increase communication, design can prove disastrous if you don’t define protocol.
The good news is that no matter the cause, we can focus and maximize our productivity. Here are some ways to train your brain:
1. Prioritize
Proper time management is essential to reducing distractions, and the ability to identify which task needs to be tackled first can simplify your work day.
“What is important is rarely urgent and what is urgent is rarely important,” said President Dwight D. Eisenhower, who developed a highly efficient method for prioritizing tasks. First, determine if the task is important, then consider whether it is urgent.
All tasks can be classified into four categories: urgent and important, non-urgent and important, urgent and not important, and non-urgent and not important. Sort your projects into the appropriate categories and work on your To Do List accordingly.
2. Eradicate electronic clutter
Computers have changed our world for the better, but they can also be our undoing.
If you can, consider working offline. An estimated 60 percent of job interruptions can be attributed to social media, smartphones, and email. In fact, email, one of the great adventures of the 20th century, is also the biggest waste of time. Reading and processing 100 emails can take half a business day. Ignore all but the most urgent emails and set aside time to review the less important messages. Resist the urge to read emails as you receive them.
Also consider picking up the phone instead of sending internal emails. Urgent or complex issues are best handled over the phone or in person, while minor issues can be submitted by email. By making this distinction, your employees will never have to wonder if Steve’s email in Finance is on an urgent topic or if he is letting everyone know that he brought a birthday cake to share in the break room.
If you can’t log out completely, there are apps that will block tempting websites or block computer wallpapers to allow you to watch only one show at a time.
3. Set your limits
Determine what you can use as a “do not disturb” signal so your coworkers know that you are focused on a task and that you cannot be interrupted. In many open concept offices, headphones are the universal “I’m busy” signal. Often times, workers don’t even listen to music, but use it to let others know that they are in the middle of something important. Sometimes it’s as simple as letting people know you’re unavailable when they come by your desk to chat. It may take some time, but eventually they will get the message that you don’t like the guests that come.
If the buzz around you can’t be blocked, consider temporarily relocating. Reserve a meeting room for an afternoon or find a quiet corner at the local coffee shop and settle in. If people can’t find it, they can’t interrupt it.
4. Take care of your health
We all know that getting enough sleep, eating healthy and exercising keeps us on top of our game and naturally improves our focus. However, pay attention to how your schedule affects your well-being. Take into account the number of hours you put in – overworking can hurt productivity rather than help it. Stress plays a huge role, as around 50 percent of employees lose productivity because of it.
If your diet is not rich in fish and eggs, or if you do not consume a lot of products fortified with Omega-3 fatty acids, consider taking a supplement. Not only will it help lower cholesterol and curb inflammation, some experts believe it can improve your mood and concentration.
5. Reward yourself
Balance is important, so don’t be afraid to reward yourself. Grab a cookie from the vending machine or have a coffee with your favorite latte to congratulate you on completing the project. Get out there and get some vitamin D with a brisk walk around the block.
With everyone trying to fit more activities into an already crowded schedule, society is likely to pick up speed before it slows down. By learning to prioritize our work and adopt some new habits, we can all improve our focus and productivity.
