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Last Updated on June 8, 2018

How to Stop Being Absent Minded and Start to Be More Attentive

How to Stop Being Absent Minded and Start to Be More Attentive

Does any of these sound like you (or someone you know)?

You walk into a room and don’t know why you went in there in the first place. You are always late. You can never find your keys (or purse, etc). You space out in the middle of conversations. You don’t know what you want to do with your future because your thoughts aren’t organized enough to even begin to make any plans. You just feel absent minded all the time. 

So what should you do? There are things you can do to change your absent-mindedness. Even if you’re not absent-minded, you can at least share these tips with people who are.

Here are 11 things you can do to stop being absent minded and start to be attentive.

1. Put everything back in the same place

It sounds simple but it’s easier said than done for some people.

Try to create a new habit of routine. For example, when you walk in the door, put your keys in the same place. When you go to the mall, park in the same general area.

In other words, develop new habits. It will take a while for the new routines to become second nature but it will happen if you keep doing them for a few weeks. Just stay committed and try these tricks to make new habits stick.

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2. Make lists

Sometimes when I have a gazillion things flying around in my head that I need to accomplish, I get overwhelmed. And then nothing gets done. That’s why I immediately start making a list when I start feeling that way.

When I see what I need to get done on paper, it somehow calms me down. And if I need to, I even put them in order of priority. Sometimes I even put a time on each one … like, “At 10:00 I will answer all my emails. At 11:30, I will start a load of laundry.” Sounds cheesy, but it works.

Find out what lists you should keep to stay focus here: The Power of the List: Essential Lists for Productivity

3. Set timers

If you’re always late, learn to set the timer on your oven or your microwave or get an egg timer and set that. (Yes, here’re 7 Reasons to Borrow Grandma’s Egg Timer.)

As obnoxious as it sounds, when the buzzer goes off, it snaps you out of whatever you are consumed with in the moment and re-directs your attention to where you should be going.

The use of timers will get rid of your excuse … “I just lost track of time.” It won’t happen with a timer or at least it shouldn’t.

4. Use a schedule and pay attention to following it

Maybe you love technology and keep your schedule on your phone or perhaps you’re old-fashioned and keep it on paper. Either way, you still need one.

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That might sound obvious given the fact that we live in an over-scheduled world. But trust me, I know many people who don’t have one. If that’s you, get a schedule. And once you have it, pay attention to it and use it! What’s the point of having it if you don’t?

5. Delegate responsibilities.

No one is Superwoman (or Superman). You can’t do everything.

Some people don’t know this; they have perfectionist personalities. But being ‘perfect’ is a myth. It’s an illusion. There is no such thing.

If your over-committed life causes you to be absent-minded, tell other people to pick up the slack for you. Get your kids to do the laundry. Get your spouse to pick up your daughter at her friend’s house. You don’t have do do everything!

Learn about delegation so you can be a more attentive person: How to Delegate Work (the Definitive Guide for Successful Leaders)

6. Use sticky notes

I think the person who invented the sticky note is the most brilliant person who ever lived! That’s a slight exaggeration but they work!

If you need to remember to send that email or make that call when you get to work, put a sticky note on your cell phone. Chances are that when you get to the office you will check your phone anyway – and you’ll see your reminder. It’s simple and effective.

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One note of caution though, don’t use too many! If you do, it becomes overwhelming and you get to the point where you don’t even “see” them anymore.

7. Do one thing at a time

Many people think they are great multi-taskers. They can talk on the phone, type emails and put make-up on all at the same time. But when you do too many things at once, none of them are done particularly well.

Do one thing at a time so you can make sure that you complete everything you are doing.

8. Have an “accountability buddy”

If you’re trying to develop any of the new habits that I’ve discussed so far, it helps to have someone hold you accountable.

Grab a friend and schedule quick, regular texts, emails or phone calls. They could either be reminders or they could be check-ins to report progress. Either way, if you know that you are going to have to answer to someone else, you will be more likely to stay committed to change.

9. Schedule regular de-cluttering

Lots of people have junk piles or even entire junk rooms. The problem is that many times they get out of control. Anyone who has watched any of the hoarder TV shows knows that once you let it get that way, it’s difficult to correct it.

Put your de-cluttering sessions on your schedule. Since you are already following your schedule, you will have consistency with throwing out what you don’t need.

