How to Focus and Maximize Your Productivity (the Definitive Guide)
How to Focus and Maximize Your Productivity (the Definitive Guide)
Until you know how to focus, you’ll never be able to think clearly, solve problems, make decisions, or remember things. Being focused is important but staying on a task is becoming harder and harder. A symphony of notifications can draw you out of whatever you’re doing at a moment’s notice.Until you know how to focus, you’ll never be able to think clearly, solve problems, make decisions, or remember things. Being focused is important but staying on a task is becoming harder and harder. A symphony of notifications can draw you out of whatever you’re doing at a moment’s notice.
Every time your mind wanders from your work, you have to waste time and energy getting back on track. A recent study from the University of California calculated that it took people an average of 25 minutes and 26 seconds to get back to work after an interruption.1 This means that every time something takes your attention off your work, you lose nearly half an hour of your precious time.
Interruptions are bound to happen, but when they happen several times per day, you’ll waste lots of time and energy. In this guide, you’ll learn more about why it’s so hard to stay focused and what you can do to reduce distractions, be more productive, and increase your focus.
What makes staying focused difficult
Everything is more difficult when you feel sick or tired. If you haven’t been getting enough sleep, your mind is bound to wander.
Human bodies are meant to be in motion, but many of us lead sedentary lifestyles. Not getting enough exercise is another common reason you might lose focus quickly. Exercising helps your body regulate hormones and process insulin. It also alleviates symptoms of depression and anxiety.2 A British study found that people’s work performance was better on the days they exercised:
What you eat and drink can play a major role in your ability to settle into your work, too. Start by staying properly hydrated. About 60% of your body is water. If you’re dehydrated you’re going to feel sluggish, and your brain won’t be able to work as well.
Digestive upsets and imbalanced gut bacteria are disruptive no matter what you’re doing. An upset digestive system is uncomfortable, but it also prevents you from making use of all the nutrients in your food. This means that even if you are eating well, you may not be getting the nutrition that helps you focus.
For example, B Vitamins are essential for digestion and we deplete them rapidly when exposed to stress. A lack of B Vitamins will almost certainly leave you feeling foggy-headed.3
An emotional brain
You know how hard it can be to focus when you’re worried about something else. Your limbic system, the epicenter for all your emotions and memories, attaches feelings to everything. Based on a study conducted by Bond University professor of management Cynthia Fisher, there are some common emotions at work shown to shape performance:4
The way you feel about your work can destroy your productivity and focus if you have a negative point of view. It’s worthwhile to take some time to get to know yourself so that you can figure out what triggers emotional reactions and loss of focus.
One of the best things you can do is infuse your life with positivity. When your work triggers positive emotions, you’ll be more interested in what you’re doing, and it’ll be easier to stay on task.5
Too many distractions
We’re fortunate to have so much technology at our fingertips, but these advances are a double-edged sword. As you work, phone calls, text messages, emails, and social media notifications threaten to derail your focus.
A 2012 study from the McKinsey Global Institute found that people spend around 13 hours or 28% of their work-week managing emails.6 That’s not to say that all time spent on technology is non-productive. It’s just that most of us have a hard time compartmentalizing our inboxes and notifications so that they don’t pull us from other tasks. As mentioned, it takes a whopping 25 minutes and 26 seconds to regain focus on average. Distractions are costly.
Multitasking through the day
You may think you’re being more efficient when you multitask, but only about 2% of the population can effectively multitask.7 James Clear’s illustration has best described the myth of multitasking:
For the other 98%, they mutitask in three different ways:8
- Do two things at the same time.
- Switch to a new task without completing the original thing they were working on.
- Rapidly cycle back and forth between tasks, which gives the illusion that they are among the 2% of effective multitaskers.
Human brains aren’t designed to do that kind of cognitive shuffling. People end up with a nasty build up of “attention residue” when they switch between tasks.9
If you’ve ever been distracted by thinking about something else you have to do while you’re working on another project, you’ve experienced the effects of attention residue. Constantly shifting between tasks can cost you about 40% or 16 hours of your workweek. That’s like tossing two days out of every work-week in the trash. 10
Multitasking can cause you to perform as though you’ve lost 10-15 points on your IQ score. No matter how smart you are, that’s a significant drop in your effectiveness. A study from the University of London likened this to missing an entire night of sleep.11
You’ll thrive if you can learn how to focus and carve out time for deep work. You’ll need to create windows of time that are completely free of distractions like emails if you want to be most effective.12
How to find focus in a distracted world
Tricks to tackle distractions
1. Block out time for uninterrupted work
Make sure you schedule important time for yourself where you can focus on your tasks in uninterrupted silence. Let people know that you won’t be responding unless absolutely necessary. Think of this as scheduling a meeting with yourself and treat it the same as you would when scheduling a meeting with others.
Put your status as “busy” on your messaging apps and shared calendars. Wear headphones (even if you aren’t listening to anything) to make yourself appear that you’re focusing on your work. Intentionally carving out this block of time will help you focus and cause others to be more hesitant about distracting you.
