Advertising
Advertising

How to Stay Focused at Work by Using Deep Work

How to Stay Focused at Work by Using Deep Work

In this increasingly distracted digital age, many of us have lost the ability to tune out distractions for long periods. Some of us do not even know how to focus at work.

We’ve got so distracted that if someone can sit down for an extended period and focus deeply on a single task without getting distracted, they are seen as possessing one of the superpowers of this generation. It sounds a bit extreme but it might be more accurate than you think.

But there are some unique methods that, if applied properly in the right circumstance, could improve your ability to tune out distractions and develop laser-like focus.

Why Are Distractions Robbing You of Time and Energy?

Due to the over-dependence of digital devices that are deliberately engineered to capture our attention, priorities and deep focus have fallen prey to an onslaught of attention traps.

Just think about how many times you check your devices (social media, text messages, email, YouTube, etc.) during any given day, even at work. Probably a little too much right? But do not feel ashamed.

Multiple studies have shown that most of us spend too much time on our phones.[1] However, our screen time habits are not the only distraction that is harming our ability to concentrate extensively at work.

Navigating between the myriad of activities and responsibilities crammed in our usual daily work routine also makes deep concentration very challenging, especially if you’re a key decision-maker.

Having to deal with pesky co-workers who are constantly tugging at you, vying for your attention, can be very distracting and even maddening. Unfortunately, these disruptions have become the norm. We now live in a world that inundates us with stimulation and requests for our attention, leaving us with little to no uninterrupted time to focus.

An empirical study from UC Irvine found that[2] the typical worker switches tasks every three minutes on average. It can take about 23 minutes to bounce back from a distraction at work.

The study revealed that workplace interruptions can result in a lot of lost time and energy throughout a workday. It also revealed that the resulting anxiety from the perceived time lost from interruptions at work increases stress.

Succumbing to these distractions can lead you down the road of mediocrity and failure, which you never want in your job.

Which leads to the million-dollar question – how do I stay focused at work?

Advertising

Strategies on How to Stay Focused at Work

Word of caution – there is no “quick or easy” fix to how to stay focused at work. A well-publicized hack or finding that perfect to-do app or just meditating might not be the most effective answer for everyone.

The key is to be very strategic in your approach and to be prepared to experience some discomfort.

If you can’t, chances are your work hours will slip away towards activities that Cal Newport, a renowned author and computer science professor at Georgetown University, refers to as ‘shallow work’:

“Non-cognitively demanding, logistical-style tasks, often performed while distracted. These efforts tend to not create new value in the world and are easy to replicate.”

This is the type of work that fills most of our days.

A more efficient and ultimately productive way to spend our work hours is by practicing what Newport calls ‘deep work’:

“Professional activity performed in a state of distraction-free concentration that pushes your cognitive capabilities to their limit. These efforts create new value, improve your skill, and are hard to replicate.”

The concept was coined by Newport in his 2016 bestselling book, Deep Work: Rules for Focused Success in a Distracted WorldThe author of six self-improvement books suggests that by taking back control of our time and attention from the many diversions that try to steal them, we will be able to master the art of deep work.

Let’s take a look at some of Newport’s unusual strategies and recommendations that can significantly improve your ability to tune out distractions at work or in your everyday life.

1. Know Your Triggers

To achieve ‘deep work’ or consistently stay focused for long periods, the first step is to look deep into yourself to find out why you’re resisting focus in the first place.

We are all different in some way or another. Some of us can have a desk filled with work material and still be able to concentrate but get thrown off by a co-worker just entering our space.

The likelihood of being distracted is directly related to the amount of pull something is having on our attention. So, increased self-observation and deep introspection will help you to identify boundary cues.

Advertising

There are three typical cues that you need to either set boundaries for or you are letting your boundaries slip:

  1. Discomfort
  2. Resentment
  3. Guilt

You can’t always avoid every single distraction. But if you’re aware of your weaknesses, the better the chances of putting the right systems in place to greatly reduce exposure to distractions.

Set Boundaries

A boundary is a limit defining you in a relationship with someone or something. Boundaries can be physical, digital, emotional and even spiritual.

Learning how to set boundaries is essential in limiting disruptions and distractions in your life. Healthy boundaries give you the room to do what you want to focus on. It serves as the framework to focus your efforts and harness your energy enabling you to do your best work.

The first step in setting boundaries is knowing your triggers and limits – are they mental, emotional, physical or spiritual?

Keep in mind that your limits are your own, so it’s likely to be different than the limits of others.

Stand Firm

Imagine the ridicule you’ll receive for placing a “Do not interrupt” sign on your office door or your desk in this ultra-sensitive era. It will likely not be received favorably by your colleagues.

Most of us are just too much of a crowd-pleaser to become conveniently reclusive and risk getting rebuked for it.

Often, our inability to set boundaries results from our fear of offending those around us. But frankly, you have little to no obligation beyond your own guilt to be immediately available to everyone all the time.

2. Prioritize Your Emails

Depending on which company you work for and your specific role, there’s a strong possibility you’ll receive a steady stream of company emails daily.