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Some decluttering tips to help you:

If that’s a little bit too much for you, try this One Question to Help You Successfully Declutter Anything

10. Try to foresee problems and consequences of your actions

Your absent-mindedness affects other people. If you’re constantly late, your friend is probably sick of waiting an hour for you to show up at the restaurant; or maybe your kid is feeling bad because you are the last parent to pick them up from the slumber party.

Your actions affect others. Once you realize that, it might motivate you to adopt some of these tips.

11. Stop talking and start DOING

You can’t lose weight if you just sit around complaining about how fat you are. You can’t become a better basketball player if you sit on the couch and watch reality TV every night. And you can’t become less absent-minded if you don’t take action.

Talking about it is great but it doesn’t count. What does count is to start doing it! This will all take a little bit of work but if you follow these tops and stay committed, you will eventually become much more organized and on top of your game.

Featured photo credit: Pexels via pexels.com

More by this author

Carol Morgan

Dr. Carol Morgan is a communication professor, dating/relationship and success coach, TV personality, speaker, and author.

Dealing With Anxious Attachment: Advice from a Relationship Therapist Practical Advice for Overcoming Problems in INFP Relationships Learn the Different Types of Love (and Better Understand Your Partner) How to Become a Motivational Speaker and Influence Millions of People Why It’s Okay to Hit the Wall and How to Overcome It Fast

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Published on January 16, 2019

How to Effectively Manage a Heavy Workload at Work

How to Effectively Manage a Heavy Workload at Work

We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

You might have such a heavy workload that it feels too intimidating to even start.

You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

Here’re 13 strategies you can use to get out from under your overwhelming workload:

1. Acknowledge You Can’t Do It All

Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

2. Focus on Your Unique Strengths

Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

The challenge is that many people end up doing things that they’re simply not very good at.

In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

It is often not about how to complete this project more effectively but who can help deliver this project.

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So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

  • Are you a great strategist?
  • Are you an effective planner?
  • Is Project Management your strength?
  • Is communication and bringing people together your strength?
  • Are you the ideas person?
  • Is Implementation your strength?

Think about how you can bring the biggest value to your work and the projects you undertake.

3. Use the Strengths of Your Team

One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

Delegation or better teamwork is the solution.

Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

4. Take Time for Planning

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

You can take the time to think about:

  • What’s the purpose of the project?
  • How Important is it?
  • When does it need to be delivered by?
  • What is the best result and worst result for this project?
  • What are the KPIs?
  • What does the project plan and key milestones look like?
  • Who is working on this project?
  • What is everyone’s responsibilities?
  • What tolerances can I add in?
  • What are the review stages?
  • What are the challenges we may face and the solutions for these challenges?

Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

5. Focus on Priorities

Not everything is a priority, although it can often feel, in the moment, that it is.

Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

  1. Urgent and important (tasks you will do immediately).
  2. Important, but not urgent (tasks you will schedule to do later).
  3. Urgent, but not important (tasks you will delegate to someone else).
  4. Neither urgent nor important (tasks that you will eliminate).

James Clear has a great description on how to use the Eisenhower Matrix: How to be More Productive By Using the Eisenhower Box

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    The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

    If you didn’t get everything accomplished, start the next day with your number one priority.

    If you are given additional task/projects during the day, then you will need to gauge their importance V the other priorities.

    6. Take Time Out

    To stay on top of a heavy workload, it’s important to take time out to rest and recuperate.

    If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

    Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

    In the background, it’s essential to get a good night’s sleep and eat healthily to sharpen the mind.

    Take a look at this article learn about The Importance of Scheduling Downtime.

    7. Maintain a Healthy Work-Life Balance

    Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

    I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

    Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

    If you feel there is not enough balance, then it may be time to make a change.

    8. Stop Multitasking

    Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

    So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

    When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

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    If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

    9. Work in Blocks of Time

    To keep your energy up to produce your best results it’s essential to take regular breaks.

    I use the 60-60-30 method myself and teach it to my coaching clients.

    Work on a project for a sustained period of 50 minutes.

    Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

    Then continue to work on the project for a further 50 minutes.

    Then take another 10-minute break.

    Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

    By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

    10. Get Rid of Distractions

    Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

    “Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

    Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

    If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

    11. Commit Focused Time to Smaller Tasks

    You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

    Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

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    Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

    12. Take a Time Audit

    Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

    Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

    You can start by taking a piece of paper and creating three columns:

    Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

    Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

    At the end of the week, record the total time spent in each column.

    If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

    13. Protect Your Confidence

    It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

    When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

    Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

    When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

    Final Words

    A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

    The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

    If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.

    Featured photo credit: Hannah Wei via unsplash.com

    Reference

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