Advertising
Advertising

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.

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 how to focus to reduce distractions and be more productive.

What makes staying focused difficult

1. Physically unfit

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]

    2. 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]

    Advertising

      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]

      3. 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.

      4. 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]

        Advertising

        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 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.

          Advertising

          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.

          Advertising

          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:

          A Powerful Daily Routine that Will Upgrade Your Life (With Exact Steps to Follow)

          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.

          Featured photo credit: Stocksnap via stocksnap.io

          Reference

          More by this author

          Leon Ho

          Founder & CEO of Lifehack

          Delegating Work: What to Delegate and What Not to? How to Use the Prioritization Matrix When Every Task is #1 7 Ways to Improve Your Management Leadership Skills The Importance of Delegating Leadership (And How to Properly Delegate) Why You Need Spirituality Goals To Enhance Your Life

          Trending in Smartcut

          1 13 Critical Things to Consider Before Switching Careers 2 10 Best Task List Apps to Boost Productivity in 2020 3 How To Write Minutes of Meeting Effectively (with Examples) 4 How to Set Short Term Goals for a Successful Life 5 Delegating Work: What to Delegate and What Not to?

          Read Next

          Advertising
          Advertising
          Advertising

          Last Updated on May 28, 2020

          9 Things Successful People Do To Always Get What They Want

          9 Things Successful People Do To Always Get What They Want

          One of the best decisions I’ve ever made was to take on the job of hosting my own weekly radio show. My radio show is about finding some of the most successful people in the world and bringing them on my show to ask them about what they did to become so successful in life and business.

          In this article, I’m going to share with you some of the key takeaways I’ve picked up from talking to – and reading about – thought leaders from various fields about the things successful people do. Here, you can get some insights on how to get what you want.

          Ready to dive in? Let’s go.

          1. They Know What They Want

          The first and most important thing that successful people do to always get what they want is so simple that most people forget about it: they figure out what they actually want.

          When you know what you want, you will also know how to get what you want. If you’re unsure about what you want in life and business, I’d suggest picking up some career and self-improvement books to help you gain some clarity and focus.

          2. They Are Assertive

          Successful people know that they need to be both bold and sincere. Balancing these two characteristics is the essence of assertiveness.

          Advertising

          Oh, and by the way – being assertive is not a natural talent someone is born with. Assertiveness is a learned skill and anyone can do it, including you!

          3. They Learn

          You may have heard of the old saying, “great leaders are readers”. For the most part, I’d say this is true.

          Let me give you an example. On my radio show, I regularly ask successful people about their habits that lead to success. Do you want to know something really neat? Every single one of them reads books.

          Successful people read and learn as much as they can about what they want so that they can get what they want. If you’re curious about how to get what you want, then start reading a book. If you’re low on time, subscribe to a book summary site to get the core concepts of the books in your industry quickly.

          4. They Make Things Meaningful

          One of the most powerful things successful people do to always get what they want is that they make things meaningful. That is, they ensure that whatever endeavor they decide to embark upon is meaningful to them (and not necessarily to anyone else). They know and understand that it’s only worth it if it matters.

          5. They Ask

          One big thing that successful people always do to get what they want is this: they ask.

          Advertising

          Most people are too shy to ask for what they really want. If you are too shy to ask, you may never know how to get what you want. So, don’t be like most people.

          Here’s an exercise you can do to get over it: next time you’re buying something, regardless of what it is, ask for a discount. Just do it. The worst-case scenario is that you’ll get a chuckle from the Barrista at Starbucks. The best-case scenario is that you’ll get comfortable with negotiating when it’s time to buy your next car.

          6. They Take Action

          Insight without action is useless. Successful people know that to always get what they want, they’ve got to take massive action.

          One of the most powerful exercises I’ve ever discovered is this: never leave the sight of a goal without taking some kind of action towards its achievement. In other words, as soon as you decide you want something or as soon as you set a goal of some kind, do something – anything – that shifts you closer towards getting it.

          7. They Use Their Time Wisely

          Have you ever heard of NET time? It stands for “No Extra Time”.

          For example: when you’re driving and sitting in traffic, are you listening to Mylie Cyrus? Or are you listening to an audiobook?

          Advertising

          Successful people take NET time seriously. Get yourself some audiobook so you can start listening to the best business and self-improvement books available – all while you’re on your way to work in the morning.

          8. They Choose to Lead

          You don’t need to have formal authority to become a leader. You just need to choose yourself. All successful people know this, and so should you. Knowing how to get what you want requires knowing how to lead the way for others and yourself.

          Don’t wait for anyone else to do it, because the truth is that most people want to be led anyway. So, just step up and claim authority. Be the leader you wish you always had.

          9. They Contribute

          Successful people know that to get what they want, they have to be willing to help other people get what they want.

          What happens when you stop doing your job? What happens when you stop caring about your schoolwork? What happens when you become emotionally disconnected from a relationship?

          You suffer – that’s what happens. Successful people know and understand that in order to succeed, they need to contribute. They need to add value to the lives of others. They need to do their best so that they can become the best.

          Advertising

          So, Now What?

          I hope this article has re-ignited the fire that you already had within you to be successful at any endeavor. The reason why I’m stressing the fact that you’ve already got everything you need to succeed and get what you want is that you wouldn’t be reading this if you weren’t already motivated to be successful.

          At the end of the day, however, all the insights in the world are worth nothing unless you combine them with action. When it’s all said and done, it’s your decision what you do with this list and how you apply it to your life and career.

          But if I may, here’s what I would suggest you consider as you get started doing the things to help you succeed:

          Review this list of the 9 things successful people do to always get what they want and then compare it with where you currently are at each one of these 9 things. Rate yourself in each one of the 9 things. Next, pick just ONE of them to work on every week.

          For example, if you find that you’d like to learn more about the business side of the company you work for, then go read the best business books to help you do that.

          Never stop learning. Always feed your mind with the knowledge you need to become as successful as possible within your area or industry. It doesn’t matter how busy you are. We’re all busy. Make the time to expand your knowledge.

          And remember: every key learning should be immediately followed with action.

          More Tips About Leading a Successful Life

          Featured photo credit: Austin Distel via unsplash.com

          Read Next