Emails are one of the most inescapable aspects of work life. We’re currently sending approximately 200 billion emails per day.[3]

Newport argues that emails take up mind space and attention that could be devoted to deep work. He believes that email is the:

Advertising

“Quintessential shallow activity is particularly insidious in its grip on most knowledge workers’ attention.”

Those little virtual envelopes sparks such feelings of curiosity and excitement, it’s quite difficult to loosen its powerful grip on our attention.

Newport recommends several strategies:

Guard Your Email Address

  • Don’t list your email address publicly or have it on your website if you’re a business owner.
  • Have different emails or separate contact forms for different queries.
  • Have a process-centric approach. Reduce some of the back-and-forths of emails by sending more thorough and complete correspondence. This will close the loop on a conversation more quickly.
  • Prioritize the emails you receive. Understand that not every email you receive requires a response.

The Inbox Zero Method

Another email strategy you could apply is the polarizing Inbox Zero method.

Originally coined by Merlin Mann, owner of 43 Folders, Inbox Zero will help you to dedicate specific chunks of time to reading and answering emails so that they don’t take over your day.

Here are some tenants of Mann’s original view of Inbox Zero:

  • Keep your email application closed for the majority of the day.
  • When processing emails follow the principle of Delete, Delegate, Respond, Defer or Do.
  • Respond immediately to messages which can be answered in two minutes or less.

3. Eliminate Digital Distractions

We mentioned earlier how much of a distracting force digital devices have become.

If you’re like most workers, you don’t spend all of your hours at work doing actual work. Be honest. And even if you do, you’re the envy of many reading this article.

Cyberloafing is so rampant in workplaces that it costs US businesses up to US$85 billion a year, according to a University of Nevada study.[4]

To overcome this, Newport suggests staying away from distracting websites and apps for a predetermined amount of time.

“Schedule in advance when you’ll use the Internet, and then avoid it altogether outside these times.”

Here are several strategies to help with your digital de-clutter:

Advertising

  • Use site-blocking apps to access the internet at set intervals.
  • Develop the willpower to not check your phone every 10 minutes. Get used to select the ‘do not disturb’ mode on your smartphone or keep it face down.

Minimize Your Notifications – Ignore the Noise

Unapologetically screen your phone calls – set boundaries to accept only very important calls during work hours.

4. Methodically Schedule Each Day

Meticulously planning each day is the best way to approach deep work and one of the best strategies on how to stay focused at work. It imposes time limits, creating a healthy ‘pressure of time’.

One of the main reasons why most people lose focus during a workday is because of a lack of a structured plan or schedule.

Newport acknowledges that not every day will go exactly as planned. But recommends that you “schedule every minute of your day” regardless.

The time-blocking (also known as time boxing) approach will hold you accountable by allocating specific periods for specific types of work. Dividing your workday into blocks and assigning activities to each one allows you to prioritize what’s most important.

There are different time-boxing methods such as the previously mentioned Inbox Zero and Day-theming.

Day-theming is dedicating each day of the week to a specific theme instead of switching between different types of work or areas of responsibility throughout the day. This strategy is not about scheduling a perfect day. It’s really about giving structure to your workday by forcing you to be more intentional with your time.

When you schedule each workday you’ll be more control of time because you’ll know exactly what you want to accomplish and when.

The Bottom Line

As Newport highlighted in the book:

“Our ability to perform deep work is becoming increasingly rare at exactly the same time it is becoming increasingly valuable.”

Our brains are barely equipped to handle the massive amount of attention triggers that are perpetually trying to disrupt our concentration daily. No wonder learning to become masters of our focus instead of slaves to our ever-increasing distractions is so hard.

Fortunately, there are strategies on how to stay focused presented in Deep Work that if properly and consistently practiced can significantly increase your productivity at work.

Advertising

More Tips to Help You Stay Focused

Featured photo credit: Bench Accounting via unsplash.com

Reference

More by this author

Leon Ho

Founder & CEO of Lifehack

17 Traits That Make a Successful Person Stand out from the Crowd What Is Creativity? We All Have It, and Need It How to Think Critically: 5 Powerful Techniques What Are The Levels Of The Mind And How To Improve Them How To Improve Short Term Memory: 7 Simple Ways to Try Now

Trending in Smartcut

1 10 Effective Ways To Make You a Fast Learner 2 8 Time Management Strategies for Busy People 3 50 LinkedIn Influencers To Follow, No Matter Your Industry 4 How to Break Bad Habits (The Only Effective Way) 5 15 Daily Rituals of Highly Successful People

Read Next

Advertising
Advertising
Advertising

Last Updated on July 21, 2021

The Importance of Reminders (And How to Make a Reminder Work)

The Importance of Reminders (And How to Make a Reminder Work)

No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

Advertising

From Creating Reminders to Building Habits

A habit is any act we engage in automatically without thinking about it.

For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

Advertising

The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

The Wonderful Thing About Triggers — Reminders

A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

Advertising

But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

How to Make a Reminder Works for You

Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

Advertising

Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

More on Building Habits

Featured photo credit: Unsplash via unsplash.com

Advertising

Reference

[1] Getting Things Done: Trusted System

Read Next