2. Email batching
Emails can come into our inbox continuously through the day and it’s tempting to respond to them as and when we receive them. Similar to blocking out specific time for focus, carve out time to deal with emails in one go.
Doing this will create more productivity and keep you in the flow of dealing with emails one after the other. If you find you still get distracted easily by every new email, you can install a Chrome extension called Block Site which allows you to stop Gmail notifications coming through at specific times.
3. Turn technology from a distraction into a useful tool
These days, many people feel controlled by technology and their phones to some extent so make use of the disabling options it gives you. Turn off email alerts, app notifications, set your phone to go straight to voicemail and even create auto-responses to incoming text messages.
There are also some really cool apps that encourage you to be more productive and less distracted by your phone. Forrest is an app that rewards you each time you focus well, motivating you in a fun way and encourages you to leave your phone well alone.
4. Schedule a distraction time
Just as important as scheduling focus time is scheduling distraction time.
A study conducted by the social networking company Draugiem Group, found that regular breaks was the key to productivity. More specifically, the most productive employees spent 52 minutes working followed by a 17 minute break each time.
This is down to the brain’s ability to stay motivated – it just can’t sustain long periods of focus and concentration. The average attention span for an adult is between 15 and 40 minutes. After this, distractions become more powerful and we become less motivated. So while taking a mental break might seem unproductive, in the long run it makes the brain more efficient towards a task.
Techniques to train a more focused mind
5. Anticipate your internal needs
You may think it’s the outside physical distractions that cause us to be unproductive but actually 44% of distractions are also internal. Think about it – hunger, boredom, stress and lack of sleep have probably played a part in your demotivation many times.
The good news is, you can control these factors by understanding your patterns and planning ahead. Do you always feel sleepy late-afternoon? Does the hunger set in around 11am? Do you start to get bored towards the end of the day? Taking note of these patterns and counteracting them is a brilliant way to become less distracted by them.
Mix up your tasks so you alternate the boring and interesting ones more frequently. Keep a snack close when you know your stomach starts to rumble. Go for a quick run up and down the stairs to perk you up.
6. Practice mindfulness
Mindfulness trains your mind to identify thoughts that arise throughout your day. When it comes to distraction, understanding and noticing these moments can help you deal with them more quickly and increase your attention span.
Meditation and mindfulness practice can be done at any time. While you eat your food, notice the taste, texture and how it looks and feels. When reading, really take in every word or while out walking notice how your body feels and the details of your surroundings. Doing this on a regular basis will eventually train your mind when it comes to other areas where distracting thoughts pop up like a work task.
Watch this 20-minute guided mindfulness exercise guide if you want to learn how to practice mindfulness:
7. Exercise regularly
Not only is exercise good for the body but it’s also good for the brain. Physical exercise fires up the neurons in the brain making you more alert and willing to concentrate. This means it increases your ability to ignore distractions and get on with the task at hand.
You can do an exercise routine in the morning and head straight into work making sure your block of focus time is carved out first thing. You’ll be surprised at how much motivation you have and how much you get done. If you think you’re too busy to do any exercises, here’s how to find time for exercises.
8. Create a willpower workout
Just like your muscles need a workout, so does your willpower in order to build up its strength.
Setting daily self-control habits can train our mind in the art of control in many other areas. In the book Willpower by John Tierny and Roy Baumeister, Tierny cites a study in which students were asked to watch their posture for a week. At the end of that week, these students performed better on self-control tasks (tasks that were unrelated to sitting up straight) than another group who weren’t asked to be mindful of their posture.
A good willpower practice is to watch the way you speak. Make an effort not to use contractions i.e. try saying ‘I am’ instead of ‘I’m’. Speak in complete sentences and refrain from saying ‘nah’ instead of ‘no’ or ‘yeah’ instead of ‘yes’.
Alternatively, try using your opposite hand in tasks. The aim is to get your brain used to mental effort and the more it uses mental effort, the more it builds up your willpower muscle. Find out more ways to help you increase your willpower here: 10 Simple But Powerful Tricks to Boost Willpower
A solid routine to stay focused
You don’t have to wonder how to focus if you set a routine. Having excellent habits leads to a productive routine that saves you tons of time and helps you focus.
Finding and adopting the right daily routine will help you regain wasted time. Your mind and body will thank you for the decreased anxiety and your productivity will be super-boosted.
If you’re looking for inspiration about habits you should incorporate into your day, check out my post about how to create your own powerful routine:
Now you know why it’s hard to stay focused and what steps you can take to stay on-task.
Start by addressing your physical health and emotional needs. Identify what’s distracting you and compartmentalize tasks like managing email to specific times in your day. If you’re a chronic multi-tasker, it’s time to hang up that hat and focus on one thing at a time.
Above all, develop productive habits that lead to efficient routines so that deep focus becomes the norm for you. You have all the tools you need to figure out how to focus on the things that matter most to you. It’s time to give your work your undivided attention.
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On – 12 Mar, 2018 By Leon Ho